TERMS and CONDITIONS

1. About The Headache Physio Clinic

The Headache Physio Clinic provides assessment, diagnosis, and treatment for headaches, migraines, and related conditions.

All care is delivered by appropriately trained and qualified clinicians who practise within their professional scope and follow current clinical guidance and regulatory standards, including those set by relevant UK healthcare regulators.

Our services do not replace emergency medical care.

If you require urgent medical attention:

Contact NHS 111 for urgent advice

Attend your nearest Accident & Emergency (A&E) department

Call 999 in a life-threatening emergency

2. Our Commitment to Safe and High-Quality Care

We are committed to:

Providing person-centred care tailored to your needs

Obtaining informed consent before treatment

Explaining risks, benefits, and alternatives

Maintaining accurate clinical records

Acting in accordance with UK safeguarding requirements

Referring you to another healthcare professional where clinically appropriate

If at any point we believe your condition requires investigation or management outside our scope of practice, we will advise you accordingly and assist with appropriate referral.

3. Appointments

Booking

Appointments may be booked online, or in person, subject to availability.

Cancellations and Missed Appointments

We require notice if you need to cancel or rearrange your appointment. A fee may be charged for:

Late cancellations

Failure to attend

Details of notice periods and fees are available at the time of booking.

This policy ensures fair access to appointments for all patients.

Rescheduling:

Appointments can be rescheduled subject to availability.

4. Your Responsibilities

To help us provide safe and effective care, you agree to:

Provide accurate and complete health information

Inform us of any changes in your condition

Follow agreed treatment plans where safe and reasonable

Ask questions if anything is unclear

If inaccurate or incomplete information is provided, it may affect the safety or effectiveness of your treatment.

5. Fees and Payment

Payment is due at the time of your appointment unless otherwise agreed.

We accept:

Cash

Credit and debit cards

Approved online payment methods/bank transfer

Our fees may change from time to time. The applicable fee will be confirmed at the time of booking.

6. Products and Online Purchases

Where products are purchased in clinic or via our website:

Payment must be made in full before dispatch or collection

Delivery times are estimates only

Our Shipping and Returns Policies apply

Your statutory consumer rights under UK law are not affected.

7. Clinical Outcomes

We provide evidence-informed care and aim for the best possible outcomes. However, healthcare results vary between individuals, and we cannot guarantee specific results.

8. Complaints

We welcome feedback and aim to resolve concerns promptly and professionally.

If you are dissatisfied with any aspect of your care, please contact us directly so we can investigate and respond appropriately.

Where applicable, you may also raise concerns with the relevant professional regulator.

Privacy and Data Protection

We are committed to protecting your personal information and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

9. What Information We Collect

We may collect:

Contact details (name, address, email, telephone number)

Date of birth

GP details

Medical history and clinical records

Payment information

Website usage data

Health information is treated as special category data under UK GDPR and is handled with enhanced protection.

10. How We Use Your Information

We use your information to:

Provide safe and effective healthcare

Maintain clinical records

Communicate with you about appointments

Process payments

Comply with legal and regulatory obligations

Where necessary and appropriate, we may share relevant information with:

Your GP

Other healthcare professionals involved in your care

Regulatory bodies

Our professional indemnity insurers

We only share information where lawful and necessary.

11. Lawful Basis for Processing

We process your personal data on the basis of:

Provision of healthcare (performance of a contract)

Legal obligations

Legitimate interests

Explicit consent (where required for special category data)

12. Data Security and Retention

We:

Store records securely (electronically and/or in locked physical storage)

Restrict access to authorised personnel only

Retain records in accordance with NHS and professional record-keeping guidelines

13. Your Rights

Under UK GDPR, you have the right to:

Access your personal data

Request correction of inaccurate information

Request erasure (where legally applicable)

Restrict or object to processing

Data portability

Lodge a complaint with the Information Commissioner’s Office (ICO)

ICO website: www.ico.org.uk

14. Website Disclaimer

Information on our website is provided for general information only and does not replace personalised medical advice.

We are not responsible for:

Website downtime or technical errors

Loss arising from reliance on website content without professional consultation