1. How we use your personal information

This notice explains why BU Chiropractic collects information about you and/or your child and how this information may be used.

The healthcare professionals who provide your care maintain records about your health and any treatment or care you have received here or previously. These records help provide you with the best possible healthcare. Our records are electronic, and we use a combination of working practices and technology to ensure your information is kept confidential and secure. Records held by this clinic about you may include the following information:

• Details about you, such as your address, contact details, previous medical history, and previous investigations.
• Any contact the clinic has had with you, such as appointments, clinic visits, advice given over the phone or email, emergency appointments, etc.
• Notes about your and/or your child's health.
• Details about your and/or your child's treatment and care.
• Relevant information from other healthcare professionals.

Information may be used within the clinic for clinical audit purposes to monitor the quality of the services we provide. All of your information is held securely on our premises and may be used for statistical purposes. Where we do this, we take strict measures to ensure that individual patients cannot be identified. Occasionally, your information may be requested for research purposes; in such instances, we will always ask for your consent before releasing such information.

2. How do we maintain the confidentiality of your records?

We are dedicated to safeguarding your privacy and handle your personal information in strict compliance with UK data protection and confidentiality laws, including:

• UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018
• Human Rights Act 1998
• Common Law Duty of Confidentiality 
• General Chiropractic Council (GCC) Code of Conduct

All BU Chiropractic staff members are legally and ethically bound to uphold the confidentiality of your personal information.

3. Who do we share your information with?

We only share your personal information when there is a genuine need and with your consent. This may include sharing information with your GP, dentist, other healthcare professionals, a solicitor, or for court proceedings, where necessary.

We will not disclose any information about you to third parties without your written permission — or, in the case of a child, parental consent — unless there are exceptional circumstances. These may include life-or-death situations or situations where the law requires information to be disclosed, in line with the Caldicott Principles and professional obligations.

Your privacy is always a priority, and any sharing of information will be done securely and appropriately.

In the case of chiropractic records, the GCC recommends the following retention periods for chiropractic records after the patient’s last treatment:

- 8 years for adults

- 11 years for children or up to their 25th birthday, whichever is the longer

These are in line with guidance from the Health and Care Information Governance Working Group (responsible for records management within the NHS in England).

4. Access to your personal information

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, you have the right to request access to the information we hold about you, and to have it corrected if inaccurate. To make a request:

Please submit your request in writing to the clinic.

There is no charge for obtaining a copy of your records.

We must respond within one calendar month. 

You will need to provide proof of identity (e.g., photo ID) so we can verify your request.

5. Objections / Complaints

If you have concerns about how your information is managed, please contact the Clinic Owner, Luke Ullyott.  If your concerns are not resolved, you have the right to raise a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.

6. Change of details

It’s important to let your practitioner know if any of your details change, such as your name, address, date of birth, or contact information, so we can keep your records accurate.

7. Notification & Data Controller

Luke Ullyott is registered with the Information Commissioner’s Office (ICO) as the Data Controller for BU Chiropractic