1. Introduction
Baildon Pain Clinic is committed to protecting and respecting your privacy. This policy explains how personal and health information is collected, used, and stored, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
The data controller for this practice is Mr Rhys Jenkins.
2. Personal Information We Collect
We collect personal information necessary to provide safe and effective osteopathic care. This may include:
- Name, date of birth, and contact details (email, telephone, address)
- Medical history, medications, and lifestyle information relevant to treatment
- Appointment records, treatment notes, and clinical assessments
- Payment information (for transactions processed through secure systems)
We do not collect information that is not relevant to your care or the running of the practice.
3. How We Use Your Information
Personal data is used for the following purposes:
- To provide assessment, treatment, and ongoing care
- To communicate about appointments, reminders, or healthcare advice
- To maintain accurate records for clinical, administrative, and regulatory purposes
- To comply with professional obligations, audits, or legal requirements
- To process payments securely
We only process data that is necessary and proportionate for these purposes.
4. Use of Cliniko
We use Cliniko to manage patient records and bookings. Cliniko acts as a data processor, meaning it stores and processes data on our behalf and under our instructions. Cliniko’s systems are secure, GDPR-compliant, and access is restricted to authorised users.
5. Sharing Your Information
We will not share your personal data with third parties for marketing purposes.
Your information may be shared with other healthcare professionals only when:
It is necessary for your care (e.g., contacting your GP with your consent)
Required by law or professional regulation (e.g., safeguarding concerns or audits)
6. Retention of Records
We retain patient records in accordance with professional guidelines:
Adult patient records: minimum of 8 years from the date of last treatment
Children’s records: until the patient reaches age 25
Records are securely stored, either digitally in Cliniko or physically in locked storage, and are only accessible to authorised personnel.
7. Your Rights
Under UK GDPR, you have the right to:
- Access your personal data and obtain a copy of your records
- Request correction of inaccurate or incomplete information
- Request deletion of your data (subject to professional retention requirements)
- Restrict or object to processing in certain circumstances
- Receive your data in a portable format (where applicable)
- Withdraw consent for specific uses at any time
Requests should be sent to info@baildonpainclinic.co.uk. We will respond within one month.
8. Security of Your Information
We take appropriate technical and organisational measures to protect your information against unauthorised access, loss, or misuse. This includes secure digital systems, password protection, access controls, and encryption where applicable.
9. Updates to This Policy
We may update this privacy policy from time to time. The most recent version is always available on our website. Any significant changes will be communicated to patients where necessary.
10. Contact
If you have any questions about how your data is handled, or wish to exercise your rights, please contact:
Mr Rhys Jenkins
Email: info@baildonpainclinic.co.uk
Telephone: 01274 952224
Address: Baildon Pain Clinic, 4 Westgate, Baildon, BD17 5EJ

Cancellation policy

1. Purpose
This policy explains the terms under which appointments may be cancelled or rescheduled. By booking an appointment, you confirm that you have read and accepted these terms.
2. Cancellations and Rescheduling
Appointments may be cancelled or rescheduled up to 24 hours before the scheduled start time without charge.
Cancellations made within 24 hours of the appointment, or failure to attend (“no-show”), will be charged in full.
If you arrive late, your appointment may be shortened to avoid delaying other patients, but the full fee will still apply.
Requests to cancel or reschedule must be made by email, telephone, or via the online booking system and are not valid until confirmed by us.
3. Refunds
Payments made online are non-refundable if you cancel within 24 hours of your appointment or fail to attend.
Refunds for cancellations more than 24 hours in advance will be issued in full, usually to the original payment method within 5–10 working days.
If we must cancel or reschedule your appointment for any reason, you will be offered a full refund or the option to rebook at no additional cost.
4. Consumer Rights
Nothing in this policy affects your statutory rights under the Consumer Rights Act 2015 or the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.
If you have booked online and wish to cancel within 14 days of booking but before the appointment has taken place, you are entitled to a full refund. However, once the appointment has been carried out, the service is considered fully performed and no refund will be due.
5. Exceptional Circumstances
At our discretion, we may waive or reduce cancellation charges in genuine emergencies or unavoidable circumstances (for example, illness, bereavement, or severe travel disruption). Supporting evidence may be requested.
6. Contact
All cancellation or refund requests should be sent to info@baildonpainclinic.co.uk