1. This privacy policy applies to the ReBalance Sports Massage and Reflexology website rebalancesportsmassage.co.uk (the “Website”). We at ReBalance Sports Massage take your privacy seriously. This policy covers the collection, processing, and other use of personal data under the Data Protection Act 1998 (“DPA”) and the General Data Protection Regulations (“GDPR”).

2. For the purpose of the DPA and GDPR we are the data controller and any enquiry regarding the collection or processing of your data should be addressed to Rachel Butler at rebalancesm@gmail.com

3. By using the Website or our services you consent to this policy. 

 

Information we collect

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The information we collect depends on how you interact with ReBalance Sports Massage and Reflexology and which services you use.

This may include:

• your name, address, telephone number and email address;

• your date of birth and other information required for your appointment;

• appointment details, including bookings, cancellations and attendance;

• information you provide when contacting us by telephone, email, website form or other communication;

• payment and transaction information;

• health, medical and injury information relevant to your assessment, treatment or rehabilitation;

• clinical assessment findings, treatment notes and rehabilitation records;

• exercise and rehabilitation information;

• photographs or videos where required for a service and where appropriate;

• technical information relating to your use of our website, such as device, browser and cookie information.

 

We only collect information that is reasonably necessary for providing our services, administering the business, meeting our legal and professional responsibilities, and operating our website.

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Health and Special Category Information

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As part of providing relevant therapy services, we may need to collect information about your health.

Health information is classed as special category personal data under UK GDPR and receives additional protection.

This may include information about:

• current symptoms or injuries;

• previous injuries and relevant medical history;

• medication or treatment relevant to your care;

• assessment findings;

• treatment provided;

• rehabilitation and exercise programmes;

• pain, function and progress;

• information relevant to your ability to participate safely in exercise or treatment.

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We process this information only where it is necessary and where an appropriate lawful basis and special category condition under UK data protection law applies. Depending on the circumstances, this may include processing necessary for the provision of health-related care or treatment and, where appropriate, your explicit consent.

We limit the health information we collect to what is reasonably necessary for the service being provided.

 

We also use analytical and statistical tools that monitor details of your visits to our website and the resources that you access, including, but not limited to, traffic data, location data, weblogs, and other communication data (but this data will not identify you personally).

 

Your Payment Information - ReBalance Sports Massage and Reflexology uses Sum Up for payment-related services.

Where you make a payment, relevant transaction information may be processed by Sum Up and/or the banking, card or payment service providers involved in completing the transaction.

ReBalance Sports Massage and Reflexology does not intentionally store full payment-card details within its own website or clinical records.

Payment and transaction records may be retained where necessary for accounting, taxation, fraud prevention and business administration purposes.

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Use of your information

We may hold and process personal data that you provide to us in accordance with the DPA and GDPR.

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The information that we collect and store relating to you is primarily used to enable us to provide our services to you, and to meet our contractual commitments to you. In addition, we may use the information for the following purpose:

• arrange, manage and confirm appointments;

• assess your needs and maintain appropriate clinical records (Clinical records are maintained to support safe and appropriate care, continuity of treatment, professional accountability and the establishment or defence of legal claims where necessary);

• create and provide rehabilitation/exercise programmes*;

• communicate with you regarding your appointment, treatment, exercises;

• process and record payments;

• respond to enquiries;

• maintain appropriate business, financial and clinical records;

• improve our services;

• operate, maintain and understand the use of our website;

• comply with legal, regulatory, insurance and professional obligations;

• establish, exercise or defend legal claims where necessary;

• send marketing communications where permitted by law

 

*Rehab My Patient

ReBalance Sports Massage and Reflexology uses Rehab My Patient to create and provide exercise and rehabilitation programmes.

Where Rehab My Patient is used as part of your care, relevant information may be entered into or processed through the service so that an appropriate rehabilitation programme can be provided to you.

Depending on how you use the service, this may include information about exercises completed, your progress, pain levels and information or notes you provide regarding your rehabilitation.

Only information reasonably necessary for providing and monitoring your rehabilitation programme will be used.

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We will not sell your personal information to third parties for marketing purposes.

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Disclosure of your information

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We may disclose your information to regulatory bodies to enable us to comply with the law and to assist fraud protection and minimise credit risk.

If you do not want us to use your data for our use, you will have the opportunity to withhold your consent to this when you provide your details to us on the form on which we collect your data, or you can do so by sending us an email to rebalancesm@gmail.com at any time.

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Who we may share your information with

We do not sell your personal information.

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We may share or allow access to personal information where reasonably necessary with organisations that provide services to ReBalance Sports Massage and Reflexology, including:

• rehabilitation software providers such as Rehab My Patient;

• banking and payment providers such as Sum Up and associated payment or banking partners;

• website hosting and technology providers;

• email and communication providers;

• analytics and advertising providers where applicable;

• accountants, insurers, legal advisers and other professional advisers where necessary;

• regulators, law enforcement agencies, courts or other authorities where disclosure is legally required.

