Privacy Notice
Last updated: August 2026
Jo’s Sports and Recovery is the trading name of Joanna Green, a sole trader. I am the data controller responsible for the personal information collected and used by my business.
I take your privacy and the confidentiality of your health information seriously. This notice explains what information I collect, why I need it, how it is stored and used, and your rights in relation to your personal information.
Information I collect
When you contact me, make a booking or receive treatment, I may collect:
· your name, date of birth and contact details
· appointment and payment information
· relevant medical conditions and health history
· details of medications
· previous injuries and operations
· information about current pain, symptoms or physical problems
· relevant information about your occupation, lifestyle, exercise and activity levels
· consultation forms, assessment findings and treatment notes
· records of treatment progress, exercises and advice given
· correspondence relating to your appointments or treatment
Medical and health information is classed as special category personal data and is given additional protection under UK data protection law.
Why I collect your information
I collect and use your information so that I can:
· respond to enquiries about treatment
· arrange and manage appointments
· assess whether Soft Tissue Therapy is safe and appropriate for you
· identify contraindications or reasons why treatment may need to be adapted
· plan, provide and review your treatment
· maintain appropriate and accurate clinical records
· communicate with you about your treatment or appointments
· process payments and maintain appropriate business records
· meet my professional and insurance requirements
· establish, exercise or defend legal claims if necessary
I only collect information that is relevant to providing and managing my services.
I do not use client information for marketing.
My lawful basis for using your information
For ordinary personal information that is necessary to respond to your enquiry, manage your booking, take payment and provide the service you have requested, I generally rely on the lawful basis of contract.
I may also rely on legitimate interests where it is necessary to maintain appropriate professional records and protect my business and clients, including where records may be needed in relation to a complaint or legal claim.
Where records have to be processed to meet a specific legal requirement, such as relevant financial or tax records, I may rely on legal obligation.
Health and medical information
Information about your health, medication, injuries and medical history is special category personal data.
I ask for your explicit consent to collect and use this information for the purposes of assessing whether Soft Tissue Therapy is appropriate for you, planning and providing your treatment, and reviewing your progress.
You can withdraw your consent for future use of your health information. However, I need relevant health information in order to assess and treat you safely, so I may be unable to continue providing treatment if I cannot use the information necessary to do so.
Withdrawal of consent does not necessarily mean that all previous treatment records can immediately be deleted. Some records may still need to be retained where there is another lawful reason to do so, for example to meet professional or insurance requirements or to establish, exercise or defend a legal claim.
How your information is stored
My client bookings, consultation forms, health information and treatment notes are stored within Ovatu, the booking and client-management system I use for my practice.
I do not routinely keep separate copies of clinical records on paper, on my personal computer or elsewhere.
Access to my Ovatu account and devices is restricted and protected using appropriate account and device security.
If you contact me through the website contact form, the information you provide, such as your name, email address and telephone number, will only be used to respond to your enquiry and deal with any appropriate follow-up.
If an enquiry does not result in treatment, I will only keep that information for as long as it is reasonably needed to deal with the enquiry and any follow-up.
Payments
Payment may be made by cash, bank transfer or card.
Card payments are processed using Tide. Payment providers may process personal and financial information in accordance with their own privacy and security arrangements.
I do not include your payment card details within your clinical treatment notes.
Sharing your information
Your consultation and treatment records are confidential.
I will not normally share information about your health or treatment with another professional, such as a GP, physiotherapist or other healthcare practitioner, without discussing this with you and obtaining your explicit consent.
There may be exceptional circumstances where information needs to be disclosed without your consent, for example where I am required to do so by law or where there is a serious safeguarding or safety concern.
If information needs to be shared for the purpose of a complaint, insurance matter or legal claim, I will only share information that is relevant and necessary.
Clients under 18
I treat clients under 18 with a parent or guardian present.
Relevant personal and health information may be collected about the young person so that treatment can be assessed, planned and provided safely.
I will explain treatment in a way that is appropriate for the young person’s age and understanding and will involve their parent or guardian in the consent process as appropriate.
How long I keep your information
For adult clients, consultation forms, health information and treatment records are retained for 7 years in accordance with the record-keeping requirements of my professional body, the Institute for Soft Tissue Therapists (ISRM).
For clients who are under 18 at the time of treatment, records are retained until 7 years after their 18th birthday.
Once the appropriate retention period has ended, records will be securely deleted or destroyed unless there is another lawful reason why they need to be retained for longer.
Your rights
Data protection law gives you rights in relation to your personal information. Depending on the circumstances, these may include the right to:
· ask what personal information I hold about you
· request a copy of your information
· ask for inaccurate information to be corrected
· ask for information to be deleted where the right to deletion applies
· ask for the use of your information to be restricted in certain circumstances
· object to certain types of processing
· request transfer of certain information where the right to data portability applies
· withdraw consent where I am relying on consent
Some of these rights are not absolute and may not apply where I have another lawful reason or requirement to retain or use the information.
If you would like to exercise any of these rights, please contact me using the details below.
Questions or concerns
If you have a question about how your information is being used, or would like to exercise your data protection rights, please contact:
Jo’s Sports and Recovery
Joanna Green
jo.sportsandrecovery@gmail.com
07343076658
If you are unhappy with how I have handled your personal information, you also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK regulator for data protection.