Privacy Policy

Warwick Square Osteopaths (WSQO)
Effective Date: 21/11/25

At WSQO, we are committed to protecting your privacy and safeguarding your personal information. This Privacy Policy explains how we collect, use, disclose, and protect your data when you use our services, including our website and online booking system.

If you have any questions, please contact us at:
wsqo@me.com | 01228 524 701 | 5 Warwick Square, Carlisle, CA1 1LB

1. Information We Collect

We may collect the following types of information:

1.1 Personal Information

When you book an appointment online, register as a patient, or contact us, we may collect:

Full name
Date of birth
Contact details (email, phone number, address)
Emergency contact information
Health insurance details (if applicable)
Payment information (processed securely via third-party providers)

1.2 Health Information

As a healthcare provider, we may collect information related to:

Your medical history
Current health status
Treatment notes
Referral information

This information is necessary for providing osteopathic care and ensuring safe, appropriate treatment.

1.3 Technical Information

When you access our website or booking system, we may automatically collect:

IP address
Browser type
Device information
Usage data (pages viewed, time spent, etc.)

This data helps us improve website performance and user experience.

2. How We Use Your Information

We use your information for the following purposes:

To schedule and manage your appointments
To provide osteopathic treatment and related healthcare services
To maintain accurate clinical records
To communicate with you about appointments, updates, or inquiries
To process payments and manage billing
To comply with legal, regulatory, and professional obligations
To improve website functionality and security

We will not use your health information for marketing without your explicit consent.

3. Online Booking System

Our online booking platform Cliniko collects and processes personal information securely.
We ensure that:

The platform complies with applicable data protection laws
Your data is transmitted and stored using encryption
Access is limited to authorized clinic personnel

You may choose to contact the clinic directly if you prefer not to book online.

4. Legal Basis for Processing

In line with UK GDPR we process your data based on:

Consent – when you voluntarily provide information
Contractual necessity – to provide treatment and manage appointments
Legal obligations – maintaining medical records and complying with healthcare regulations
Legitimate interests – improving services, ensuring clinic security

5. How We Share Your Information

We may share your information only when necessary and only with:

Osteopaths and clinic staff involved in your care
Third-party service providers (e.g. exercise providers, booking systems, payment processors, IT support)
Insurance providers, if applicable
Regulatory bodies, if required by law
Other healthcare providers, with your consent, for coordinated care

We do not sell or rent personal information to third parties.

6. Data Security

We implement administrative, technical, and physical safeguards to protect your information, including:

Encrypted transmission of online booking data
Secure storage of medical records
Restricted access to authorized personnel only
Regular system updates and security monitoring

However, no system is fully secure, so we cannot guarantee absolute protection.

7. Data Retention

We retain your records for the period required by law and professional guidelines. This is at least 8 years for patients 17 or older, or until their 25th birthday if patient was seen as a child under 17 years of age. We keep your records beyond this period as we see it as essential to maintain the high standards of care that we have always offered. Should you wish at any point for us to remove your data from our records please get in touch.

8. Your Rights

Depending on local law, you may have the right to:

Access your personal information
Request corrections
Request deletion (where legally permissible)
Withdraw consent
Restrict or object to processing
Receive a copy of your records

To exercise these rights, contact us at wsqo@me.com

9. Cookies and Website Tracking

Our website may use cookies and analytics tools to improve functionality and understand user behaviour.
You can adjust your browser settings to disable cookies, but some features may not work properly.

10. Third-Party Websites

Our website may contain links to external sites. We are not responsible for the privacy practices of third-party websites.

11. Changes to This Policy

We may update this Privacy Policy periodically.
The most recent version will always be available on our website with the effective date shown at the top.

12. Contact Us

If you have questions or concerns about this Privacy Policy or how we handle your information, please contact:

Warwick Square Osteopaths Limited
Email: wsqo@me.com
Phone: 01228 524701
Address: 5 Warwick Square, Carlisle, CA1 1LB