Privacy Policy, Cookie Policy, and Cancellation Terms for Veloce Sports Therapy

⚖️ Privacy Policy & GDPR Compliance

Veloce Sports Therapy is committed to protecting and respecting your privacy. This policy explains how we collect, use, and protect your personal and medical data in compliance with the General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018.

1. Data Controller

The data controller responsible for your personal data is Veloce Sports Therapy. We are fully registered with the Information Commissioner’s Office (ICO) under registration number ZC201876. If you have any questions about this privacy policy or how your data is handled, please contact us directly.

2. Information We Collect

As a sports therapy practice, we collect both personal data and special category data (health information) to provide safe and effective treatment. This includes:

  • Contact details: Name, address, telephone number, and email address.

  • Personal details: Date of birth, occupation, and lifestyle habits.

  • Health data: Medical history, injury details, symptoms, treatment plans, and clinical notes.

3. How and Why We Use Your Data

We process your data based on the following legal grounds under GDPR:

  • Contractual Necessity: To book appointments and manage your account.

  • Health Care Purposes (Article 9): We process your special category health data specifically to conduct clinical assessments and deliver safe sports therapy treatments.

  • Legitimate Interests: To send you automated text reminders for upcoming appointments and follow-up emails containing tailored recovery advice and home exercises.

4. Data Retention

We retain your clinical records for as long as legally required by professional insurance standards and healthcare regulations. Typically, adult client records are held for 8 years following their last treatment. For minors, records are retained until their 25th birthday. After this period, data is securely destroyed.

5. Sharing Your Information

Your data is kept strictly confidential. It will never be sold to third parties. We only share your data with your explicit consent, such as when sending a referral letter to your GP, specialist, or insurance provider, unless required by law.

6. Your Rights

Under GDPR, you have the following rights regarding your data:

  • The right to access the personal data we hold about you.

  • The right to request the correction of inaccurate data.

  • The right to request data erasure (subject to statutory health record retention laws).

  • The right to restrict or object to certain processing activities.

  • The right to lodge a complaint with the ICO if you feel your data has been mishandled.

🍪 Essential Cookie Policy

Veloce Sports Therapy uses cookies on our website to ensure basic functionality and a secure user experience.

What Are Cookies?

Cookies are small text files placed on your device when you visit a website. We only use essential cookies, which are strictly necessary for the operation of our website.

How We Use Essential Cookies

Our essential cookies are used to:

  • Remember your appointment booking progress.

  • Maintain secure user sessions during the booking process.

  • Verify that you are a human visitor rather than an automated bot.

Because these cookies are critical to the security and basic functionality of our website, they do not require your prior consent. You can disable them through your browser settings, but doing so may cause parts of our website or booking system to stop working properly. We do not use any analytical, tracking, or marketing cookies.

📅 Cancellation Policy

At Veloce Sports Therapy, we value your time and ask that you respect ours. Please read our cancellation and refund terms carefully before booking.

Client Cancellations

  • More than 24 hours’ notice: If you cancel or reschedule your appointment with more than 24 hours' notice, you will receive a full refund of any prepaid fees.

  • Less than 24 hours’ notice: If you cancel, reschedule, or fail to attend your appointment with less than 24 hours' notice, you will only be eligible for a 50% refund of the session fee. If the session has not been prepaid, you will be invoiced for 50% of the treatment cost.

Therapist Cancellations

  • If Veloce Sports Therapy needs to cancel or reschedule your appointment with less than 24 hours' notice due to unforeseen emergencies, you will be offered a full refund of any prepaid fees or the option to reschedule immediately at no extra cost.