Last modified: 24 October 2025

Introduction

This Privacy Policy outlines how Helios Physio & Rehab (“we”, “our” or “the Company”) collects, uses, and protects personal information from individuals who access our website at www.heliosphysio.co.uk (“the Site”) or otherwise share personal information with us (collectively: “Users”).

We are committed to safeguarding the privacy of our Users and handling personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Grounds for Data Collection

The processing of your personal information (meaning any information which may potentially identify you; hereinafter “Personal Information”) is necessary for:

• The performance of our contractual obligations to you, such as providing physiotherapy, sports massage, or rehabilitation services;
• The pursuit of our legitimate business interests, such as managing appointments, client records, and service improvements; and
• Compliance with legal, regulatory, or professional obligations, including those required by the Health & Care Professions Council (HCPC), Chartered Society of Physiotherapy (CSP), and applicable healthcare and tax regulations.

By using our Site or submitting your details, you consent to the collection, storage, use and disclosure of your Personal Information as described in this Privacy Policy.

What Information We Collect

We collect two types of data and information from Users:

1. Non-personal Information: This includes un-identified or non-identifiable information, such as aggregated usage data and technical details transmitted by your device (browser type, operating system, language preference, access time, pages visited, clicks, etc.) to help us improve our Site’s performance and functionality.

2. Personal Information: This refers to identifiable information that can be used to identify you. We may collect the following:

• Contact details: Full name, email address, telephone number, and postal address.
• Personal identifiers: Date of birth, gender, and other details used for verifying your identity and maintaining accurate patient records.
• General Practitioner (GP) and healthcare information: GP name, practice address, and other healthcare provider details, collected only where relevant to referrals, continuity of care, or clinical correspondence, and always with your consent.
• Appointment information: Details relating to booking requests, consultation notes, or messages sent via contact forms.
• Health-related information: Information you provide during an enquiry or initial consultation which may include relevant medical history or rehabilitation needs.
• Device information: IP address, device ID, and other identifiers for analytics and security purposes.
• Payment information: Only as required for invoicing or online transactions, processed securely by third-party payment providers.

If you contact us through social media or messaging apps (such as WhatsApp, Instagram, or Facebook), we may collect and store any information you voluntarily share with us through those platforms, including your name, contact details, and any health-related information you choose to provide.

How We Receive Information about You

We receive your Personal Information from:

• Details you voluntarily provide when contacting us through the Site, by email, phone, social media channels (e.g. WhatsApp, Instagram, Facebook), or in person;
• Information automatically collected when you browse the Site; and
• Trusted third-party service providers (e.g. web hosting, analytics, booking, or payment platforms).

How We Use the Information

We use your Personal Information to:

• Communicate with you regarding bookings, enquiries, and services;
• Manage and deliver physiotherapy, rehabilitation, and related services;
• Maintain accurate client and treatment records in compliance with professional standards;
• Send administrative updates, confirmations, or follow-up communications;
• Improve our Site, services, and client experience;
• Comply with applicable healthcare, tax, and record-keeping laws.

We do not sell, rent, or trade your Personal Information. We may share information only with:

• Service providers (e.g. hosting, analytics, or email platforms) who support the operation of our Site;
• Professional partners such as insurers or regulatory bodies, where required by law or ethical standards;
• Legal or regulatory authorities when necessary to comply with obligations, prevent fraud, or protect rights.

User Rights

Under the UK GDPR, you have the right to:

• Access and receive a copy of the Personal Information we hold about you;
• Request correction or updating of inaccurate information;
• Request deletion of your data where no longer necessary for processing;
• Object to or restrict processing in certain circumstances;
• Withdraw consent (where processing is based on consent);
• Lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.
  

If you wish to exercise any of these rights, please contact our Data Protection Officer at: hello@heliosphysio.co.uk

Retention

We retain Personal Information for as long as necessary to provide our services, meet professional record-keeping requirements, and comply with legal obligations.

Physiotherapy treatment records are generally kept for 8 years after the last appointment (or until a child reaches age 25, whichever is later) in accordance with CSP and HCPC guidelines.

Outdated or unnecessary data will be securely deleted or anonymised.

Cookies

We use cookies and similar technologies to improve your experience on our Site. Cookies help us remember your preferences, enable basic functionality, and collect anonymised analytics (via Google Analytics).

You can disable cookies in your browser settings, though some features may not function properly. For more on how Google Analytics collects and processes data, visit policies.google.com/privacy.

Third-Party Collection of Information

Our Privacy Policy only covers data collected by Helios Physio & Rehab. Links to external websites (e.g. payment processors or social media) are governed by their own privacy policies, which we encourage you to review.

How We Safeguard Your Information

We take great care in implementing appropriate technical and organisational measures to protect your information. We employ industry-standard security practices such as:

• Encrypted website connections (SSL/TLS);
• Secure cloud storage and password protection;
• Restricted access to client data on a need-to-know basis.

Although we take reasonable precautions, no system can be completely secure. We cannot guarantee absolute protection against unauthorised access or misuse.

Transfer of Data Outside the UK/EEA

Some third-party service providers (e.g. website hosting or analytics tools) may process data outside the UK or EEA. In such cases, we ensure that appropriate safeguards are in place (e.g. adequacy decisions or standard contractual clauses) to maintain data protection standards equivalent to those in the UK.

Marketing

We may contact you by email, text or phone with information about services, offers or updates that may interest you. You can opt-out at any time by clicking the “unsubscribe” link in our emails or contacting us directly at hello@heliosphysio.co.uk.

Even if you opt out of marketing, we may still send essential administrative or service-related messages.

Minors

Our Site and services are directed at adults. We do not knowingly collect or process Personal Information from individuals under 18 without parental or guardian consent. If you believe a minor has provided us with information without consent, please contact us at hello@heliosphysio.co.uk and we will remove it promptly.

Updates or Amendments

We reserve the right to revise this Privacy Policy from time to time. Material updates will be indicated by the “Last Modified” date above. Continued use of the Site after any such update constitutes acceptance of the revised Policy.

How to Contact Us

For any questions about this Privacy Policy or your personal data, please contact:

Helios Physio & Rehab
Email: hello@heliosphysio.co.uk
Website: www.heliosphysio.co.uk
Address: 50 Manning Road, Bristol, United Kingdom