Your privacy
Privacy Policy
How Redwood Performance Therapy Ltd collects, uses and protects personal information when you contact us, book a treatment, visit the clinic or use our website.
Plain-English summary
We only ask for information we reasonably need to manage your enquiry, appointment, treatment and our legal obligations. Health information receives additional protection and is used only to help assess whether treatment is suitable and to provide your care safely. We do not sell personal information or use treatment records for advertising.
01
Who we are
Redwood Performance Therapy Ltd (company number 17357244) is the data controller responsible for the personal information described in this policy.
Our registered office is 1426 Leeds Road, Bradford, BD3 7AA. Our Bradford treatment location is 1426 Leeds Road, Behind Deelo's Barbers, Bradford, West Yorkshire, BD3 7AA. You can contact us about privacy or data protection at info@redwoodpt.co.uk.
02
Information we collect
The information we hold depends on how you interact with Redwood. It may include:
Contact & booking details
Your name, telephone number, email address, appointment details and information you provide when contacting us by phone, WhatsApp, social media or in person.
Health & treatment information
Relevant medical history, injuries, medication, allergies, pregnancy information, symptoms, treatment suitability information, consultation notes and consent records where these are needed for your appointment.
Payment & transaction information
Records needed to confirm payments, deposits, refunds and accounting. We do not need to retain full card details when a separate bank or payment provider processes a payment.
Website & device information
IP address, browser or device information, website usage, referral information and cookie choices where permitted. Non-essential analytics or advertising technologies are used only where the required consent has been obtained.
Communications & complaints
Messages you send us, records of customer-service conversations, feedback, complaints and information needed to investigate or respond to an issue.
Reviews & approved media
If you choose to provide a testimonial, photo, screenshot or video for publication, we may hold and display that material only for the purpose you agreed to.
03
How and why we use your information
UK data protection law requires us to have a lawful basis for each purpose. The bases most relevant to Redwood are set out below.
To answer questions, arrange, confirm, move or cancel appointments and take steps you request before treatment. Lawful basis: contract / steps before a contract.
To manage your appointment, assess suitability, document consent and provide the service you have booked. Lawful basis: contract. Health information is subject to the additional rules explained below.
To record payments, deposits, cancellations, refunds and maintain records required for tax and company administration. Lawful basis: contract and legal obligation.
To protect our website and systems, prevent misuse, resolve disputes and maintain appropriate business records. Lawful basis: legitimate interests and, where applicable, legal obligation.
To understand website use and measure advertising performance using non-essential technologies. Lawful basis: consent where consent is required by UK privacy and electronic communications law.
To publish client experiences where you have clearly agreed that we may use the material. Lawful basis: consent. You can withdraw that permission for future use.
Redwood does not currently send promotional email or SMS marketing campaigns. If this changes, we will update this policy and obtain any consent required by law.
04
Health information and special category data
Information about your health is classed as special category personal data and receives additional protection under UK GDPR.
We only request health information that is relevant to treatment suitability, consultation, consent, safety and the service you ask us to provide. For the ordinary processing needed to provide your appointment, we rely on the contractual basis described above. For the additional UK GDPR condition required to process health information, Redwood relies on your explicit consent under Article 9(2)(a) where that is the appropriate condition.
At present, health information is primarily discussed directly with your therapist and consultation or permission forms may be completed on paper when required. As Redwood introduces digital booking and consultation forms, equivalent information may be collected securely online. We will update this notice if that materially changes how your information is handled.
05
Cookies, analytics and advertising technology
Our website may use essential technologies required for the site to work and, with the appropriate consent, non-essential technologies such as Google Analytics, Google Ads conversion tracking, Meta Pixel and Microsoft Clarity.
Redwood blocks non-essential analytics and advertising technologies until you make a choice through our cookie consent manager. You can accept all, reject non-essential technologies or manage Analytics and Advertising separately, and you can change that choice later using the controls on our Cookie Policy page.
06
Who we share information with
Redwood does not sell personal information. We may use trusted providers or disclose limited information where this is necessary for the purposes described in this policy.
- Website hosting: Krystal Hosting provides infrastructure used to host and protect the Redwood website.
- Communication platforms: if you contact us through WhatsApp or a social-media platform, that provider will process information in accordance with its own terms and privacy information as well as delivering your message to Redwood.
- Analytics and advertising providers: Google, Meta and Microsoft may receive website or device information when their relevant technologies are enabled and the necessary consent has been provided.
- Banks or payment providers: where you pay by bank transfer or another payment method, the financial institutions involved process the transaction.
- Professional advisers and authorities: we may disclose information where reasonably necessary to obtain legal or professional advice, establish or defend legal rights, prevent fraud or comply with a legal requirement.
International processing
Some technology or communication providers operate internationally and may process information outside the United Kingdom. Where Redwood is responsible for an international transfer, we use or require an appropriate lawful transfer mechanism, such as UK adequacy regulations or approved contractual safeguards, where applicable.
07
How long we keep your information
We keep personal information only for as long as reasonably necessary for the purpose it was collected, subject to legal, accounting or dispute-resolution requirements.
Normally up to 12 months from the relevant appointment or most recent treatment interaction, unless a longer period is required by law or reasonably necessary for a legal claim.
Kept only while useful for handling the enquiry, appointment, follow-up or an associated issue.
Certain company and tax records must be retained for statutory accounting and tax purposes, and may need to be kept longer in specific circumstances.
Reviews, photos or videos may remain published until the agreed use ends, the content is retired, or you withdraw consent for future use where consent is the basis relied upon.
08
How we protect information
We use reasonable technical and organisational safeguards appropriate to a small treatment business. These include limiting access to authorised staff, using secured website and hosting systems, taking reasonable steps to protect devices and accounts, and keeping paper consultation or consent forms in controlled storage.
No internet or storage system can be guaranteed completely secure. If we become aware of a personal-data breach, we will assess it and take the steps required by applicable data protection law.
09
Your data protection rights
Depending on the circumstances and the lawful basis used, you may have the right to:
- ask for a copy of the personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to erase information where the right to erasure applies;
- ask us to restrict how information is used in certain circumstances;
- receive or transfer certain information in a portable format where the right to data portability applies;
- object to processing based on legitimate interests in circumstances where the right to object applies; and
- withdraw consent at any time where our processing is based on consent, without affecting processing already carried out lawfully before withdrawal.
If we rely on legitimate interests to process your information, you can object to that use. We will consider your circumstances and stop the processing unless we have a lawful reason to continue.
There is normally no fee for exercising your rights. We may ask for information needed to confirm your identity and will respond within the applicable statutory timeframe, normally one month for information-rights requests.
10
Children
Redwood Performance Therapy does not currently provide treatments to anyone under 18. We do not knowingly seek to collect treatment or health information from children through our booking process.
11
Automated decision-making
Redwood does not currently make decisions about clients using solely automated processing that produces legal or similarly significant effects.
12
Data protection complaints
If you believe we have handled your personal information incorrectly, please contact us so we can investigate.
Email info@redwoodpt.co.uk and describe your concern. Please avoid sending detailed health information through social media.
We will acknowledge a data protection complaint within 30 days, investigate it appropriately and tell you the outcome without undue delay.
If you remain dissatisfied, you can raise the matter with the UK Information Commissioner's Office (ICO).
13
Contact Redwood about your information
14
Changes to this policy
We may update this policy when our services, technology, booking process or legal obligations change. The date at the top of this page shows when this version was last updated. Material changes will be reflected on this page before or when the new processing begins, as appropriate.