Privacy Policy
Last updated: August 2026
The short version
Your information is personal, and we’d like to keep it that way.
When you book an appointment with Source Therapy, you’ll naturally need to share some information with us. Some of it is fairly straightforward - your name, contact details and appointment information - while some of it is more personal, such as your health history and treatment notes.
We only collect and use information that we genuinely need to provide your treatment, look after you safely and run the clinic.
We don’t sell your information. We don’t share it with people who don’t need it. And booking a massage doesn’t automatically sign you up for marketing emails.
Want the longer version? Here it is.
Who are we?
Source Therapy is a sports massage clinic based in Highcliffe, Dorset.
For data protection purposes, Source Therapy is the data controller. In normal language, that means we’re responsible for deciding why and how your personal information is used.
If you have any questions about this policy or the information we hold about you, you can contact us at:
Source Therapy
406 Lymington Road
Highcliffe
Christchurch
BH23 5HE
Email: hello@source-therapy.co.uk
What information do we collect?
The information we collect depends on how you interact with Source Therapy, but it may include:
your name, date of birth and contact details
emergency contact and, where relevant, parent or guardian details
appointment and booking information
information you provide on consultation, consent and other clinic forms
relevant medical and health history
information about pain, injuries, symptoms and previous treatment
lifestyle, work, exercise and activity information where relevant to your treatment
assessment findings and treatment notes
details about the treatment you’ve received and your progress
communications between you and Source Therapy
payment, invoice and transaction information
your marketing preferences
information about how you use our website, where you’ve consented to relevant cookies or analytics
Health information is classed as special category data under UK data protection law. That’s essentially the legal way of saying this information is particularly sensitive and deserves extra protection.
We agree.
Why do we need all of that?
Mostly because it’s quite difficult to provide safe and appropriate treatment without knowing anything about the person we’re treating.
We may use your information to:
book and manage your appointments
send appointment confirmations, reminders and forms
understand why you’ve come to see us
assess whether treatment is appropriate and safe for you
plan and provide your treatment
maintain accurate treatment records
monitor your progress
process payments and issue invoices or receipts
respond to questions or requests
manage cancellations and missed appointments
meet our professional, insurance, financial and legal responsibilities
improve how we run Source Therapy
send you marketing where you’ve chosen to receive it
We try to stick to a fairly simple rule: if we don’t reasonably need the information, we don’t need to collect it.
The legal bit (without too much legal speak)
UK data protection law requires us to have a lawful reason for collecting and using your information.
Depending on what we’re using your information for, we may rely on:
Contract - where we need the information to provide the service you’ve booked or asked us about.
Legal obligation - where we’re required to keep or use information to comply with the law.
Legitimate interests - where using information is reasonably necessary to operate and protect the clinic, provided those interests don’t override your rights.
Consent - where you’ve actively chosen to allow us to use your information for a particular purpose, such as receiving marketing emails where consent is our chosen basis.
Information about your health receives additional protection under UK data protection law. Where we process this type of information, we make sure that an appropriate condition for processing special category data also applies.
Your treatment records
Your treatment records are confidential.
They may contain information such as your health history, consultation information, assessment findings, treatment provided, how you responded to treatment and any relevant aftercare or advice.
Our professional insurance requires us to keep a record of each treatment, including appropriate details of the consultation, treatment, outcome and aftercare.
Patient records are primarily managed using Cliniko, our practice management system.
How long do we keep your information?
We don’t keep information forever simply because we can. Some information does, however, need to stick around for a while.
For adult patients, we keep treatment records for at least 7 years after your last treatment.
If you were under 18 when you received treatment, your records are kept for at least 7 years after you turn 18, in line with our professional insurance guidance.
Other information may be kept for different periods depending on why we collected it and any legal, accounting, insurance or regulatory requirements that apply.
When we no longer have a reason to keep your information, we’ll securely delete or dispose of it where appropriate.
What if you’re under 18?
Source Therapy also provides treatment to people under the age of 18. If you’re under 18, we’ll require consent from a parent or guardian before treatment.
We may therefore collect some information about your parent or guardian, as well as information about you.
Your health and treatment information will be treated with the same care and confidentiality as any other patient’s information. Because treatment records for younger patients need to be kept for longer, we retain these records in line with our professional and insurance requirements.
Who do we share information with?
We’re not in the business of selling people’s data.
We do, however, use carefully selected services to help us run Source Therapy. These currently include:
Cliniko - appointment booking, patient forms, clinical records, communications and practice management.
