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Privacy Policy

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Last updated: April 2026

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This document refers to personal data, which is defined as information concerning any living person (a natural person who hereafter will be called the Data Subject) that is not already in the public domain.

 

The General Data Protection Regulation (GDPR) which is EU wide and far more extensive than its predecessor the Data Protection Act, along with the Privacy and Electronic Communications Regulations (PECR), seek to protect and enhance the rights of EU data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU and its storage within the EEA.

 

1. Who We Are

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Unity Alignment Group Ltd (trading as Physical Balance)
Unit F, Loddon Business Centre, Roentgen Road, Basingstoke, RG24 8NG

For the purposes of data protection law, we are the data controller of your personal data.

If you have any questions, you can contact us at:
Email: info@physicalbalance.com
Phone: 01256 770022

 

2. The Law We Follow

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We process personal data in accordance with:

  • UK GDPR

  • Data Protection Act 2018

  • Privacy and Electronic Communications Regulations (PECR)

 

3. What Personal Data We Collect

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We may collect and process the following:

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a) Health and Treatment Data (Special Category Data)

  • Medical history

  • Current health conditions

  • Medications

  • Treatment notes and outcomes

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b) Contact Information

  • Name

  • Address

  • Email address

  • Phone number

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c) Administrative Data

  • Appointment history

  • Payment records

  • Communication records

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d) Website Data

  • IP address

  • Browser type and usage data

  • Cookie data (see Section 10)

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4. How We Use Your Data (Legal Basis)

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We only process your data where we have a lawful basis:

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Healthcare Provision

  • Legal basis: Contractual necessity + provision of healthcare (special category condition)

  • Purpose: To assess, diagnose, and provide treatment

 

Administration

  • Legal basis: Legitimate interests

  • Purpose: Appointment management, record keeping, service delivery

 

Marketing (only if you opt in)

  • Legal basis: Consent

  • Purpose: Sending updates, offers, or relevant health information

 

You can withdraw marketing consent at any time.

 

5. Patient Records

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We use Cliniko, a secure clinic management system, to store patient data.
All data is encrypted and access is restricted to authorised personnel only.

 

6. Sharing Your Data

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We only share your data when necessary and with trusted providers, including:

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  • Cliniko (practice management)

  • Xero (accounting)

  • Rehab My Patient / Rehab Guru (exercise programmes)

  • Momence

  • Practice Better (nutrition clients)

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All third parties are contractually required to protect your data.

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We do not sell or broker your data.

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7. International Data Transfers

 

Some of our providers store data outside the UK.

 

Where this occurs, we ensure appropriate safeguards are in place, such as:

  • UK International Data Transfer Agreements (IDTAs), or

  • Standard Contractual Clauses (SCCs)

 

These ensure your data remains protected to UK standards.

 

8. Data Retention

 

We retain your data only as long as necessary:

  • Adult patient records: 8 years after last treatment

  • Children’s records: until age 25

 

After this period, data is securely deleted or anonymised.

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9. Your Rights

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You have the right to:

  • Access your data

  • Correct inaccurate data

  • Request deletion (where applicable)

  • Restrict processing

  • Object to processing (including marketing)

  • Data portability

  • Withdraw consent at any time

 

To exercise your rights, contact us using the details above.

 

10. Cookies and Website Use

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Our website uses cookies to improve user experience.

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We use:

  • Essential cookies (required for functionality)

  • Analytics cookies (to understand website usage)

 

Where required, we will ask for your consent before placing non-essential cookies.

 

You can control cookies through your browser settings.

 

11. Marketing Communications

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We will only send marketing communications if you have explicitly opted in.

 

You can opt out at any time by:

  • Clicking “unsubscribe” in emails

  • Contacting us directly

 

12. Data Security

 

We take appropriate technical and organisational measures to protect your data, including:

  • Secure systems and encryption

  • Access controls

  • Staff confidentiality agreements

 

13. Complaints

 

If you are unhappy with how we handle your data, please contact us first.

 

Alex Millar (Data Protection Officer)

 

Telephone: 01256 770022 or email: alex@physicalbalance.com

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You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
https://ico.org.uk

 

14. Identification for Data Requests

 

To protect your data, we may require proof of identity before releasing information.


This may include:

  • Photo ID (passport or driving licence)

  • Proof of address

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