Privacy Policy

Last reviewed: August 2026

Wallington Green Osteopaths takes the privacy and confidentiality of patients and website visitors seriously.

This notice explains what personal information we collect, why we use it, how it is protected and the rights you have in relation to your information.

Who we are

Wallington Green Osteopaths
13 Manor Road
Wallington
Surrey
SM6 0BW

Telephone: 020 8669 9608

For the purposes of data protection law, the practice is responsible for the personal information it collects and uses.

Data protection contact: Charles Berger

Information we may collect

Depending on your relationship with the practice, we may collect:

  • Your name, address and contact details
  • Your date of birth
  • Appointment information
  • Information about your health, medical history, medication and treatment
  • Notes made during consultations
  • Correspondence, reports and invoices
  • Information submitted through our website enquiry form
  • Communication preferences
  • Information needed to process payments or insurance claims

We only collect information that is reasonably necessary to provide our services, manage appointments, respond to enquiries and meet our professional obligations.

Health and treatment information

To provide safe and appropriate osteopathic care, your practitioner may need to collect information about your health, symptoms, medical history, medication and previous treatment.

Health information is classed as special category personal data and receives additional protection under data protection law. Organisations processing health information must identify both an appropriate lawful basis and an additional condition for processing special category data.

We use health information where it is necessary to:

  • Assess whether treatment is appropriate
  • Provide and record your treatment
  • Monitor your progress
  • Maintain safe and accurate clinical records
  • Communicate with other healthcare professionals where appropriate
  • Meet legal, regulatory and professional requirements

Why we use your information

We may use your personal information to:

  • Arrange and manage appointments
  • Provide osteopathic assessment and treatment
  • Maintain clinical and administrative records
  • Respond to telephone, email and website enquiries
  • Send appointment confirmations or reminders
  • Prepare invoices, reports or insurance information
  • Manage payments and accounting records
  • Meet professional, legal and regulatory obligations
  • Protect the safety and rights of patients, staff and others

The precise lawful basis used will depend upon the purpose for which the information is being processed.

Website enquiries

When you contact us through the website, we may collect the details you provide, including your name, email address, telephone number and message.

We use this information to respond to your enquiry and, where requested, to take steps towards arranging an appointment.

Please do not include unnecessary or highly sensitive medical information in the website enquiry form.

Website form submissions may be stored securely within the website administration system and may also be sent to the practice by email.

Clinical records

The practice currently maintains patient case histories securely at the practice.

Clinical records may include information about:

  • Your presenting symptoms
  • Medical history
  • Medication
  • Examination findings
  • Advice provided
  • Treatment delivered
  • Your response to treatment

Access is restricted to people who have a genuine need to see the information as part of providing or administering your care.

Sharing your information

We do not sell your personal information.

Where necessary and appropriate, information may be shared with:

  • Practitioners involved in your treatment
  • Authorised practice or reception staff
  • Your GP, consultant or another healthcare professional
  • Medical insurance providers
  • Professional, legal or regulatory bodies
  • Service providers that support the operation of the practice
  • Public authorities where disclosure is required by law

Where possible, we will discuss the sharing of clinical information with you beforehand, unless there is a legal, professional or safeguarding reason why this is not possible.

Service providers

The practice may use trusted third-party providers for services such as:

  • Website hosting
  • Email delivery
  • Website security and spam prevention
  • Appointment administration
  • IT support
  • Payment processing
  • Accounting and professional advice

These providers should only use information as necessary to provide their contracted service and must handle it appropriately.

Appointment messages and practice updates

We may contact you by telephone, text message or email in connection with:

  • Appointments
  • Treatment-related administratio
  • Reports, invoices or other requested information
  • Important changes affecting the practice

We will treat optional marketing or promotional messages separately from essential appointment and treatment communications.

You can ask us to stop sending optional marketing messages at any time.

How long we retain information

Clinical records are retained in accordance with professional and legal requirements.

General Osteopathic Council guidance states that osteopathic patient records should be retained for a minimum of eight years after the last consultation. For a child, records should normally be kept until their 25th birthday.

Other information, such as website enquiries, emails, invoices and administrative records, will only be retained for as long as reasonably necessary for the purpose for which it was collected and to meet any legal or professional obligations.

How we protect your information

We take reasonable steps to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.

Measures may include:

  • Secure storage of paper records
  • Password protection
  • Restricted access to records and systems
  • Secure website connections
  • Appropriate website and email security
  • Confidential handling by practitioners and staff
  • Secure disposal of information when it is no longer required

No website, email or electronic storage system can be guaranteed to be completely secure. We therefore ask that sensitive medical details are not sent through the general website enquiry form unless necessary.

Your rights

Depending on the circumstances, you may have the right to:

  • Ask for access to your personal information
  • Ask for inaccurate information to be corrected
  • Ask for the use of your information to be restricted
  • Object to certain uses of your information
  • Ask for information to be deleted where the right applies
  • Ask for certain information to be transferred
  • Withdraw consent where processing relies upon consent

Some rights are subject to exceptions. For example, we may need to retain clinical or financial records to comply with legal, regulatory or professional requirements.

To exercise your rights, please contact the practice using the details on this page.

Cookies and website analytics

Our website may use essential cookies required for security and normal operation.

Where optional analytics or other non-essential services are used, information will be provided through our cookie notice and appropriate choices will be offered.

Further information can be included in a separate Cookie Policy.

Complaints

Please contact us first if you have any concerns about how your information has been handled.

Data protection contact:
Charles Berger
Wallington Green Osteopaths
13 Manor Road
Wallington
Surrey
SM6 0BW

Telephone: 020 8669 9608

You also have the right to raise a concern with the Information Commissioner’s Office.

Changes to this notice

We may update this Privacy Notice when our services, systems or legal responsibilities change.

The date at the top of the page will show when it was last reviewed.