SJ Rehab Ltd

Last updated: 27 October 2026

SJ Rehab Ltd is committed to protecting the privacy, confidentiality and security of personal information.

This Privacy Notice explains how we collect, use, store and share personal information in connection with our rehabilitation case management services, professional supervision, Clinical Sense Checks, business activities and website.

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

SJ Rehab Ltd
64 Britannia Way
Lichfield
Staffordshire
WS14 9UY

Website: www.sj-rehab.co.uk
Email: enquiries@sj-rehab.co.uk

SJ Rehab Ltd is responsible for the personal information it processes as a data controller where it determines the purposes and means of processing.

For questions about this Privacy Notice or how we handle personal information, please contact us using the details above.

The information we collect depends on the nature of our involvement and the services being provided.

This may include:

• Personal and contact details: Names, addresses, telephone numbers, email addresses, dates of birth and relevant family or representative details.
• Health and rehabilitation information: Medical history, injuries, diagnoses, disabilities, care requirements, rehabilitation needs, assessments, treatment information and clinical reports.
• Personal circumstances: Information about accommodation, education, employment, family circumstances, daily living, social participation and support needs.
• Professional information: Contact details and correspondence relating to solicitors, deputies, insurers, healthcare professionals, rehabilitation providers and other organisations involved in a person's care or rehabilitation.
• Supervision and professional services information: Relevant professional details, supervision records and information supplied for Clinical Sense Checks or other agreed professional services.
• Financial and administrative information: Information necessary for invoicing, payments, contracts and business administration.
• Website information: Details submitted through our website contact form, together with certain technical information collected through website cookies and analytics tools.

We aim to collect only information that is relevant and necessary for the purpose for which it is required.

We use personal information to:

• Consider and respond to referrals and enquiries.
• Undertake initial needs assessments and rehabilitation case management.
• Develop, coordinate, implement and review rehabilitation plans.
• Communicate with clients, families, representatives, instructing parties and relevant professionals.
• Arrange and coordinate appropriate rehabilitation, care, equipment and support services.
• Prepare professional reports and maintain accurate case management records.
• Provide professional supervision and Clinical Sense Checks.
• Manage contracts, invoices, payments and other business administration.
• Meet professional, legal, safeguarding and regulatory responsibilities.
• Maintain information security and protect confidential records.
• Operate, maintain and improve our website.

We do not sell personal information to third parties.

SJ Rehab Ltd processes personal information where there is an appropriate lawful basis under UK GDPR.

Depending on the purpose and circumstances, these may include:

Contract: Where processing is necessary to provide agreed services or take steps before entering into a contract.

Legitimate interests: Where processing is necessary to manage enquiries, coordinate professional services, maintain business records or support the effective operation of SJ Rehab Ltd, provided these interests do not override individuals' rights and freedoms.

Legal obligation: Where processing is necessary to comply with applicable legal or regulatory requirements.

Consent: Where consent is the appropriate lawful basis for a particular activity, including optional website tracking where required.

As part of rehabilitation case management, SJ Rehab Ltd may process health information and other special category personal data.

This information requires an additional condition under Article 9 UK GDPR.

Depending on the purpose and circumstances, relevant conditions may include:

• Health or social care – Article 9(2)(h): Where processing is necessary for the provision or management of health or social care services and the applicable legal and professional confidentiality requirements are met.
• Legal claims – Article 9(2)(f): Where processing is necessary for the establishment, exercise or defence of legal claims.
• Explicit consent – Article 9(2)(a): Where an individual has given valid explicit consent for a specified processing purpose.

The appropriate lawful basis and special category condition depend on the nature and purpose of the processing.

We also recognise the separate duty of confidentiality applying to medical and rehabilitation information. Information is shared only where there is appropriate authority or another lawful justification.

Where we rely on consent, individuals may withdraw it at any time. This does not affect processing already carried out lawfully.

We may receive personal information directly from individuals or through:

• Solicitors, insurers, deputies and other instructing parties.
• Family members, carers and authorised representatives.
• Healthcare professionals, therapists and rehabilitation providers.
• Schools, employers, care providers and other relevant organisations.
• Professional supervision participants.
• Individuals or organisations requesting Clinical Sense Checks.
• Website contact forms, emails, telephone calls and other correspondence.

Where information is provided by another party, we expect it to be shared with appropriate authority and in accordance with applicable confidentiality and data protection requirements.

