Last updated 8th January, 2026

This privacy notice for Vitality Chiropractic Chester Ltd (doing business as Vitality Chiropractic) (“we”, “us”, or “our”) explains how and why we collect, use, store, and share personal information when you use our services (“Services”), including when you:

• Visit our website at https://www.vitalitychiro.co.uk
• Book or attend appointments
• Contact us by phone, email, WhatsApp, or online forms
• Engage with us for marketing, newsletters, or events

If you do not agree with this policy, please do not use our Services. If you have questions, contact us at hello@vitalitychiro.co.uk.

Summary of Key Points

• We collect personal and health information necessary to provide chiropractic care and manage the clinic safely.
• Health information is treated as special category data and handled with strict confidentiality.
• We use trusted third-party systems (such as Cliniko, Stripe, Mailchimp) to support our services.
• We use visual-only CCTV for security; audio recording is disabled.
• You have rights under UK GDPR to access, correct, or request deletion of your data.

1. What Information do we Collect?

Personal information you provide to us may include:

• Name, date of birth, address
• Email address, phone number, WhatsApp contact details
• Emergency contact details
• Appointment and attendance information
• Payment and billing information
• Health and clinical information relevant to your care

Sensitive (special category) information:

• Health data required to provide chiropractic care

Payment data:
Payments are processed securely by Stripe and Takepayments. We do not store full card details.
All information provided must be accurate and kept up to date.

2. How do we process your information?

We process your information to:

• Provide chiropractic assessment and care
• Book and manage appointments
• Maintain accurate clinical records
• Communicate with you about your care or appointments
• Send newsletters or updates (where consent is given)
• Process payments and manage accounts
• Ensure safety, security, and regulatory compliance

Communication may occur via phone, email, or messaging services (such as WhatsApp), where you choose to use these channels. Messaging services are used for convenience and not as a substitute for secure clinical record systems.

3. Legal Bases for Processing

We process personal data under UK GDPR Article 6 based on:

• Performance of a contract (providing care and services)
• Legitimate interests (running the clinic safely and effectively)
• Legal obligations (regulatory, insurance, or legal requirements)

When processing health information, we also rely on UK GDPR Article 9 – processing necessary for the provision of health care, subject to a duty of confidentiality.
Consent is used where required, for example for marketing communications, and can be withdrawn at any time.

4. When and with whom do we share your information?

Clinical and administrative access:

Your information may be accessed by authorised clinic personnel involved in your care and clinic operations, including self-employed associate chiropractors and approved administrative support. Access is restricted to what is necessary and subject to confidentiality obligations in line with GCC standards.

Service providers (data processors):

We use trusted third-party systems, including:

• Cliniko – clinical records and appointments
• Stripe & Takepayments – payment processing
• Xero – accounting
• Outlook (Microsoft) – email communication
• Mailchimp – newsletters and communications (consent required)
• Heidi – clinical note support
• Balance VA Ltd – administrative services
• WhatsApp (Meta Platforms, Inc.) – messaging communication where chosen by patients
• Ring CCTV – visual security monitoring
  We may also share information where legally required or in connection with business transfers.

5. Cookies and Tracking Technologies

We use cookies and similar technologies. Details are provided in our separate Cookie Policy available on our website.

6. How long do we keep your information?

We retain personal information only as long as necessary for the purposes outlined and to meet legal, professional, and insurance requirements.

• Adult clinical records are retained for an appropriate period after the last episode of care.
• Children’s clinical records are retained until at least the patient’s 25th birthday (or 26th if aged 17 at end of care).
• Financial records are retained as required by law.
• Data is securely deleted or anonymised when no longer required.

7. How do we keep your information safe?

We use appropriate technical and organisational measures to protect your information. While we take security seriously, no system can be guaranteed 100% secure.

8. Information about children

We provide care for children and young people. Information is collected from a person with parental responsibility and/or the young person, depending on their understanding and capacity. Parents or guardians may access their child’s records, subject to legal and professional requirements.

9. Your privacy rights

You have rights under UK GDPR, including the right to:

• Access your data
• Request correction or erasure
• Restrict or object to processing
• Data portability (where applicable)
• Withdraw consent for marketing
• You may also complain to the UK Information Commissioner’s Office (ICO).

10. Do not track

We do not currently respond to Do-Not-Track browser signals.

11. Updates to this policy

We may update this policy from time to time. The latest version will always be available on our website.

12. Contact details

Data Protection Officer: Mrs Laetitia Denholm

Email: lili@vitalitychiro.co.uk

Phone: 01244 794224

Address:

Vitality Chiropractic Chester Ltd
1 Marcher House, Marcher Court
Sealand Road, Chester, CH1 6BS

ICO Registration Number: ZB663635

13. How to access, update, or delete your data

You may request access, correction, or deletion of your data by contacting us using the details above or submitting a data subject access request.

14. Visual monitoring (CCTV)

We use visual-only CCTV in the waiting room and hallways for security and safety purposes.

• Audio recording is disabled
• Footage is accessed only by authorised personnel
• Recordings are retained for a limited period and then securely deleted CCTV is not used for routine monitoring or patient observation.