Last Updated: June 2026
Studio W is committed to protecting the privacy and security of your personal data. This Privacy Policy describes how we collect, use, and process your personal data when you visit our website, contact us, or use our services.
1. Who We Are
| Detail | Information |
| Website: | www.thestudiow.co.uk |
| Company Name: | GW Osteopathy Surrey Ltd (trading as Studio W) |
| Company Registration No.: | 13975332 (Registered in England and Wales) |
| Registered Address: | C/O Centora James Limited Jury Farm, Ripley Lane, West Horsley, Surrey, England, KT24 6JT |
| Data Protection Contact: | Gemma Ware |
| Email Address: | info@thestudiow.co.uk |
GW Osteopathy Surrey Ltd is the data controller responsible for your personal data.
2. The Data We Collect About You
As a provider of osteopathy and wellness services, we collect:
- Identity & Contact Data: Name, date of birth, address, email, and phone number.
- Health Data (Special Category Data): Clinical notes, medical history, lifestyle details, and physical assessment findings. This is necessary to provide safe and effective treatment.
- Technical & Usage Data: IP address and how you use our website.
- Marketing Data: Your preferences for receiving news about the studio.
3. Lawful Basis for Processing
We process your data under the following legal frameworks:
- Contractual Necessity: To manage your bookings and provide the services you have requested.
- Legitimate Interests: To improve our services and protect our business.
- Legal Obligation: To maintain medical records in accordance with professional standards.
- Health & Social Care (Special Category): Under Article 9(2)(h) of the UK GDPR, we process health data for the purposes of “provision of health or social care or treatment.”
4. How We Use Your Data
We use your information to:
- Assess your suitability for specific treatments (Osteopathy, Pilates, etc.).
- Communicate appointment reminders or schedule changes.
- Maintain accurate clinical records as required by the General Osteopathic Council (GOsC).
- Process payments securely.
5. Sharing Your Data
We do not sell your data. We only share information with:
- Clinical Software Providers: Platforms used for secure patient records and bookings.
- Professional Referrals: With your explicit consent, we may share notes with your GP or other health consultants.
- Regulatory Bodies: If required by law or for insurance purposes.
6. Data Security & Retention
We implement strict technical and organisational measures to keep your health records secure.
- Retention: In accordance with UK law and clinical guidelines, adult clinical records are typically retained for a minimum of 8 years after the conclusion of treatment. For minors, records are kept until their 25th birthday.
7. Your Legal Rights
Under the UK GDPR, you have the right to:
- Access: Request a copy of your clinical notes and personal data.
- Rectification: Correct any inaccurate information.
- Erasure: Request deletion of data (subject to clinical record-keeping laws).
- Withdraw Consent: Stop receiving marketing emails at any time.
To exercise these rights, please contact Gemma Ware at info@thestudiow.co.uk.
8. Complaints
If you have concerns about our data usage, please contact us in the first instance. We are registered with the Information Commissioner’s Office (ICO) at www.ico.org.uk. We are also governed by the professional standards of the General Osteopathic Council.
How to raise a data protection concern or complaint
If you have any questions, concerns, or wish to make a formal complaint about how we handle your personal data, you have the right to raise this directly with us.
How to contact us:
Please use our online complaints form here or email us at info@thestudiow.co.uk.
Our process: We will formally acknowledge your complaint within 30 days of receipt and work to investigate and resolve your concern without undue delay.
Escalating to the Information Commissioner’s Office (ICO)
If you remain dissatisfied with our final response, or if we fail to respond to you within the statutory timeframe, you retain the right to lodge a complaint with the UK data protection regulator:
- Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
- Helpline: 0303 123 1113
- Website: www.ico.org.uk