Physiotherapy Clinic privacy policy

Here at Loughborough University we take the protection of your data and your privacy seriously and this part of our website provides information on what personal data we collect; how and why we collect it; how we store it and for how long we keep it. This notice will also explain how we look after your data and protect your rights in accordance with the relevant data protection legislation.

Further information and guidance on the University’s approach to personal information can be found on the University’s Information Governance website and privacy policy.

What personal information do we hold about you?

Name, address, date of birth, phone contact details, email, GP details, NHS number. Record keeping in accordance with Chartered Society of Physiotherapy guidelines.

Why do we collect your information?

In accordance with our governing body and to send appointment confirmations and reminder emails, to contact you regarding appointment changes. To allow us to write medical letters and send onto you / your GP if you have given permission.

Who has access to your data at the University?

Medical and admin staff within the clinic.

Who do we share your data with outside the University?

We will only share the data with your express permission e.g. letters to GP / hospital.

How long do we keep your information?

In line with our governing body Health Care Professionals (HCP) & the Chartered Society of Physiotherapist (CSP) medical records form a legal record of treatment and therefore must be retained safely and securely in accordance with the General Data Protection Regulation 2018.

As per CSP guidance for Private Practices, we will store records in accordance with NHS guidelines and as such dispose of adult medical records 8 years after the conclusion of treatment or death; after the 25th birthday of the patient if they were under the age of 18 when treatment concluded; after the 26th birthday if they were under the age of 17 when treatment concluded.


Loughborough University does not sell your data to third parties or other organisations. From time to time, Loughborough University will use your personal data to conduct analysis that will provide useful information.

Who can I contact?

If you have a general question about how the Loughborough University Physiotherapy Clinic’s related data is used, please do contact us. You can contact Please also contact this email if you have a concern or complaint about how your data is being handled.

If you have any questions more generally regarding Data Protection at the University, then please do contact the Data Protection Officer on or write to The Data Protection Officer at Academic Registry, Loughborough University, Loughborough, Leicestershire LE11 3TU.

You may find additional useful information and the answer to your query on our Information Governance website.

Complaints about Data Protection

If you have taken steps to have a concern or complaint about Loughborough University’s handling of data resolved but are still not satisfied you have a right to lodge a complaint with the Information Commissioner’s Office (ICO), who are the relevant regulator for data privacy and protection matters. The ICO can be contacted at Wycliffe House, Water Lane, Wilmslow, SK9 5AF.

Updates to this policy

This section was last updated in 24th May 2018. It is reviewed as necessary. If there are significant changes in the processing of your personal data which will impact you, we will act to inform your directly.