Stripe - processing card and online payments.
Squarespace - hosting and operating our website.
Google Analytics - helping us understand how visitors use our website, where you’ve given the necessary cookie consent.
MailerLite - managing our email marketing list and sending marketing emails to people who have chosen to receive them.
These providers may process personal information on our behalf or, depending on the service and circumstances, act as controllers in their own right.
We only share the information necessary for the relevant service.
We may also need to share information where we’re legally required to do so or where it’s necessary in connection with an insurance or legal matter.
Will we share your treatment information with anyone else?
Generally, no.
Your treatment information is confidential and won’t routinely be shared with other people or healthcare professionals.
There may be occasions where information is shared, for example:
where you’ve asked us to communicate with another healthcare professional
where you’ve given appropriate permission
where we’re legally required to disclose information
where disclosure is necessary in exceptional circumstances to protect someone’s vital interests
where required in connection with a legal claim, insurance matter or professional obligation
If another person - including a partner, relative, employer or healthcare professional - asks us about your treatment, that doesn’t automatically mean we’ll tell them.
Payments
Payments may be processed through Stripe and our banking provider.
When you pay by card, the payment provider handles the card transaction. Source Therapy does not need to store your full card number in your clinical notes.
We may retain information about the transaction itself - such as the date, amount, invoice and payment status - where necessary for accounting and business records.
Emails, texts and appointment reminders
If you give us your email address or mobile number, we’ll use these where necessary to manage your appointments and treatment.
That might include booking confirmations, appointment reminders, consultation forms, invoices, receipts and appointment changes.
These are service messages, not marketing emails.
What about marketing?
We’d love to keep in touch - but only if you’d like us to.
You may have the option to sign up to receive occasional emails from Source Therapy containing things such as clinic news, useful information, new services and other updates.
Our marketing emails are managed using MailerLite.
Giving us your email address to book an appointment does not, by itself, subscribe you to our marketing list.
Where we rely on consent, you’ll need to actively opt in. We won’t use pre-ticked boxes or make agreeing to marketing a condition of receiving treatment.
And changing your mind is easy. Every marketing email will include an unsubscribe option.
If you unsubscribe, we may retain enough information to make sure we honour your request and don’t accidentally add you back to the marketing list.
Our website and cookies 🍪
Sadly, not the chocolate-chip variety.
Like most websites, ours may use cookies and similar technologies to make the site work and understand how it’s being used.
Some cookies are essential for the website to function. Others - including analytics cookies - aren’t essential.
We use Google Analytics to help us understand things such as how people find and use the Source Therapy website. Where consent is required, analytics or other non-essential technologies will only be used according to the choices you make through our cookie settings.
You can change your cookie preferences where the website provides that option, and you can also manage cookies through your browser.
Where is your information processed?
Some of the companies we use to run Source Therapy operate internationally, which means that some personal information may occasionally be processed or accessed outside the UK.
Where this happens, we expect appropriate safeguards to be in place in accordance with UK data protection law. Depending on the provider and destination, these may include recognised adequacy arrangements, approved contractual protections or other lawful international-transfer mechanisms.
Keeping your information safe
We take reasonable steps to protect the personal information we hold.
That includes using appropriate systems and security measures, limiting access to information and taking particular care with sensitive health information.
No online system can promise that absolutely nothing will ever go wrong, but protecting your information is something we take seriously.
Your information, your rights
It’s your information, after all.
Depending on the circumstances, UK data protection law gives you a number of rights relating to your personal information. These may include the right to:
ask what information we hold about you
receive a copy of your personal information
have inaccurate information corrected
ask us to restrict how your information is used in certain circumstances
object to certain uses of your information
ask for information to be deleted where the law gives you that right
withdraw consent where we’re relying on consent
raise a concern about how your information has been handled
These rights aren’t all absolute.
For example, asking us to delete your information doesn’t necessarily mean we’re able to delete a clinical record immediately if we have a valid legal, professional or insurance reason to retain it.
If you’d like to exercise any of your rights, contact us at hello@source-therapy.co.uk.
Got a concern?
If something doesn’t seem right, we’d much rather you tell us.
Please contact Source Therapy at hello@source-therapy.co.uk and we’ll do our best to answer your question or resolve your concern.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.
Changes to this policy
Source Therapy will evolve, the technology we use may change and privacy rules can change too.
We’ll update this policy when necessary and publish the latest version on our website.
Last updated: August 2026