Privacy Policy

Effective Date: October 2025
Last Updated: October 2025

Introduction

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Welcome to The Body Formulae. We are committed to protecting your privacy and ensuring that your personal data is handled securely and responsibly.

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This Privacy Policy explains how we collect, use, store, and protect your personal data when you visit our website, use our services, or interact with us.

Who We Are

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The Body Formulae is a private healthcare clinic offering osteopathic and related therapeutic services.

• Business Name: The Body Formulae

• Email: thebodyformulae@gmail.com

• Phone: [insert phone number]

• Address: 17 Hanover Square, London W1S 1BN

• Data Controller: The Body Formulae

What Personal Data We Collect

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We collect the following categories of personal data:

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a) Identity & Contact Date

• Name, address, email, phone number, date of birth

b) Health & Medical Data

• Medical history, treatment notes, scans or reports you share with us

• Data collected during consultations and treatment

c) Payment Data

• Card or bank transaction details (processed securely via third-party providers)

d) Technical Data (Website Use)

• IP address, browser type, time zone, operating system, device type

• Cookies and analytics data (see section on cookies below)

e) Communication Data

• Emails, calls, forms submitted through our website

How We Collect Your Data

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We collect data when:

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• You book an appointment

• You complete our intake or consent forms

• You contact us via email, phone, or website

• You visit our website (automatically through cookies or analytics tools)

Why We Collect Your Data (Legal Basis)

We collect and process your data for the following lawful reasons:

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Purpose                                                                                                                                                    Lawful Basis

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To provide osteopathic care and related services                                               Contract

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To manage appointments and payments                                                                  Contract

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To communicate with you                                                                                                  Legitimate interest

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To meet legal or regulatory obligations                                                                      Legal obligation

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To share relevant data with insurers or other medical                                        Consent

professionals (with your consent)

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For marketing (e.g., newsletters, promotions)                                                        Consent

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How We Use Your Data

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We may use your data to:

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• Schedule and manage your appointments

• Deliver safe, effective healthcare

• Maintain accurate medical records

• Process payments or refunds

• Comply with legal or insurance requirements

• Send important service updates

• Respond to your enquiries

We will never sell or rent your data to third parties.

How We Store and Protect Your Data

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We use secure, encrypted systems to store and manage your data, including:

• Password-protected databases

• Encrypted communications and storage

• Limited access to authorised personnel only

We retain your health records in accordance with UK law (usually 8 years from your last appointment, or until the age of 25 for minors).

Third Parties We Work With

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We may share your data with trusted third parties, including:

• Our booking and payment providers

• Insurance companies (with your permission)

• IT and analytics service providers

• Other healthcare professionals involved in your care (with your consent)

• Regulatory or legal bodies, if required by law

All third-party providers are GDPR-compliant and bound by confidentiality agreements.

Cookies & Website Analytics

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Our website uses cookies to:

• Enable core site functionality

• Improve user experience

• Analyse site traffic via tools such as Google Analytics

You can accept or refuse cookies through your browser settings. For more detail, please see our Cookie Policy (we can create one if needed).

Your Rights

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Under UK GDPR, you have the right to:

• Access the personal data we hold about you

• Correct or update your information

• Request erasure of your data (in certain circumstances)

• Restrict or object to processing

• Data portability (where applicable)

• Withdraw consent (for marketing or non-essential data use)

• Lodge a complaint with the Information Commissioner’s Office (ICO): https://ico.org.uk/

Marketing Communications

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We will only send you marketing emails (e.g. newsletters, clinic updates) with your explicit consent. You can unsubscribe at any time using the link in the email or by contacting us.

Changes to This Policy

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We may update this Privacy Policy from time to time to reflect legal or operational changes. The updated version will be posted on our website, and the "Last Updated" date will be revised accordingly.

Contact Us

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For any questions, data access requests, or concerns, contact us at:

The Body Formulae
Email: thebodyformulae@gmail.com
Phone: [insert contact number]
Address: 17 Hanover Square, London W1S 1BN