privacy policy

version 1.0 · last updated 16.08.26

who we are

This Privacy Policy explains how Lumina Chiropractic collects, uses, and protects your personal information. We are the "data controller" for the purposes of UK data protection law.

Contact: hi@luminachiropractic.co.uk · 07301 366 743 · Unit 1, The Old Lofts, Crowood Lane, Ramsbury, Wiltshire, SN8 2HE

what information we collect

Depending on how you interact with us, we may collect:

• Contact details: name, email address, phone number (e.g. when you join our waiting list or make an enquiry)
• Booking information: appointment dates, times, and any scheduling notes
• Health information: medical history, symptoms, and clinical notes recorded during your visits, where you become a client
• Correspondence: emails or messages you send us
• Website usage data: see our Cookie Policy

why we collect it, and our legal basis

• To respond to enquiries and manage our waiting list: legitimate interest / with your consent
• To provide chiropractic care and keep accurate clinical records: performance of a contract with you, and, for health data specifically, because it's necessary for the provision of health care by a registered health professional (UK GDPR Article 9(2)(h))
• To send appointment confirmations and reminders: performance of a contract
• To send occasional updates about the practice (e.g. opening announcements): consent, which you can withdraw at any time

who we share it with

We don't sell your data. We may share limited information with:

• Google Workspace, our email provider (Gmail)
• Practice Hub, our booking software
• WhatsApp Business, used only for initial contact and arranging bookings. We don't discuss clinical or health information over WhatsApp
• Other healthcare professionals, but only with your consent (e.g. if we refer you elsewhere)
• Regulatory bodies, if legally required (e.g. the General Chiropractic Council)

how long we keep your information

In line with the General Chiropractic Council guidance, clinical records are kept for a minimum of 8 years following your last appointment. For patients under 18, records are kept until age 26 (or a minimum of 8 years from the last appointment, whichever is longer).

Waiting list and enquiry contact details that don't become a client relationship are kept for 12 months, and then deleted.

accessing your records

You can request access to your records at any time. Requests should be made in writing (by post or email) and signed, so we can verify it's genuinely you asking. We'll usually respond within 14 days, and always within one month as required by law.

There's no charge to view your records. If you'd like paper or digital copies, a reasonable charge may apply, capped at £50 (though this is usually significantly less).

We'll always verify your identity before releasing any personal information. This may include a phone call to confirm your request.

If a request is declined for any reason, we'll explain why in writing, along with how to complain to the Information Commissioner's Office.

keeping your information secure

Your information is stored securely, with access limited to those who need it to provide your care. Paper records, where used, are kept in a locked, secure location. Digital records are password-protected and held on secure systems.

your rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Ask us to correct inaccurate data
• Ask us to delete your data, where applicable
• Object to or restrict certain processing
• Request a copy of your data in a portable format
• Withdraw consent at any time, where consent is our legal basis

To exercise any of these rights, contact us at hi@luminachiropractic.co.uk. You also have the right to complain to the Information Commissioner's Office (ico.org.uk) if you believe your data hasn't been handled properly.

children's information

As a family practice, we may hold information about children and babies, provided by a parent or guardian with parental responsibility, who provides consent on the child's behalf.

cookies

Our website uses cookies. Full details are in our separate Cookie Policy.

changes to this policy

We may update this policy from time to time. The "last updated" date at the top will reflect the most recent version.