Trifecta Physiotherapy & Training Ltd.

‍Last updated: 11 August 2026

Trifecta Physiotherapy & Training Ltd. (“Trifecta”, “we”, “us” or “our”) is committed to protecting your privacy and handling your personal information responsibly.

‍This Privacy Policy explains what information we collect, how we use it, who we may share it with, how we protect it and your rights in relation to your personal information.

‍We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation.

‍1. Who We Are

Trifecta Physiotherapy & Training Ltd. is the organisation responsible for your personal information.

‍Address:
109b Tildarg Street
Belfast
BT6 8NJ

‍Email: info.trifecta.pt@gmail.com
Telephone: 07369203330

If you have any questions about how we handle your information, please contact us using the details above.

2. Information We Collect

‍Depending on the services you use, we may collect and process the following information:

‍Personal and contact information

• Name

• Date of birth

• Address

• Email address

• Telephone number

‍Health and clinical information

• Medical history

• Current and previous injuries

• Symptoms and relevant health information

• Information provided during assessment and treatment

• Clinical observations and treatment notes

• Rehabilitation and exercise programmes

• Information relevant to your ongoing care

Health information is classed as special category data under UK data protection law and is therefore subject to additional protections. (ICO)

Other information

• Emergency contact details

• Appointment and booking information

• Payment information and transaction details

• Information you provide when contacting us by email, telephone, through our website or in person

‍We aim to collect only information that is relevant and necessary for the purposes described in this Privacy Policy.

‍3. How We Collect Your Information

‍We may collect information directly from you when you:

• Book an appointment

• Complete an intake or registration form

• Attend an appointment

• Communicate with us by email, telephone or other direct communication

• Contact us through our website

• Make a payment

• Provide information during an assessment or treatment session

‍We may also receive relevant information from third parties where this is necessary for your care, for example from an insurer or another healthcare professional, where appropriate.

‍We use Acuity Scheduling and Splose to assist with appointment booking, client management and clinical records.

‍4. How We Use Your Information

We use your personal information where necessary to:

• Provide physiotherapy assessment, treatment and rehabilitation

• Maintain accurate and appropriate clinical records

• Plan and manage your treatment

• Develop and provide rehabilitation or exercise programmes

• Arrange and manage appointments

• Communicate with you about your appointments and care

• Process payments

• Communicate with insurers where applicable

• Communicate with other healthcare professionals involved in your care, where appropriate and with your permission

• Meet our legal, regulatory, professional and insurance obligations

• Manage and administer our business

• Respond to enquiries and requests

• Send marketing communications where you have specifically opted in to receive them

‍5. Our Lawful Basis for Processing Your Information

‍Under UK data protection law, we must have a lawful basis for processing personal information.

Depending on the circumstances, we may rely on:

• Performance of a contract – where processing is necessary to provide services you have requested from us.

• Legitimate interests – where processing is necessary for the effective operation and administration of our clinic and does not override your rights and interests.

• Legal obligation – where we are required to process or retain information to comply with legal, regulatory or professional requirements.

• Consent – where we ask for your consent for a particular use of your information, such as certain information sharing or marketing communications.

‍Where we process health information, which is special category data, we also rely on an appropriate Article 9 condition under the UK GDPR. This may include processing necessary for the provision of health or social care and, where appropriate, explicit consent. (ICO)

‍6. Sharing Your Information

‍We treat your personal and health information as confidential.

‍We may share relevant information where necessary with:

• Your GP or consultant, where appropriate and with your consent

• Other healthcare professionals involved in your care, with your consent where required

• Insurance companies where this is necessary in relation to an insurance-funded appointment or claim

• Our accountants and professional advisers where necessary for the operation of our business

• Payment providers, including Stripe and Zettle

• Our booking and practice management systems, including Acuity Scheduling and Splose

• Other service providers who process information on our behalf

We aim to share only the information that is necessary for the relevant purpose.

‍We will not sell your personal information to third parties.

‍7. AI-Assisted Clinical Note Taking

We use the Splose AI voice-to-text feature to assist with clinical documentation.

Where this feature is used, audio from a consultation may be processed in real time and converted into written information to assist the treating clinician in preparing clinical notes.

‍AI-generated information is a supporting tool only. A member of the Trifecta clinical team reviews and checks the information before it is relied upon or incorporated into your clinical record. AI does not independently diagnose, assess or make decisions about your treatment or care.

‍What happens to the audio?

Splose advises that the audio recording is:

• Processed in real time

• Not retained after processing by the AI system

• Not used to train AI models

• Not stored after processing

• Subject to a zero-data-retention approach by the AI provider

‍By default, the audio recording is therefore not retained as part of your client record.

‍Splose provides an optional setting that allows the clinic to save an audio recording to a client’s file. We will only retain an audio recording where this option has been deliberately enabled.

‍The written clinical information produced through the process may form part of your clinical record and will therefore be retained in accordance with our clinical record retention requirements.

‍We use AI to support the administrative and documentation aspects of your care; we do not use AI to make automated decisions about your treatment.

We will make you aware when AI-assisted note taking is being used and will provide you with an opportunity to ask questions or raise any concerns.

‍8. Data Security

We take appropriate technical and organisational measures to protect your personal information from:

• Unauthorised access

• Loss or destruction

• Accidental disclosure

• Unauthorised alteration

• Misuse

‍We use established third-party systems and payment providers, including Splose, Acuity Scheduling, Stripe and Zettle, to support the operation of our clinic.

‍We take reasonable steps to ensure that third-party providers handling personal information on our behalf provide appropriate security and data protection safeguards.