Your Privacy Matters: Commitment to the Protection of Patient Information

​

At Cooper’s Injury Clinic, your privacy and the security of your personal information are of paramount importance to us. This Privacy Policy explains how we collect, use, store, and protect your personal and medical information when you visit our clinic, use our services, or interact with us in any capacity. It also outlines your rights regarding your data and how you can exercise them. Please read this policy carefully to understand how your information will be managed.

 

​

1. Information We Collect

We collect various types of information to provide you with high-quality medical care and to comply with legal and regulatory requirements. The types of information we may collect include:

• Personal Identification Information: Name, address, telephone number, email address, date of birth, sex, and other identifying details.

• Medical Information: Medical history, records of your visits, diagnoses, treatment plans, test results, imaging, allergies, medications, and other health-related information.

• Insurance and Billing Information: Insurance provider, policy numbers, billing addresses, payment methods, and transaction details.

• Emergency Contact Information: Names and contact details of individuals to be contacted in case of emergency.

• Appointment and Communication Records: Appointment dates and times, communications with our staff (in person, by phone, email, or other means), and feedback or survey responses.

• Technical Data: If you access our website or online services, we may collect information such as IP address, browser type, device identifiers, cookies, and usage data.

 

2. How We Collect Information

We may collect your information in several ways, including:

• Directly from you during registration, appointment bookings, consultations, and treatment sessions.

• Through forms you complete on our website or in the clinic.

• From other healthcare professionals, specialists, laboratories, or imaging centres with your consent or as required for your care.

• Automatically, via our website or digital platforms through cookies and similar technologies.

 

3. How We Use Your Information

The information we collect is used strictly for legitimate purposes, including:

• Providing and coordinating your medical care, diagnosis, and treatment.

• Booking and managing appointments and treatment schedules.

• Billing, processing payments, and liaising with insurance providers.

• Complying with legal, regulatory, and accreditation requirements.

• Responding to your queries and requests for information or support.

• Conducting quality assurance, clinical audits, and service improvement initiatives.

• Sending appointment reminders, health information, newsletters, or updates if you have opted in.

• Protecting the health and safety of patients, staff, and the public.

 

4. Information Sharing and Disclosure

We value your trust and do not sell or rent your information to third parties. However, there are circumstances where your information may be shared:

• Healthcare Providers: With your consent, we may share information with other healthcare professionals involved in your care.

• Insurance and Payment Processors: To facilitate insurance claims and payments.

• Legal or Regulatory Authorities: As required by law, regulation, court order, or in response to legal processes.

• Service Providers: With trusted third-party service providers who assist us in operating our clinic or website, subject to strict confidentiality agreements.

• Emergency Situations: Where necessary to prevent serious harm or protect your vital interests, or those of others.

• With Your Consent: In any other circumstances, we will seek your explicit consent before sharing your information.

 

5. Data Security and Protection

We are committed to ensuring that your information is secure. To prevent unauthorised access, loss, misuse, or disclosure, we implement a variety of physical, electronic, and managerial safeguards, including:

• Secure storage of paper records in locked facilities.

• Encrypted electronic health records and databases.

• Restricted access to sensitive information to authorised personnel only.

• Regular staff training on information security and privacy protocols.

• Use of firewalls, anti-virus software, and secure authentication procedures for digital records.

• Routine monitoring and auditing of our security systems and processes.

 

6. Retention of Information

Your personal and medical information is retained only as long as necessary to fulfil the purposes for which it was collected and to comply with legal and regulatory requirements. When information is no longer required, it is securely destroyed or anonymised.

 

7. Your Rights and Choices

You have several rights regarding the information we hold about you, including:

• The right to access your personal and medical records.

• The right to request corrections of inaccurate or incomplete data.

• The right to withdraw consent for certain uses of your data (subject to legal and medical exceptions).

• The right to request the deletion of your information, within the boundaries of legal and clinical obligations.

• The right to object to or restrict certain processing activities.

• The right to request a copy or transfer of your records to another provider.

 

To exercise these rights, please contact us using the details provided at the end of this policy. We will respond to your request within a reasonable timeframe and in accordance with applicable laws.

 

8. Children’s Privacy

We do not knowingly collect personal information from children under the age of 16 without the consent of a parent or legal guardian. If you believe that a child’s information has been provided to us without appropriate consent, please let us know so we can take action.

 

9. Cookies and Website Analytics

If you use our website, we may use cookies and similar technologies to enhance your experience and to analyse trends, administer the site, and gather demographic information. You may refuse cookies by adjusting your browser settings, but this may impact your ability to use certain features of our site.

​

10. Email Marketing Communications

• If you choose to subscribe to marketing communications from Coopers Injury Clinic, we will use your name and email address to send you updates, offers, clinic news, and relevant health information.

• We only send marketing emails where you have provided clear consent, or where permitted under applicable UK data protection and electronic communications laws.

• You may withdraw your consent at any time by clicking the unsubscribe link included in every marketing email, or by contacting us directly.

• We use secure third-party email service providers to manage our communications. Your data is processed in accordance with our wider Privacy Policy, which explains how we store, protect, and retain personal information and your rights under UK data protection law.

 

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or industry standards. When we do, we will post the updated policy on our website and indicate the date of the latest revision. We encourage you to review this policy regularly.

 

12. Contact Information and Complaints

If you have any questions, concerns, or requests regarding your privacy or this policy, please contact:

 

Cooper’s Injury Clinic

Email: info@cooper’sinjuryclinic.co.uk

Phone: 07955 769293

 

If you are unsatisfied with our response or believe that your privacy rights have been violated, you have the right to lodge a complaint with the relevant data protection authority.

 

12. Consent

By using our services or providing us with your personal information, you consent to the collection, use, and disclosure of your information as described in this Privacy Policy.

We thank you for trusting Cooper’ Injury Clinic with your care. Your privacy is not only a legal obligation for us—it is a core part of our commitment to your wellbeing and peace of mind.