Privacy Policy

PERSONAL DATA

MotionLab collects personal information about its clients and former clients for the purpose of providing veterinary physiotherapy, hydrotherapy, rehabilitation, and any follow-up services that may be required.

The personal data we may collect includes, but is not limited to:

Name
Email address
Telephone and mobile number
Postal address
Veterinary referral information
Insurance details
Medical and treatment records relevant to your animal’s care

We may also receive relevant personal information from third parties such as veterinary surgeons or insurance providers where this is necessary to deliver our services.

All personal data is held securely and is only shared with relevant paraprofessionals (e.g. referring veterinary surgeons or other involved professionals) to ensure continuity of care and appropriate treatment planning. Administrative staff who may handle personal data are bound by confidentiality agreements.

By agreeing to treatment with MotionLab, you provide explicit consent for your personal data to be recorded and processed for clinical, administrative, and legal purposes. Contact details may be used to arrange or remind you of appointments and to provide reports or updates relevant to your animal’s care.

Where records need to be shared with third parties such as veterinary professionals or insurance companies, your written consent will be obtained in advance unless we are legally obliged to disclose information.

Lawful Basis for Processing

MotionLab processes personal data under the following lawful bases:

To manage and operate our business
- Lawful basis: Legitimate interests
To manage complaints, feedback, or queries
- Lawful basis: Legitimate interests
To send information or marketing about our services
- Lawful basis: Consent or legitimate interests

(You may opt out at any time.)

MotionLab may also process personal data where required to comply with legal or regulatory obligations.

Consent

By using this website, you confirm that you have read and agree to this Privacy Policy and consent to MotionLab processing your personal data for the purposes set out above. Consent may be withdrawn at any time by contacting us using the details at the end of this policy.

How Long We Keep Your Personal Information

We retain personal information only for as long as necessary for the purposes for which it is collected:

Veterinary physiotherapy and hydrotherapy records:
Retained for 8 years from the date of last treatment

Financial and accounting records:
Retained for 7 years

Once these retention periods have expired, personal data will be securely destroyed.

Where legal or regulatory obligations apply, records will be retained for the minimum period required by law.

How We Keep Your Personal Information Secure

MotionLab uses appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, or disclosure.
Personal data may be stored securely on:
Password-protected computers and mobile devices
Secure servers
Locked manual filing systems

Use of Practice Management Software (CLINIKO)

MotionLab uses Cliniko, a secure, cloud-based practice management system, to store and manage client and patient records, including personal data, appointment details, clinical notes, and invoices.

Cliniko is compliant with UK GDPR and implements appropriate technical and organisational security measures, including encryption and access controls. Cliniko acts as a Data Processor on behalf of MotionLab and processes personal data only in accordance with our instructions and applicable data protection law.

Further information on how Cliniko processes personal data can be found in their Privacy Policy:
https://www.cliniko.com/policies/privacy/

Although we take all reasonable steps to protect personal data, information transmitted via email or the internet cannot be guaranteed to be completely secure and is therefore transmitted at your own risk.

Your Rights as a Data Subject

Under data protection law, you have the following rights (subject to certain exemptions):

The right to access your personal data
The right to rectify inaccurate or incomplete data
The right to erasure in certain circumstances
The right to restrict processing
The right to data portability
The right to object to processing and direct marketing
The right to withdraw consent at any time
The right to lodge a complaint with the Information Commissioner’s Office (ICO)

Accessing Your Personal Data

When requesting access to your personal data, MotionLab may request proof of identity. Acceptable identification may include:

One form of photographic ID (e.g. driving licence or passport)

Proof of address (e.g. utility bill dated within the last three months)

Requests should be made using the contact details below.

Complaints

If you are unhappy with how MotionLab processes your personal data, you have the right to raise a complaint with us directly. You also have the right to complain to the Information Commissioner’s Office (ICO).

Contact Details

To exercise your rights or if you have any questions about this Privacy Policy, please contact:

MotionLab
Email: info@motionlabrehab.co.uk
Phone:

Location:

Oakley House,
Tetbury Road,
Cirencester,
Gloucestershire,
GL7 1US