Where another organisation processes personal information on our behalf, we take reasonable steps to ensure appropriate data protection arrangements are in place.

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Controlling the use of your data

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If you have given us consent to use your data for a particular purpose you can revoke or vary that consent at any time. If you do not want us to use your data or want to vary the consent that you have provided you can email us at rebalancesm@gmail.com at any time.

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How long we keep your information

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We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet applicable legal, professional, insurance, accounting and regulatory requirements.

Different types of information may therefore be retained for different periods.

When determining an appropriate retention period, we consider the nature and sensitivity of the information, why it is required, applicable legal or professional requirements and whether it may be required in connection with a complaint or legal claim.

When information is no longer required, it will be securely deleted, destroyed or anonymised where appropriate

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Where we store and transfer your data

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As part of the services offered to you, for example through our Website, the information you provide to us may be transferred to and stored in countries outside of the European Economic Area (EEA) as we use remote website server hosts to provide the website and some aspects of our service, which may be based outside of the EEA, or use servers based outside of the EEA - this is generally the nature of data stored in “the Cloud”.  It may also be processed by staff operating outside the EEA who work for one of our suppliers, e.g., our website server host, or work for us when temporarily outside of the EEA.

 

A transfer of your personal data may happen if any of our servers are located in a country outside of the EEA or one of our service providers is located in a country outside of the EEA. If we transfer or store your personal data outside the EEA in this way, we will take steps with the aim of ensuring that your privacy rights continue to be protected, as outlined in this privacy policy and in accordance with the DPA and GDPR. If you use our service while you are outside the EEA, your personal data may be transferred outside the EEA in order to provide you with these services.

 

We do not use or disclose sensitive personal data, such as race, religion, or political affiliations, without your explicit consent; this includes information provided related to your therapist during the course of an appointment.

 

We may disclose your personal data outside of our group: (a) in the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets; and (b) if ReBalance Sports Massage and Reflexology is bought by a third party, in which case personal data held by it about its customers will be one of the assets to transfer to the buyer.  However, any such transfer will only be on terms that the confidentiality of your personal data is protected and that the terms of this privacy policy will continue to be complied with by the recipient.

Otherwise, we will process, disclose, or share your personal data only if required to do so by law or in the good faith belief that such action is necessary to comply with legal requirements or legal process served on us or the website.

 

You have the right to opt out of our processing your personal data for marketing purposes by contacting us at rebalancesm@gmail.com

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Security

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The transmission of information via the Internet or email is not completely secure.  Although we will do our best to protect your personal data, we cannot guarantee the security of data while you are transmitting it to our site; any such transmission is at your own risk.  Once we have received your personal data, we will use strict procedures and security features to try to prevent unauthorised access.

 

Where we have given you (or where you have chosen) a password so that you can access certain parts of our site, you are responsible for keeping this password confidential.  You should choose a password it is not easy for someone to guess.

Third party links

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Third party links

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You might find links to third party websites on our website. These websites should have their own privacy policies, which you should check. We do not accept any responsibility or liability for their policies whatsoever as we have no control over them.

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Use of cookies

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Our Website uses cookies. We use cookies to gather information about your computer for our services and to provide statistical information regarding the use of our Website. Such information will not identify you personally - it is statistical data about our visitors and their use of our Website. This statistical data does not identify any personal details whatsoever. We may also gather information about your general Internet use by using a cookie file. Where used, these cookies are downloaded to your computer automatically. This cookie file is stored on the hard drive of your computer, as cookies contain information that is transferred to your computer's hard drive. They help us to improve our Website and the service that we provide to you. All computers have the ability to decline cookies. This can be done by activating the setting on your browser which enables you to decline the cookies. Please note that should you choose to decline cookies; you may be unable to access particular parts of our Website. Where we work with advertisers on our Website, our advertisers may also use cookies, over which we have no control. Such cookies (if used) would be downloaded once you click on advertisements on our Website.

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Your rights

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Depending on the circumstances, UK data protection law gives you rights over your personal information.

These may include the right to:

• request access to the personal information we hold about you;

• ask us to correct inaccurate or incomplete information;

• request deletion of your information in certain circumstances;

• request restriction of processing in certain circumstances;

• object to certain types of processing;

• request transfer of information in certain circumstances;

• withdraw consent where processing relies upon your consent; and

• object to direct marketing at any time.

 

These rights are not absolute and may not apply in every situation. For example, we may be required to retain certain clinical, financial or legal records even where deletion has been requested.

We may need to confirm your identity before responding to a request.

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If you would like to exercise one of your data protection rights or have a question about information held about you, please contact ReBalance Sports Massage and Reflexology using the contact details provided in this notice.

 

We will respond in accordance with the timescales required by UK data protection law.

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​​Changes to this policy

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We may update these policies to reflect changes to the website and customer feedback. Please regularly review these policies to be informed of how we are protecting your personal data. We welcome any queries, comments, or requests you may have regarding this Privacy Policy. Please do not hesitate to contact us at: rebalancesm@gmail.com