Effective Date: 8th July 2025
PhysioSTAR Sports Therapy and Rehabilitation Clinic
Unit 2, Ground Floor
Mountbatten Business Centre
Millbrook Road East, Southampton
SO15 1HY
Email: karol@physiostar.co.uk
 
1. Introduction
At PhysioSTAR, your privacy is extremely important to us. This policy explains how we collect, store, and use your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and other applicable data protection laws. We are committed to maintaining the security and confidentiality of your information at all times.
 
2. What Information We Collect
We may collect and process the following personal data about you:

• Contact details: Name, address, phone number, email

• Personal identifiers: Date of birth

• Medical information: Health history, injury details, medications, lifestyle, and treatment notes

• Booking and payment details: Appointment history, invoices, payment records (processed via Stripe or SumUp)

• Digital usage data: Website activity, online forms, cookies (standard site functionality only), and newsletter preferences

 
3. How We Collect Your Information
We collect data through:

• Online intake and consent forms

• Direct interactions (face-to-face, phone, SMS, WhatsApp, or email)

• Our website (via Wix Studio and Google Analytics)

• Social media (Instagram, TikTok, Facebook) where patients may voluntarily appear with consent

• Online booking and treatment platform Cliniko

• Newsletter sign-up via Mailchimp

 
4. Why We Collect Your Information
We use your data to:

• Deliver safe and effective treatment

• Keep accurate clinical records

• Communicate with you regarding appointments and health updates

• Process bookings and payments

• Send newsletters or updates (only if you opt in, with the option to unsubscribe at any time)

• Comply with legal, insurance, and regulatory obligations

 
5. Where and How Your Data is Stored

• All clinical records and booking information are stored securely in Cliniko, a GDPR-compliant platform

• Payment details are handled via Stripe or SumUp

• Communications may occur via secure channels including email, WhatsApp, and social media (where appropriate)

• Your data is protected by password-secured systems with two-factor authentication

• Only the lead therapist has access to sensitive data

 
6. Data Retention
We retain your clinical records for 8 years after your last treatment session, in line with standard healthcare regulations. After this period, your data will be securely deleted.
 
7. Sharing Your Information
We will never share your personal data with third parties without your explicit consent unless:

• You request or authorise us to share your information (e.g. with your GP or solicitor)

• We are legally required to do so

Consent for sharing with your GP is obtained during the online intake process via a checkbox.
 
8. Your Rights
You have the right to:

• Access your data

• Request corrections or updates

• Request deletion of data (where legally appropriate)

• Withdraw consent at any time

• Lodge a complaint with the ICO (Information Commissioner’s Office) if you believe your data is being misused

9. Marketing Preferences
You may receive occasional newsletters or updates from PhysioSTAR via Mailchimp, but only if you have opted in. You may unsubscribe at any time by clicking the link in the email or contacting us directly.
 
10. Cookies
We use standard website cookies necessary for functionality and basic analytics via Google. We do not use tracking or advertising cookies.
 
11. Contact Us
For any questions about this policy or how your data is handled, please contact:
Karol Skoczen – Data Controller
Email: karol@physiostar.co.uk