The Facial Rehabilitation Centre (TFRC) Digital Privacy Policy

We want you to use our website and services safe in the knowledge that any personal information you give us is held in accordance with the law. We have written this Privacy Policy to tell you:

• What personal information we collect about you when you use the website

• How we use your personal information

• Who we may share your personal information with

• How long we keep your personal information

• What we do to protect your personal information

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.  Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

1– Who we are
The Facial Rehabilitation Centre (TFRC) is a facial therapy clinic providing diagnosis, assessment and treatment of facial palsy to the general public.

The facial therapists at TFRC diagnose and treat facial palsy. Treatments are carried out in accordance with the Chartered Physiotherapy patient charter and all therapists are members of The Health Care Professions Council (HCPC)

2 – Personal Data

a) Contact details provided by you such as telephone numbers, email addresses, postal addresses and details of past and future bookings may be used to confirm or remind you of future appointments and bookings at TFRC and provide reports or other information concerning those visits.  

b) Credit or debit card information is not stored.  Payments should be made directly to your treating therapist, who will provide you with the relevant details

c) For the purposes of providing treatment, your therapist may require detailed medical information, your profession, information about your preferences or interests and your GP details.  We will only collect what is relevant and necessary for your treatment. We will make notes which may include details concerning your medication, treatment and other issues affecting your health. This data is always held securely in password protected files and is not shared with anyone not involved in your treatment.  To be able to process your personal data it is a condition of any treatment that you give your explicit consent to allow TFRC to document and process your personal medical data. As part of our obligations as primary healthcare practitioners there may be circumstances related to your treatment, on-going care or medical diagnosis that will require the sharing of your medical records with other healthcare practitioners e.g. GPs, consultants, surgeons and/or medical insurance companies. Where this is required, we will always inform you first unless we are under a legal obligation to comply.

d) We will not sell your personal data and will only disclose it to other persons associated with your care / treatment.

3– Legal basis for processing any personal data
To meet our contractual obligations obtained from explicit Patient Consent and legitimate interest to respond to enquiries concerning the services provided.

4– Consent
Through agreeing to this privacy notice you are consenting to TFRC processing your personal data for the purposes outlined. You can withdraw consent at any time by using the postal, email address or telephone number provided at the end of this Privacy Notice.

5 – Disclosure
TFRC will keep your personal information safe and secure, only staff engaged in providing facial therapy treatments will have access to your patient records. TFRC will not disclose your Personal Information unless compelled to, to meet legal obligations, regulations, or valid governmental requests. TFRC may also enforce its Terms and Conditions, including investigating potential violations of its Terms and Conditions to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property, or safety of its staff.

6– Retention Policy
TFRC will process personal data during the duration of any service or treatment and will continue to store only the personal data needed for eight years from your last visit to meet any legal obligations. After eight years all paper personal data will be destroyed. Records concerning minors who have received treatment will be retained until the child has reached the age of 25.

7 – Your rights as a data subject
At any point whilst TFRC is in possession of, or processing your personal data, all data subjects have the following rights:

  • Right of access – you have the right to request a copy of the information that we hold about you.
  • Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
  • Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
  • Right to restriction of processing – where certain conditions apply you have a right to restrict the processing.
  • Right of portability – you have the right to have the data we hold about you transferred to another organisation.
  • Right to object – you have the right to object to certain types of processing such as direct marketing.
  • Rights relating to automated decision making and profiling.  We do not use your personal data in this way.

In the event that TFRC refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge. At your request TFRC can confirm what information it holds about you and how it is processed.

9 – You can request the following information:

  • Identity and the contact details of the person or organisation (TFRC) that has determined how and why to process your data.
  • Contact details of the data protection officer, where applicable.
  • The purpose of the processing as well as the legal basis for processing.
  • If the processing is based on the legitimate interests of TFRC and information about these interests.
  • The categories of personal data collected, stored and processed.
  • Recipient(s) or categories of recipients that the data is/will be disclosed to.
  • How long the data will be stored.
  • Details of your rights to correct, erasure, restrict or object to such processing.
  • Information about your right to withdraw consent at any time.
  • How to lodge a complaint with the supervisory authority (ICO).
  • Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.

10– To access what personal data is held, identification will be required
TFRC will accept the following forms of identification (ID) when information on your personal data is requested: a copy of your driving licence, passport, birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If TFRC is dissatisfied with the quality, further information may be sought before personal data can be released. All requests should be made to or by writing to us at the following address. The Facial Rehabilitation Centre, 155 Gardenwood Road, East Grinstead, West Sussex, RH19 1SH

11 – Complaints
We work hard to ensure your personal information is treated safely and securely. In the event that you wish to make a complaint about how your personal data is being processed by TFRC you have the right to complain to us.

If you would like to discuss anything in relation to this policy or how we handle your personal information please contact :

Catriona Neville, Tamsin Gwynn, Karen Young, or write to us at The Facial Rehabilitation Centre, 155 Gardenwood Road, East Grinstead, West Sussex, RH19 1SH

Changes to our Digital Privacy Policy

We review our Privacy Policy on a frequent basis to check that it accurately reflects how we deal with your information and may amend it if necessary. You should check this page regularly to see the most up to date information

Data processing officers – Catriona Neville, Karen Young and Tamsin Gwynn

Last updated March 2022