Privacy Policy

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Last updated: September 2026

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At Keep Moving Therapy, your privacy and the confidentiality of your personal and health information are important to us.

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This Privacy Policy explains what information we collect, why we collect it, how it is used and stored, who it may be shared with, how long we keep it and your rights under UK data protection law.

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1. WHO WE ARE

Keep Moving Therapy is the data controller responsible for the personal information collected in connection with our services and website. If you have any questions about this Privacy Policy or about how your personal information is handled, please contact:

Keep Moving Therapy - Sports Massage & Wellness 
Email: [keepmovingtherapy@gmail.com]
Website: keepmovingtherapy.com

2. INFORMATION WE COLLECT

Depending on how you interact with Keep Moving Therapy, we may collect:

• Your name, telephone number and email address.

• Your date of birth or age.

• Emergency contact details.

• Appointment and booking information.

• Information you provide through consultation and consent forms.

• Health and medical information relevant to providing treatment safely, including medical conditions, medications, allergies, injuries, operations, pregnancy and other relevant health information.

• Information about your treatment, including treatment notes, observations and relevant treatment history.

• Communications between you and Keep Moving Therapy, including emails and messages.

• Marketing preferences.

• Payment and transaction information.

• Technical information relating to your use of our website, such as IP address, device information and cookie information where applicable.

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We only ask for health information that we consider relevant to assessing your suitability for treatment and providing treatment safely.

3. HEALTH INFORMATION

Information concerning your health is classed as “special category data” under UK data protection law and receives additional protection. We process relevant health information so that we can assess whether a treatment is suitable for you, identify possible contraindications, adapt treatment where necessary and maintain an appropriate treatment record.

 

For the health information you provide for these purposes, our Article 6 lawful basis is normally that processing is necessary to provide the service you have requested or to take steps at your request before providing that service.

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Our Article 9 condition for processing this health information is your explicit consent. Where it is necessary to retain or use health or treatment records for the establishment, exercise or defence of legal claims, including potential insurance claims, we may rely on the legal claims condition under Article 9(2)(f) of the UK GDPR.

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You may withdraw your consent to future consent-based processing at any time by contacting Keep Moving Therapy. Withdrawal does not make processing that took place before withdrawal unlawful. Certain records may still need to be retained where there is another lawful reason for doing so, including legal, insurance or regulatory requirements.

4. WHY WE USE YOUR INFORMATION AND OUR LAWFUL BASES

• We use personal information to:

• Manage enquiries, bookings, appointments, cancellations and rescheduling.

• Provide the treatments and services you request.

• Assess whether treatment is appropriate and safe for you.

• Maintain consultation forms and treatment records.

• Communicate with you about appointments, treatment, consultation forms, aftercare and other necessary administrative matters.

• Process payments and administer cancellation or no-show charges where applicable.

• Maintain financial and business records.

• Respond to complaints, disputes, insurance matters or legal claims.

• Maintain the security and proper operation of our website and business systems.

• Send marketing communications where you have chosen to receive them.

• Depending on the purpose, we rely on one or more of the following lawful bases under Article 6 of the UK GDPR:

• Contract – where processing is necessary to provide a service you have requested or to take steps before providing that service.

• Legal obligation – where we are required to process or retain information to comply with a legal obligation.

• Legitimate interests – where processing is reasonably necessary for the operation and protection of Keep Moving Therapy, including maintaining appropriate records, protecting our legal rights, dealing with complaints and maintaining the security of our systems, provided those interests are not overridden by your rights.

• Consent – where you have actively chosen to give consent, including where required for marketing or the processing of relevant health information.

5. APPOINTMENTS AND ADMINISTRATIVE COMMUNICATIONS

When you book a treatment, we may contact you by email, telephone or text message about matters connected with your appointment or treatment.

This may include booking confirmations, appointment reminders, consultation forms, changes to appointments, aftercare information and other necessary communications relating to the service you have requested. These are service communications and are separate from optional marketing communications.

6. MARKETING

We will only send marketing emails or marketing text messages where we have an appropriate lawful basis and where the applicable electronic marketing rules allow us to do so. Where you have specifically opted in through our consultation form or another sign-up method, we will use your contact details in accordance with the preferences you selected. 

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You can change your marketing preferences or unsubscribe at any time. Choosing not to receive marketing does not affect your ability to book or receive treatment.

7. HOW YOUR INFORMATION IS COLLECTED

We may collect information:

• Directly from you when you complete a consultation or consent form.

• When you make a booking or enquiry.

• When you contact us by email, telephone, text message or another communication method.

• During or following your treatment.

• When you make a payment.

• When you use our website.

Where appropriate, information may also be provided by a parent, guardian or another person acting with your authority.

