Privacy Policy
Privacy Policy
Tom Andrews Sports Physio
Effective date: 2 July 2026
This Privacy Policy explains how Tom Andrews Sports Physio ("we", "us", "our") collects, uses, stores and protects your personal data when you use our services or website.
We are committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who we are
Tom Andrews Sports Physio is a sole trader business operated by:
Thomas Andrews
The Wellbeing Centre
Lingfield House
Lingfield Point
Darlington
DL1 1RW
Email: tom@tasportsphysio.co.uk
Website: www.tasportsphysio.co.uk
We are registered with the Health and Care Professions Council (PH157142) and a member of the Association of Soft Tissue Therapists (27145).
We are in the process of registering with the Information Commissioner's Office, as required for organisations processing health data.
2. What information we collect
We may collect and process the following categories of personal data:
Personal details
Name
Date of birth
Address
Email address
Telephone number
Health and clinical information
Medical history
Current symptoms and injuries
Medication
Diagnostic information
Clinical notes and treatment records
Rehabilitation programmes
Administrative information
Appointment history
Communication records (email, SMS, phone)
Emergency contact details
Payment information
Payment status and transaction records
(Note: full card details are not stored by us if processed via secure third-party providers)
Website data
Contact form submissions
Cookies and usage data (if you accept cookies)
3. How we collect your data
We collect data when you:
Book an appointment via Rehab Guru
Attend an assessment or treatment session
Contact us via email, phone or website forms
Use our website
Receive appointment reminders or communications
4. Lawful basis for processing
We process your personal data under the following lawful bases:
Contract: to provide physiotherapy services you have requested
Legal obligation: to maintain clinical and financial records
Legitimate interests: to manage appointments and communication
Special category data (health data): processed under UK GDPR Article 9(2)(h) for healthcare provision by a regulated health professional
5. How we use your information
Your data is used to:
Provide safe and effective physiotherapy treatment
Maintain accurate clinical records
Manage bookings and appointments
Send appointment reminders via email and/or SMS
Process payments
Communicate with you regarding your care
Meet legal and professional obligations
6. Clinical records
All clinical records are stored securely within Rehab Guru, a third-party clinical management system.
We do not routinely store paper records.
Access to your records is restricted to authorised personnel only.
7. Data sharing
We do not sell your data.
We may share your information where necessary with:
Your GP (with consent where appropriate)
Other healthcare professionals involved in your care
Insurance providers (if applicable and with your consent)
Legal or regulatory bodies where required by law
We may also share data with trusted third-party service providers (such as Rehab Guru) who process data on our behalf.
8. Data retention
We retain your records in line with professional and legal requirements:
Adults: 8 years after last treatment
Children: until age 25 (or 26 if treatment was provided at age 17)
After this period, records are securely deleted or destroyed.
9. Data security
We take appropriate technical and organisational measures to protect your data, including:
Secure password-protected systems
Restricted access to clinical records
Encrypted digital storage where applicable
Secure third-party platforms (Rehab Guru)
10. Your rights
Under UK GDPR, you have the right to:
Access your personal data
Request correction of inaccurate data
Request deletion of your data (where applicable)
Restrict processing in certain circumstances
Object to processing in certain circumstances
Request data portability
Some rights may be limited where we are legally required to retain clinical records.
11. Website cookies
Our website uses cookies to:
Ensure proper website functionality
Analyse website usage
Improve user experience
You can control or disable cookies through your browser settings.
12. Contact forms
When you submit a contact form on our website, we collect the information you provide (such as name, email and message) in order to respond to your enquiry.
This information is stored securely and is not used for marketing unless you explicitly opt in.
13. Appointment reminders
We may send appointment reminders via:
SMS text message
These are sent as part of your care and appointment management.
14. Marketing
We do not currently use your personal data for marketing purposes unless you explicitly opt in.
You may withdraw consent at any time.
15. Data breaches
In the unlikely event of a data breach involving your personal data, we will take appropriate steps to:
Investigate the breach
Contain and mitigate any risks
Notify you where legally required
Notify the Information Commissioner’s Office where necessary
16. Changes to this policy
We may update this Privacy Policy from time to time.
The most recent version will always be available on our website.
17. Contact us
If you have any questions about this Privacy Policy or how your data is handled, you can contact: