Privacy Policy

1. Who We Are

Kingston Chiropractic & Wellness Centre is operated by Dr Kelly Melnikova-Rhodes, trading from 169 Richmond Road, Kingston upon Thames, Surrey, KT2 5DA. We are the data controller for the personal data we collect about you. You can contact us at wellness@kingston-chiropractic.co.uk or by phone on 020 8549 5409.

2. What Data We Collect

We may collect the following categories of personal data:

• Identity data: name, date of birth
• Contact data: email address, telephone number, postal address
• Health data: your medical history, symptoms, diagnosis, treatment records (special category data)
• Financial data: payment information (processed securely — we do not store card details)
• Technical data: IP address, browser type, referring URL (via website analytics)
• Communication data: emails and form submissions you send to us

3. How We Use Your Data

We use your data to:

• Provide chiropractic and wellness services (contractual necessity)
• Manage your appointments and patient records (legal obligation and legitimate interest)
• Send appointment reminders (legitimate interest)
• Process payments (contractual necessity)
• Comply with our statutory reporting obligations to the GCC
• Improve our website and services (legitimate interest)
• Respond to your enquiries (legitimate interest)

We will not use your data for direct marketing without your explicit consent.

4. Health Data (Special Category)

Your health information is special category data under UK GDPR. We process it on the basis of Article 9(2)(h) — necessary for the purposes of preventive or occupational medicine, medical diagnosis, the provision of health or social care treatment, or management of health or social care systems. This is supplemented by our statutory duty as a GCC-registered healthcare provider.

Your clinical records are stored securely via our practice management system. All staff with access to patient records are bound by professional duty of confidentiality.

5. How Long We Keep Your Data

• Clinical records: minimum 8 years from last treatment (or until age 25 for children)
• Financial records: 7 years (HMRC requirement)
• Website enquiries: 2 years from last contact
• Marketing consent records: until consent is withdrawn

6. Who We Share Your Data With

We may share your data with:

• Physio & More — our co-located sister clinic, where clinically appropriate and with your consent
• Your GP or other healthcare providers — when referring you or seeking a second opinion
• Our practice management software provider — Neptune PracticeHub (data processor)
• Our booking system — Neptune PracticeHub
• Payment processors — for transaction processing
• Regulatory bodies — the GCC, HMRC, or law enforcement, if legally required

We do not sell your data to third parties.

7. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data (Subject Access Request)
• Rectify inaccurate data
• Erase your data (subject to our legal retention obligations)
• Restrict processing in certain circumstances
• Data portability for data you provided by consent or contract
• Object to processing based on legitimate interests
• Withdraw consent at any time (where processing is consent-based)

To exercise any of these rights, contact us at wellness@kingston-chiropractic.co.uk. We will respond within one month.

8. Cookies and Analytics

Our website uses standard analytics to understand how visitors use our site. We do not use tracking cookies for advertising purposes. Where we use Google Analytics or similar, data is anonymised or pseudonymised where possible.

9. Complaints

If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

We would, however, appreciate the opportunity to resolve your concerns directly first — please contact us at wellness@kingston-chiropractic.co.uk.

10. Changes to This Policy

We may update this privacy policy from time to time. The most recent version will always be available on this page with the date it was last updated.