Last updated: 7 December 2025
Family Osteopath (JG42 Ltd.) (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy. This policy explains what information we collect, how we use it, and your rights under UK GDPR, the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).
1. Who We Are
Family Osteopath (JG42 Ltd.)
39 St Nicholas Road
Wallingford
Oxfordshire
OX10 8HX
We provide osteopathic assessment, diagnosis, and treatment in accordance with the Institute of Osteopathy’s Patient Charter: http://www.iosteopathy.org/osteopathy/the-patient-charter/
2. Personal Data We Collect
To provide safe and effective treatment, we collect and process the following types of personal data:
a) Clinical information
- Medical history
- Medication
- Symptoms and health concerns
- Treatment notes
- Relevant lifestyle or wellbeing information
b) Contact details
- Name
- Telephone number
- Email address
- Postal address
Used for appointment reminders, administrative communication, clinical updates, receipts, and reports.
c) Website and technical data
We may collect:
- IP address
- Browser type
- Visit logs
- Cookie preferences
Cookies can be disabled in your browser settings.
d) Marketing communication (optional)
With your consent, we may send information about services that may benefit you.
You may withdraw consent at any time.
3. Use of Heidi (AI-Assisted Transcription and Note-Taking)
To support accurate and detailed clinical documentation, we use Heidi, an AI-assisted healthcare note-taking system (HeidiHealth.com).
How Heidi works
During your appointment, Heidi may temporarily record audio to generate a written clinical summary. This allows your practitioner to focus fully on your care while ensuring notes are accurate.
How your data is handled
- Audio is used only to create a written transcription
- The practitioner reviews the draft, makes amendments, and copies the final note into Cliniko, our secure practice management system
- Once saved in Cliniko, the audio and transcription are deleted from Heidi
- Heidi does not store or retain permanent clinical records
- Only your practitioner can access the temporary recording and draft notes
- All processing complies with GDPR and strict confidentiality standards
Your choice
If you prefer not to have your session recorded for note-taking purposes, you may opt out at any time and manual notes will be taken instead.
4. Legal Basis for Processing
We process your data under the following legal bases:
- Explicit consent — for collecting and recording health information
- Legitimate interests — responding to enquiries and managing appointments
- Contractual necessity — providing the treatment you request
- Legal obligations — healthcare record-keeping requirements
5. How We Use Your Data
We use your information to:
- Provide osteopathic care
- Maintain accurate clinical records
- Manage appointments and billing
- Communicate regarding your treatment
- Meet professional, legal, and regulatory obligations
6. Consent
By attending appointments, you provide explicit consent for us to collect, process, and store the clinical information needed for safe and effective treatment. This includes the optional use of Heidi for transcription where appropriate. All information is handled in accordance with GDPR and professional confidentiality standards.
You can withdraw consent at any time, although this may affect the services we can provide.
7. Data Sharing
Your personal data is kept confidential.
We only share information:
- With your practitioner or authorised administrative staff
- When legally required (for example, safeguarding or court orders)
- To protect the safety, rights, or wellbeing of staff or patients
We never share data for marketing or advertising purposes.
8. Data Storage
- All personal data is securely stored in the UK
- Clinical records are stored in Cliniko, which complies with GDPR and industry security standards
- We do not transfer personal data outside the UK or EEA
9. Data Retention
We retain your data only for as long as necessary:
- Adults: 8 years after your last treatment
- Children: until age 25
- Complaints or legal matters: longer if legally required
After this period, data is securely deleted unless minimal information must be retained for legal compliance.
10. Your Rights
You have the right to:
- Access your personal data
- Request corrections
- Request deletion (in certain cases)
- Restrict processing
- Object to processing, including marketing
- Request data portability
- Avoid automated decision-making or profiling
If we cannot fulfil a request, we will explain why.
11. Access Requests
To request your personal data, we may ask for identification such as:
- Passport or driving licence
- Birth certificate
- A recent utility bill (within the last 3 months)
Requests may be made via email, phone, or post.
Contact details:
Email: oliver@familyosteopath.co.uk
Phone: +44 (0)1628 620897
12. Complaints
If you have concerns about how we handle your information, please contact:
Oliver Cox
Email: oliver@familyosteopath.co.uk
Phone: 01628 620897
If you are not satisfied with our response, you may contact the Information Commissioner’s Office (ICO).
Patient-Friendly Summary
We take your privacy seriously. Here is what you need to know:
- We collect your medical history and treatment notes so we can care for you safely
- We keep your contact details to send appointment reminders and communicate with you
- We sometimes use Heidi, a secure AI transcription tool, to help write notes. It temporarily records audio, creates a draft note, and deletes everything once the final note is stored in Cliniko
- Your permanent record is kept only in Cliniko, a secure medical system
- We never sell your data
- You can ask to see your notes, correct them, or ask us to stop using them (where legally possible)
If you ever have questions, please ask — we are here to help.