Last Updated: July 2025
Company: DS Medical Services Ltd. T/A Yorkshire Sports Medicine
Registered Address: 11 The Shambles, Wetherby, West Yorkshire, LS22 6NG
Contact: info@yorkshiresportsmedicine.co.uk
ICO Registration Number: ZB403069

Purpose of this notice

This privacy notice explains how Yorkshire Sports Medicine Clinic (YSM) collects, uses, stores, and protects your personal information when you receive medical or rehabilitation services at our clinic. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

What information do we collect?

We may collect and process the following types of personal and sensitive information:

• Personal Details – Name, date of birth, address, email, phone number, emergency contact details, gp details
• Health & Medical Information – Medical history, clinical notes, assessments, diagnoses, treatment plans, imaging and scan results, outcome measures
• Appointment & Service Records – Bookings, attendance, reports, consent forms, progress notes
• Billing Information – Invoices, payment records, private health insurance details (if applicable)
• Communication Records – Emails, messages, or phone call summaries relating to your care

How we collect your data

We collect data in the following ways:

• Directly from you when you register, consult with us, or complete forms
• From third parties you authorise, such as private consultants, referrers, or insurance companies

Why we collect and use your data

We collect your personal and medical data to:

• Deliver safe, effective, and appropriate healthcare services
• Make clinical decisions and tailor your treatment
• Fulfil any legal or contractual obligations (e.g. health insurance billing)
• Communicate with you regarding your care or appointments
• Respond to any complaints, claims, or legal obligations

Lawful basis for processing

We process your data under the following legal bases from UK GDPR:

• Article 6(1)(b) – Necessary for the performance of a contract (i.e., delivering private healthcare)
• Article 6(1)(c) – Compliance with a legal obligation (e.g. medical record retention)
• Article 9(2)(h) – Provision of health care or treatment

Where required, we may seek your explicit consent, such as for sharing data with insurers or third parties.

Who we share data with

We may share your data with:

• Other clinicians or healthcare professionals involved in your treatment outside of the clinic (with your consent)
• Diagnostic services or imaging providers (if clinically required)
• Private medical insurance companies (if applicable to your cover)
• Professional advisers (e.g. legal or indemnity services)
• Regulators or authorities if legally required

We will never sell your personal data or use it for marketing without your explicit permission.

How we store and protect your information

Your data is held securely using:

• Encrypted digital systems with restricted access
• Password-protected devices and secure cloud-based platforms
• Access controls ensuring only authorised clinic staff can view or update your records

We take appropriate measures to ensure the integrity, confidentiality, and availability of your information.

How long we keep your data

We retain your medical and personal records in accordance with legal and clinical best practice:

• Adults: Records are kept for at least 8 years from the date of last treatment
• Children (under 18): Records are kept until their 25th birthday, or 26th if treated aged 17
• Financial records: Retained for 6 years for tax and accounting purposes

After these periods, your data is securely destroyed or deleted.

Your rights

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion of your data (where appropriate)
• Restrict or object to processing
• Request data portability (in certain cases)

To exercise any of these rights, please contact us at: info@yorkshiresportsmedicine.co.uk

Complaints and Further Information

If you have concerns about how we use your data, please contact us directly. Please refer to our complaints procedure for more information.

If you remain dissatisfied, you can contact the UK Information Commissioner’s Office (ICO):

• Website: www.ico.org.uk
• Phone: 0303 123 1113

Updates to This Privacy Notice

We may update this notice from time to time to reflect changes in regulation or clinic practice. The latest version will always be available on our website or by request.

Contact Us

For further information, please contact: info@yorkshiresportsmedicine.co.uk, or speak with a member of the YSM team.