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Privacy Policy

How we collect, use, and protect your personal information

Last updated: June 2025

1. Introduction

OrthoBalance Diagnostics ("we", "our", "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website, use our services, or interact with us.

We are based at 47-49 Park Royal Road, NW10 7LQ, London, UK. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

We may collect the following types of personal information:

Information you provide directly:

  • Full name, email address, and phone number (via booking and contact forms)
  • Age and date of birth (for clinical assessment purposes)
  • Preferred appointment date and time
  • Health concerns and medical information relevant to your treatment
  • Payment information (processed securely through third-party payment providers)

Information collected automatically:

  • Browser type and version
  • IP address and approximate location
  • Pages visited and time spent on our website
  • Referring website or search terms
  • Device type and operating system

3. How We Use Your Information

We use the information we collect for the following purposes:

  • To process and manage your service bookings and appointments
  • To provide biomechanical assessments, orthotic fabrication, and related clinical services
  • To respond to your enquiries and contact form submissions
  • To send appointment confirmations and reminders
  • To improve our website, services, and patient experience
  • To comply with legal obligations and regulatory requirements
  • To maintain clinical records as required by healthcare regulations

4. Legal Basis for Processing

Under UK GDPR, we process your personal data on the following legal bases:

  • Consent: When you submit a booking or contact form, you consent to us processing your data for the stated purpose.
  • Contract: Processing necessary to fulfil our service agreements with you.
  • Legitimate interest: To improve our services, website functionality, and patient experience.
  • Legal obligation: To comply with healthcare regulations and legal requirements.

5. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your data with:

  • Healthcare professionals involved in your treatment or referral
  • IT service providers who help us maintain our website and systems (under strict data processing agreements)
  • Payment processors for secure transaction handling
  • Legal authorities when required by law or to protect our rights

6. Data Retention

We retain your personal information for as long as necessary to fulfil the purposes for which it was collected. Clinical records are retained in accordance with NHS and healthcare regulatory guidelines (typically a minimum of 8 years for adult patients). Contact form data and general enquiries are retained for up to 2 years unless you request earlier deletion.

7. Your Rights

Under UK GDPR, you have the following rights:

Right of Access

Request a copy of the personal data we hold about you.

Right to Rectification

Request correction of inaccurate or incomplete data.

Right to Erasure

Request deletion of your data (subject to legal retention requirements).

Right to Restriction

Request that we limit the processing of your data.

Right to Data Portability

Receive your data in a structured, machine-readable format.

Right to Object

Object to processing based on legitimate interests.

To exercise any of these rights, please contact us at [email protected].

8. Cookies

Our website uses essential cookies to ensure proper functionality, such as maintaining your session during form submissions. We may also use analytics cookies to understand how visitors interact with our website. You can manage cookie preferences through your browser settings. For more information, please refer to our cookie settings.

9. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. This includes encryption of data in transit, secure server infrastructure, and restricted access to personal information on a need-to-know basis.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated "Last updated" date. We encourage you to review this page periodically.

11. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us:

OrthoBalance Diagnostics

47-49 Park Royal Road, NW10 7LQ, London, UK

Email: [email protected]

Phone: +44 20 7123 4567

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe your data protection rights have been violated.