Longsands Rehabilitation Privacy Policy


Our contact details

Name: Longsands Rehabilitation

Phone Number: 07726 118801

E-mail: physio@longsandsrehab.co.uk; taichi@longsandsrehab.co.uk

The type of personal information we collect

We currently collect and process the following information:

  • Personal identifiers, including name and date of birth, a Longsands Rehabilitation reference number, and contact details (address, telephone numbers, email address)
  • In Case of Emergency contact details (name and telephone number)
  • Medical information and GP details

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • Services provided by Longsands Rehabilitation: Physiotherapy (Home visit and Virtual); Exercises classes (in person; Virtual). 
  • Personal and medical information is collected to meet standards of the Health Care Professions Council and the Chartered Society of Physiotherapy
  • Subscribing to our electronic newsletter through the Website to receive news and information from Longsands Rehabilitation

We use the information that you have given us in order to effectively manage the administration of home visit physiotherapy appointments or exercise classes.  We also are required to by the Health Care Professions Council and the Chartered Society of Physiotherapy to keep healthcare records for any physiotherapy services. 

We may share this information with your GP or other Healthcare providers for the purposes of your individual care.  Your healthcare records, including personal data, may be requested by the Health Care Professions Council Regulatory organisation. 

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting physio@longsandsrehab.co.uk

(b) We have a contractual obligation.

(c) We have a legal obligation.

(d) We have a vital interest.

(f) We have a legitimate interest.

How we store your personal information

Paper records:

Any paper records which include your personal information are securely stored in a lockable filing cabinet by Longsands Rehabilitation. When your notes are in transit between locations, they are kept in a locked case. We keep personal information (name, date of birth, address, telephone number) and medical information typically for 8 years, in line with Records Management Code of Practice for Health and Social Care 2016. We will then dispose of your information securely by shredding paper records. 

Electronic records

Longsands Rehabilitation uses an Electronic Patient Record software system, Cliniko, for organsiation administration of appointments and clinical record keeping. Cliniko meets or exceeds all regulations of GDPR. For any personal data stored electronically, files will be stored securely using two-way encrypted cloud storage in Microsoft’s One Drive Personal Vault .

Your name and email address are stored by Ionos 1&1 Webmail, secure with SSL encryption, and mailchimp to send emails relating to Longsands Rehabilitation services. This electronic data is kept for up to 3 months after your last appointment or exercise class. You may opt in to continue receiving our Newsletter and/or marketing information after this period.

A website that is online cannot be accessed without personal data. An IP address, one example of a personal identifier, is an integral part of being able to access online information. Other identifiers include cookies and user IDs.  Longsands Rehabilitation has an SSL encryption-enabled website built using WordPress and hosted by IONOS. The website provides information to help understand users to guide improved performance of content and marketing.

Your name and address will be stored in an electronic exercise diary software (RehabMyPatient) to print off paper or email electronic exercise handouts, and kept for up to 3 months after your last appointment or exercise class.

Click on the links below for further information regarding Privacy:

Electronic Patient Record
Ionos Webmail
Newsletter and EmailMailchimp
WebsiteWordPress Privacy
WordPress Cookie Policy                 
Web HostingIONOS Web hosting
Exercise leaflets and App
Accounting software
Rehab My Patient 
Freeagent and Xero
Starling bank and iZettle

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at physio@longsandsrehab.co.uk or 07726 118801 if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at physio@longsandsrehab.co.uk or 2 Beach Road, Tynemouth, NE30 2NT.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk



Our website address is: https://longsandsrehabilitation.co.uk. When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service Privacy Policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

If you leave a comment on our site you may opt in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Visitor comments may be checked through an automated spam detection service.


These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.