We take your privacy seriously. We will never pass your details to any third party unless legally obliged to do so (e.g. for fraud prevention purposes) and, in the event of your specifically discontinuing use of our services, all records are either securely destroyed or returned to you on request.
All personal information provided is treated in accordance with the provisions of the Data Protection Act 1998. Any personal information you give is not stored or used for any other purpose than in connection with the delivery of the services described by this website and responding to any comment or issue you have raised.
Collection of personal information
We collect, use and disclose personal information in order to serve our clients. For our clients, the primary purpose for collecting personal information is to provide fitness training, sports therapy and/or massage therapy treatment. For example, we collect information about a client’s health history, including their family history, physical condition and function and social situation in order to help us assess what their health needs are, to advise them of their options and then to provide the physical care they choose to have.
We also collect, use and disclose information for purposes related to or secondary to our primary purposes. The most common examples of our related and secondary purposes are as follows:
- To invoice clients for goods or services that were not paid for at the time, to process payments or to collect unpaid accounts.
- To advise clients and others of special events or opportunities.
- Clients or other individuals we deal with may have questions about our goods or services after they have been received. We also provide ongoing services for many of our clients over a period of months or years for which our previous records are helpful. Unless otherwise instructed we retain our client information for a period five years after the last contact to enable us to respond to those questions and provide these services.
Protecting personal information
We understand the importance of protecting personal information. For that reason, we have taken the following steps:
- Paper information is secured in a restricted area.
- Electronic hardware secured in a restricted area.
- Passwords and whole-disk encryption are used on computers which are operated in whole or in part for our business purposes.
Retention and destruction of personal information
We need to retain personal information for some time to ensure that we can answer any questions you might have about the services provided and for our own accountability to external regulatory bodies and for insurance liability purposes. However, we do not want to keep personal information too long in order to protect your privacy.
We keep our client files for about five years after the last contact. Our client and contact directories are much more difficult to systematically destroy, so we remove such information when we can if it does not appear that we will be contacting you again. However, if you ask, we will remove such contact information right away. We keep any personal information relating to our general correspondence with people who are not our clients, newsletters, etc. and marketing activities for about 12 months after the newsletter or marketing activity is over.
We destroy paper files containing personal information by shredding. We destroy electronic information using a secure deletion algorithm and, when hardware is discarded, we ensure that the storage medium (e.g. hard disk drive) is physically destroyed. Alternatively, we may send some or the entire client file to our client on request.
Data subject access
With only a few exceptions, you have the right to see what personal information we hold about you. Often all you have to do is ask. We can help you identify what records we might have about you. We will also try to help you understand any information you do not understand (e.g. short forms, technical language, etc.). Although we do not usually do so, we reserve the right to charge a nominal fee for such requests.
If there is a specific problem, we may ask you to put your request in writing. If we cannot give you access, we will tell you within 30 days if at all possible and tell you the reason, as best we can, as to why we cannot give you access.
If you believe there is a mistake in the information, you have the right to ask for it to be corrected. This applies solely to factual information and not to any professional opinions we may have formed.
Questions and concerns