Privacy Notice

Last reviewed: 19/06/2026 — KS. ICO registration: ZB344746.

This Privacy Notice explains how Severn Physiotherapy LLP (based in Portishead, North Somerset) collects, uses and protects personal information about our patients and website visitors. The full operational policy our clinicians and contractors follow is our Confidentiality & Data Protection Policy, available in the Associate Area.

Who we are

Severn Physiotherapy LLP is the data controller for the information described below. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, and maintain the common law duty of confidentiality owed to our patients. Contact: hello@severnphysiotherapy.co.uk or 01275 400466. ICO registration: ZB344746.

What information we collect

To provide physiotherapy assessment and treatment we hold: your name, date of birth, address, care home (where relevant), GP, consultant, social worker and other involved health/social care professionals, pertinent health and social care information, clinical notes from your sessions, and any contacts made between sessions. Every patient (or their power of attorney) signs a consent form before assessment begins.

How we use and store it

Clinical records are stored in our secure clinical notes system WriteUpp, which acts as our data processor. Forms submitted via this website (contact form, client intake form) are accessible only to administrators using 2FA, and are deleted from the website once transferred to WriteUpp. Email is provided through Tuta with end-to-end encryption where appropriate. We avoid paper records wherever possible; any paper is kept in a locked cabinet and shredded when no longer needed.

Who we share it with

We share information only when necessary and, wherever possible, with your knowledge: with other health and social care professionals involved in your care, for onward referrals with your consent, or where we have a safeguarding duty. We never sell your data and do not use it for marketing or profiling without your specific consent.

How long we keep it

UK law requires us to retain clinical records for 10 years from your last contact with us. After this period, electronic records are deleted and any paper records are shredded. Because of this legal duty, we cannot delete clinical records on request before the retention period ends.

Keeping it secure

Access to records is on a need-to-know basis in line with HCPC standards. Our systems use encryption in transit and at rest, and our processes are audited every six months by the partners. If a personal data breach occurs we will notify affected individuals within 72 hours and report significant breaches to the Information Commissioner's Office.

Your rights

You have the right to access the data we hold about you, request corrections, request deletion where appropriate (subject to the 10-year clinical retention requirement above), object to or restrict certain processing, and withdraw consent at any time where processing is based on consent. To request a copy of your records we will verify your identity (full name, date of birth, address, plus additional ID if needed) and respond within 28 days.

To exercise any of these rights, contact hello@severnphysiotherapy.co.uk. If you are unhappy with how we have handled your data, you can complain to the ICO at ico.org.uk or 0303 123 1113.

Associates and contractors

If you work with us as an associate or contractor, the information we hold about you and how we handle it is set out in full in our Confidentiality & Data Protection Policy in the Associate Area.

Reviewed 19/06/2026 — KS.