1. Information We Collect

We collect two distinct types of information:

• Device Information: When you visit the Site, we automatically collect information about your device, including web browser details, IP address, time zone, and installed cookies. As you browse, we collect data on the individual pages or products you view and how you interact with the Site.

• Personal & Health Data: During registration, booking, or consultation, we collect data you provide to us to fulfill our service agreement. This includes:

  • Identity Data: Name, surname, address, and date of birth.

  • Contact Data: Email address and telephone number.

  • Payment Information: Handled securely via our third-party processor (Square).

  • Special Category (Medical) Data: Comprehensive health history, injury details, and lifestyle habits required for safe clinical practice.

2. Why We Process Your Data

Our priority is your safety and data security. We process your data for the following reasons:

• Contractual Necessity: To fulfill bookings and provide the massage services you have purchased.

• Medical Safety: To identify contraindications and ensure that sports massage is safe for you.

• Legitimate Interests: To maintain website functionality, identify potential abuse, and establish statistical information regarding website usage.

• Legal Obligation: To maintain professional records in accordance with UK law and insurance requirements.

3. Special Category Data & Secure Storage

As a qualified Level 3 & 4 therapist, the handling of your health data is subject to stricter protections:

• Secure Storage: All consultation forms and clinical notes are stored as encrypted files within password-protected and locked OneDrive environments.

• Confidentiality: Your data is used solely for your treatments and will never be shared without your explicit consent, except where required by law.

• Data Retention: In accordance with FHT (Federation of Holistic Therapists) standards and UK insurance law, clinical records are retained for 7 years after your last treatment (or until age 25 for minors). After this period, data is securely destroyed.

4. Social Media & Media Consent

• Imagery: No photographs or videos will be taken during a session without your express, written consent.

• Marketing: We will only use your image or testimonial for social media purposes if you have signed a specific Media Consent Form. You retain the right to withdraw this consent at any time.

5. Your Rights

If you are a UK or EU resident, you have the following rights under GDPR:

1. The right to be informed.

2. The right of access (requesting a copy of your data).

3. The right to rectification (correcting inaccurate data).

4. The right to erasure (the "right to be forgotten," subject to legal retention periods).

5. The right to restrict processing.

6. The right to data portability.

7. The right to object.

8. Rights in relation to automated decision-making.

To exercise any of these rights, please contact us via the email address provided below.

6. Third-Party Links & Transfers

• External Links: Our website may contain links to other websites (such as booking platforms or professional bodies). We are not responsible for the privacy practices of these third parties.

• International Transfers: Please note that your information may be processed or stored outside of the UK/Europe (for example, if our secure cloud providers utilize servers in the US or Canada). We ensure these providers maintain equivalent data protection safeguards.

7. Information Security

We secure the information you provide on computer servers in a controlled, secure environment, protected from unauthorized access. We maintain reasonable administrative, technical, and physical safeguards. However, please be aware that no data transmission over the Internet or wireless network can be guaranteed 100% secure.

8. Legal Disclosure

We will disclose any information we collect if required or permitted by law, such as to comply with a subpoena, to protect our professional rights, or to respond to a government request.

9. Contact Information

If you wish to understand more about this Policy or contact us concerning any matter relating to individual rights and your Personal Information, please email: tj@regensportstherapy.co.uk.

Last Updated: May 2026

Privacy Policy