PRIVACY POLICY

THE BODART PRACTICE – PRIVACY POLICY (ENQUIRERS & CLIENTS)

INTRODUCTION

The Bodart Practice collects and processes personal information to provide safe, effective, and high-quality clinical services. This Privacy Policy explains what information we collect, why we collect it, how it is used and stored, how long it is retained, and your rights in relation to your personal data.

We process all data in accordance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

DATA CONTROLLER

Data Controller: The Bodart Practice
Practice Director: Dr Natalie Bodart
ICO Registration Number: ZA571588
Telephone: 07743 165715
Email: pa@thebodartpractice.co.uk

INFORMATION WE COLLECT

For Enquirers

When you make contact with us to enquire about our services, we collect basic information such as your name, telephone number, and email address. You may also provide health-related data at this stage, which is classed as special category personal data and receives additional protection under GDPR.

For Clients

If you proceed to receive services, we will collect additional information, which may include:

  • Personal information: your name, date of birth, address, emergency contact details, and details of other professionals involved in your care.

  • Contact details: telephone numbers, email addresses, and video calling details.

  • Session information: therapy notes, correspondence, appointment details, and, where applicable, audio or image files.

  • Financial information: records of fees invoiced and payments received.

  • Health data: information necessary for treatment and care, collected during consultations or therapy.

HOW YOUR DATA IS USED

Enquirers

We use your data to respond to your enquiry and, where applicable (and with your consent), to add you to our waiting list.

  • Enquirer notes that do not include identifying information are securely disposed of monthly.

  • Enquirers who decide not to proceed are fully removed from our system (Write Upp) once confirmed.

  • Data stored on Calendly or submitted via the website contact page is removed every month

Clients

Your data is used to:

  • Contact you, manage appointments, and administer payments.

  • Plan and coordinate your treatment and care.

  • Communicate with other professionals involved in your care, where necessary.

  • Keep you safe in the event of an emergency.

We only share the minimum information necessary and only with:

  • Other healthcare professionals involved in your treatment.

  • Your insurance company or legal representative, where they are funding your treatment.

Confidentiality in relation to your clinical treatment is further detailed in the Client Policy you review and consent to before starting therapy.

LAWFUL BASIS FOR PROCESSING

  • For Enquirers: We process your data based on consent.

  • For Clients: We process your data under contract, as it is necessary for providing treatments and related services.
    As a recognised healthcare provider, The Bodart Practice is permitted to process health-related (special category) data.

KEEPING YOUR DATA SAFE

All information relating to you is securely stored on the clinic’s computer system, which is only accessible to those involved in your care and is backed up regularly.
No information is shared with third parties without your explicit consent unless required by law.

DATA RETENTION

  • Enquirers: If you do not become a client, your personal data will be removed after one month.

  • Clients: Information relating to your treatment will be held for seven years following the end of your care, in line with professional and legal requirements.

YOUR RIGHTS

You have the right to:

  • Request copies of the data we hold about you (verbally, in writing, by email, or post).

  • Request correction of any inaccurate data.

  • Request transfer of your data to another provider.

  • Request that your data be deleted.

All such requests should be directed to Dr Natalie Bodart (contact details above).

DATA BREACH & COMPLAINTS

If your personal data is lost, stolen, or otherwise breached, and this may affect your rights or freedoms, we will contact you immediately to explain the nature of the breach and how it is being managed.

If you believe that your data rights have been breached, please contact:

Dr Natalie Bodart, Practice Director
 Email: pa@thebodartpractice.co.uk
Telephone: 07743 165715

If you remain unsatisfied after raising the matter with us, you have the right to contact the Information Commissioner’s Office (ICO):
 Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Website: www.ico.org.uk
 Telephone: (+44) 0303 123 1113 or 01625 545 745



Last updated: 30th December 2025