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jhooperosteo@gmail.com

Privacy Policy

Last Updated: October 2026
1. Data Controller Information

J. Hooper Osteopathy is committed to protecting the privacy, confidentiality, and security of your personal and health data. Under UK data protection legislation, Joseph Hooper is the data controller responsible for your personal information.

  • Business Name: J. Hooper Osteopathy

  • Practitioner: Joseph Hooper (Registered Osteopath – GOsC)

  • Location: Forthnoweth, Redruth, Cornwall, TR15 1AU

  • Contact Email: jhooperosteo@gmail.com

2. What Information We Collect About You

To provide safe and effective osteopathic care, we collect and process the following categories of data:

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  1. Personal Identification & Contact Data: Name, date of birth, home address, contact telephone number, emergency contact details, and email address.

  2. Special Category Data (Health Records): Medical history, current symptoms, clinical examination findings, treatment history, radiological reports/imaging, lifestyle factors (occupation, sports), and notes taken during treatment sessions.

  3. Appointment & Financial Data: Transaction history, attendance logs, and records of appointment bookings or cancellations.

3. Legal Basis for Processing Your Data

We process your data under the following lawful bases under UK GDPR:

  • Contractual Necessity (Article 6(1)(b)): Processing is necessary to fulfil our contract with you to provide assessment, booking management, and clinical services.

  • Legitimate Interests (Article 6(1)(f)): Sending appointment confirmation emails, SMS reminders, and administrative communications regarding your ongoing clinical care.

  • Provision of Health Care (Article 9(2)(h)): As medical data is Special Category Data, we collect and process it specifically for medical diagnosis, health treatment, and the management of healthcare systems.

  • Consent (Article 6(1)(a)): Required specifically for any direct marketing communications (such as newsletters or clinic updates), which you may opt into or out of at any time.

4. How Your Data Is Stored & Secured

We treat your personal and clinical records with strict confidentiality:

  • Digital Records: Electronic clinical notes, personal details, and online booking data are encrypted and stored securely within ISO-27001-compliant, GDPR-adherent practice management software (e.g., Cliniko / Jane App / WriteUpp).

  • Access Control: All electronic systems are protected by strong passwords, two-factor authentication (2FA), and biometric screen locks.

  • Physical Security: Any physical paperwork or paper intake forms are stored in a locked filing system within a secure clinical area.

5. Retention of Records (How Long We Keep Your Data)

Under the General Osteopathic Council (GOsC) Osteopathic Practice Standards (Standard D5), osteopaths have a legal duty to retain medical records:

  • Adults: Patient medical records are retained for a minimum of 8 years following your last consultation.

  • Children / Minors: Records for patients seen under the age of 18 are retained until the patient reaches their 25th birthday (or 8 years after their last session, whichever is longer).

  • Erasure Exceptions: Please note that the "Right to Erasure" (Right to be Forgotten) under GDPR does not apply to medical records during these mandatory retention windows, as we are required to retain them by law and for professional liability purposes.

6. Sharing Your Information

Your data will never be sold, rented, or shared with third parties for marketing purposes. Your data will only be shared in the following limited circumstances:

  1. Healthcare Professionals: With your explicit consent, we may share medical reports or referral letters with your GP, consultant, or other relevant health specialists.

  2. Third-Party Data Processors: Secure cloud-based practice software, booking providers, or payment gateways that process data solely on our behalf under strict GDPR data processing agreements.

  3. Legal / Regulatory Safeguards: In exceptional circumstances where required by law, court order, or to protect vital public safety (or in defence of a clinical negligence claim).

7. Your Legal Rights

Under UK GDPR legislation, you have several rights regarding your personal data:

  • Right of Access (Subject Access Request): You have the right to request a copy of the clinical notes and personal data we hold about you free of charge.

  • Right to Rectification: You can request that inaccurate or incomplete personal details (e.g., address or phone number) be updated.

  • Right to Restrict Processing: You can ask us to pause processing your personal data in certain circumstances.

  • Right to Object / Opt-Out: You may opt out of receiving non-essential (marketing) communications at any time.

To exercise any of these rights, please email us directly at jhooperosteo@gmail.com.

8. Complaints & Regulatory Body

If you have any concerns or complaints about how your data is handled, please contact us first so we can resolve the issue promptly.

If you remain unsatisfied, you have the legal right to raise a formal complaint with the UK data protection regulator:

  • Information Commissioner’s Office (ICO)

  • Website: www.ico.org.uk

  • Helpline: 0303 123 1113

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