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

• Instructing solicitors, insurers, deputies and authorised representatives.
• Healthcare professionals, therapists and rehabilitation providers.
• Care agencies and other organisations involved in providing agreed support.
• Other professionals involved in an individual's rehabilitation or welfare.
• Associates or contractors working on behalf of SJ Rehab Ltd.
• Professional advisers, insurers and regulatory bodies where required.
• Technology and administrative service providers supporting our business.

Information is shared on a need-to-know basis and subject to appropriate confidentiality and data protection safeguards.

We may also disclose information where required by law, a court order or another lawful obligation.

SJ Rehab Ltd maintains appropriate organisational and technical measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

These include:

• Controlled access to confidential information.
• Password protection and appropriate account security.
• Secure storage and transmission arrangements.
• Confidentiality obligations for staff, associates and relevant contractors.
• Appropriate procedures for information governance, data security and incident management.
• Secure disposal or deletion of information when it is no longer required.

We review our information governance and security arrangements as part of our ongoing professional responsibilities.

SJ Rehab Ltd may use approved AI-assisted tools to support certain administrative and professional activities, such as organising information, assisting with drafting or reviewing documents and improving workflow efficiency.

Where AI-assisted systems are used, we apply appropriate confidentiality, data protection and information security safeguards.

Professional judgement and responsibility remain with the relevant case manager or professional. AI-generated material is subject to appropriate human review.

We do not make decisions about an individual's rehabilitation or care solely through automated AI processing.

Further information about our approach is available in our client information document, How We Use AI.

We retain personal information only for as long as necessary for the purposes for which it was collected, taking account of professional, legal, contractual and regulatory requirements.

Our general retention arrangements include:

Adult case management records: Normally retained for eight years following discharge from SJ Rehab Ltd.

Children's case management records: Normally retained until the individual's 26th birthday, subject to any applicable requirement for longer retention.

Financial and accounting records: Normally retained for seven years.

Professional supervision and business records: Retained in accordance with the relevant purpose, contractual arrangements and applicable retention requirements.

Staff and contractor records: Normally retained for six years following the end of the relevant employment or contractual relationship, subject to any applicable exceptions.

Routine professional correspondence: Normally retained for up to six years where it does not form part of a client record.

Website enquiries: Enquiries that do not progress to a referral are retained only for as long as reasonably necessary to respond and follow up, normally no longer than six months. Where an enquiry progresses to a client referral, relevant correspondence becomes part of the client's record and follows the applicable client records retention arrangements.

Records may be retained for longer where necessary in connection with ongoing or anticipated legal proceedings or another lawful requirement.

Information is securely deleted or disposed of when its applicable retention period ends.

Our website is hosted using GoDaddy and may use cookies and similar technologies to support website functionality, security and performance.

Some cookies are necessary for the website to operate. Others may be used to understand website traffic and improve the visitor experience.

Google Analytics is configured within our website settings. Where non-essential analytics cookies or similar technologies are used, appropriate consent is required before they are activated.

Visitors can manage their preferences through the website's cookie banner, including accepting or declining optional cookies.

Cookie preferences may also be managed through browser settings.

We do not currently have a Meta Pixel or Google Tag Manager configured through our GoDaddy website settings.

Some technology or service providers used by SJ Rehab Ltd may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we take appropriate steps to ensure that suitable data protection safeguards are in place, in accordance with applicable UK data protection legislation.

Under UK GDPR, individuals have rights in relation to their personal information, subject to applicable conditions and exemptions.

These include:

• The right to be informed about how personal information is used.
• The right to request access to personal information.
• The right to request correction of inaccurate information.
• The right to request erasure in certain circumstances.
• The right to request restriction of processing in certain circumstances.
• The right to object to certain processing activities.
• The right to data portability where applicable.
• Rights relating to certain automated decision-making activities.

Where processing relies on consent, individuals also have the right to withdraw that consent.

To exercise any of these rights, please contact SJ Rehab Ltd using the details in Section 2.

We will respond in accordance with applicable data protection requirements.

If you have any questions or concerns about how SJ Rehab Ltd handles personal information, please contact us in the first instance.

Email: enquiries@sj-rehab.co.uk

You also have the right to raise a complaint with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Website: www.ico.org.uk
Telephone: 0303 123 1113

SJ Rehab Ltd may update this Privacy Notice to reflect changes in our services, information handling practices or applicable legal requirements.

The most recent version will be available on our website, with the date of the latest update shown at the beginning of the notice.