8. HOW YOUR INFORMATION IS STORED

Personal and health information may be stored electronically within the systems used by Keep Moving Therapy, including our website and booking platform, secure business email systems and other systems required to administer appointments and treatment records. Consultation form information submitted through Wix is stored using Wix services. Form submissions and related information may also be processed through the email and communication systems used by Keep Moving Therapy. 

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Where paper records are used, they are stored securely with access restricted to authorised persons. We take appropriate technical and organisational measures to protect personal information against unauthorised access, accidental loss, alteration or disclosure.

9. HOW YOUR INFORMATION IS HANDLED

Your personal and health information is treated with care and confidentiality. We use trusted services to help us manage appointments, payments, our website and client communications. Information is only processed where needed to support these services.  We may also need to provide information where this is required by law.

10. PAYMENT INFORMATION

Payments may be processed through third-party payment providers.

Keep Moving Therapy does not need to retain your full payment-card number in its own treatment records. Payment providers process payment information in accordance with their own security and privacy requirements.

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Where card details are stored securely by a payment provider to secure an appointment or administer an agreed cancellation or no-show charge, the payment provider is responsible for the secure processing of those card details in accordance with its applicable terms and privacy information.

11. INTERNATIONAL DATA TRANSFERS

Some of the trusted services we use may process or store information outside the UK. Where this happens, appropriate safeguards are used in accordance with UK data protection law.

12. HOW LONG WE KEEP INFORMATION

We do not keep personal information for longer than is reasonably necessary for the purpose for which it was collected, taking account of professional, insurance, legal and regulatory requirements. Consultation forms, treatment notes and associated client treatment records are generally retained for seven years following the end of treatment for adult clients, subject to the requirements of our current insurer and any applicable legal requirements.

Records relating to children or young people may need to be retained for a longer period, taking account of their age and applicable insurance and legal requirements.

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Financial and transaction records are retained for the period required for accounting, tax or other legal purposes. Information relating only to marketing is retained until consent is withdrawn, you unsubscribe, or the information is no longer required for that purpose. Where information is relevant to an actual or potential complaint, insurance matter or legal claim, it may be retained for as long as reasonably necessary to establish, exercise or defend legal rights.

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13. COOKIES AND WEBSITE TECHNOLOGIES

Our website may use cookies and similar technologies. Some cookies are necessary for the website to function. Other cookies, such as certain analytics or advertising cookies, should only be used where the appropriate consent has been obtained.

Where required, visitors will be given information about cookies and a choice regarding non-essential cookies through the website cookie settings or consent banner. 

 

YOUR RIGHT
You have rights over your personal information, including the right to access it, correct inaccurate information and, in certain circumstances, ask for its use to be restricted or deleted.

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14. DATA SECURITY AND DATA BREACHES

We take reasonable and appropriate measures to protect personal information, taking account of the nature and sensitivity of the information we hold. If a personal data breach occurs, we will assess the circumstances and take appropriate action. Where data protection law requires notification to the Information Commissioner’s Office or affected individuals, we will make the required notification.

15. COMPLAINTS

If you have concerns about how Keep Moving Therapy has used your personal information, please contact us first so that we can investigate and respond.

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16. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes to our services, systems or legal requirements. The latest version will be published on the Keep Moving Therapy website and the “Last updated” date at the top of this policy will be changed accordingly.

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Terms & Conditions​

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By using this website, you agree to the following terms:

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Services
The content on this site is for informational purposes only. Our therapies (e.g., sports massage, reflexology, hot stone therapy) are not substitutes for medical treatment. Always consult with your doctor if you have health concerns.

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Appointments & Cancellations
Please arrive on time for your appointment. We reserve the right to charge for missed or late cancellations (typically under 24 hours’ notice). Specific policies may vary by therapist and will be communicated at the time of booking.

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​Use of Website
You agree to use this site responsibly and not engage in any activity that could harm the site, our reputation, or other visitors.

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Content Ownership
All content on this website, including text and images, is owned by us and may not be copied or used without permission.

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Changes
We may update these terms from time to time. Continued use of the site means you accept any updated terms.

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Cancellation Policy

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We understand that sometimes plans change, illness happens, or unexpected situations come up and you may need to cancel or reschedule your appointment.

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Your appointment time is reserved especially for you. Last-minute cancellations and missed appointments leave a space that can be difficult to fill at short notice. For this reason, we kindly ask that you give at least 24 hours’ notice if you need to cancel or reschedule your appointment.

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Cancellations made with less than 24 hours’ notice and missed appointments are subject to a £20 cancellation/no-show fee.

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For online bookings, payment card details are required to secure your appointment. No payment is taken at the time of booking unless otherwise stated.

 

Your card details are securely processed through our payment provider and may be used to collect the cancellation/no-show fee in accordance with this policy.

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We completely understand that genuine emergencies, sudden illness and exceptional circumstances can happen.