Privacy Policy & GDPR

Mike Gould Sports Therapy Limited

Last updated: October 2026

At Mike Gould Sports Therapy, we take your privacy seriously and are committed to protecting your personal information.

We recognise that clients trust us with sensitive information about their health and wellbeing. We aim to handle that information securely, confidentially and responsibly.

This policy explains what personal information we collect, why we collect it, how it is stored and the rights you have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Mike Gould Sports Therapy Limited

Unit 13B
Oakham Enterprise Park
Ashwell Road
Oakham
Rutland
LE15 7TU

Telephone: 07934 788766
Email: mikegouldsportstherapy@gmail.com
Website: https://mikegouldsportstherapy.co.uk

Mike Gould Sports Therapy Limited is the data controller responsible for determining how and why your personal information is processed.

We provide sports therapy, injury assessment, rehabilitation, running assessments, movement and exercise guidance, and mild Hyperbaric Oxygen Therapy (mHBOT).

2. What Information We Collect

When you contact us, book an appointment or attend a consultation, we may collect the following information:

  • Your name, date of birth and contact details.
  • Relevant medical history and existing health conditions.
  • Injury information, symptoms and assessment findings.
  • Treatment notes and rehabilitation plans.
  • Medical screening questionnaires and consent forms.
  • Information relevant to mHBOT suitability and treatment.
  • Appointment and booking information.
  • Payment and invoicing records.
  • Communications relating to your appointments and care.

We only aim to collect information that is relevant and necessary for providing appropriate treatment, managing appointments and running our clinic.

3. Why We Collect Your Information

We use your personal information to:

  • Arrange and manage appointments.
  • Assess injuries and health concerns.
  • Provide appropriate sports therapy and rehabilitation.
  • Establish suitability for treatments, including mHBOT.
  • Maintain accurate clinical records.
  • Monitor rehabilitation progress.
  • Communicate about appointments and treatment.
  • Maintain financial and administrative records.
  • Meet applicable legal, insurance and professional responsibilities.

We do not sell patient information to third parties or use clinical records for unrelated marketing purposes.

4. Our Legal Basis for Processing Information

Under UK GDPR, we must have an appropriate lawful basis for collecting and processing personal information.

Depending on the circumstances, these may include:

Contractual necessity: To arrange appointments and provide the services requested by clients.

Legal obligations: To comply with applicable legal, tax and record-keeping responsibilities.

Legitimate interests: To respond to enquiries, maintain clinic security and manage our business where those interests do not override individuals’ rights.

Consent: Where specific consent is required for a particular use of personal information.

Health information is classified as special-category personal data and receives additional protection.

We process health information only where an appropriate condition under Article 9 of UK GDPR applies, such as the provision of healthcare or treatment where the relevant legal and confidentiality requirements are met, or explicit consent where appropriate.

Clinical treatment consent and data protection consent are separate matters.

5. How Your Clinical Records Are Stored

All patient clinical records are maintained using Cliniko, our specialist practice management system.

This includes:

  • Initial consultation and assessment notes.
  • Treatment and rehabilitation records.
  • Medical history questionnaires.
  • Consent forms.
  • mHBOT medical screening and treatment forms.
  • Appointment and patient management information.

Cliniko provides security measures designed to protect patient information, including access controls and secure data storage.

Access to clinical records is restricted to authorised individuals who require the information for providing treatment or managing clinic services.

Although Cliniko processes and stores this information on our behalf, Mike Gould Sports Therapy Limited remains responsible for its appropriate use and handling.

For more information:

Cliniko Privacy Policy

Cliniko UK Data Processing Addendum

6. AI-Assisted Clinical Documentation – Heidi Health

To help maintain accurate and efficient clinical records, we use Heidi Health, an AI-assisted clinical documentation service.

During consultations, Heidi may listen to and transcribe relevant conversations in real time to assist with preparing clinical notes.

Audio recordings are not retained as part of our normal Heidi workflow.

Clinical notes generated using Heidi are reviewed before being transferred into the patient’s permanent clinical record in Cliniko.

Following the transfer, we delete the corresponding Heidi notes and consultation session from our account.

Heidi processes consultation information in accordance with its applicable privacy and data protection arrangements. Deletion from our account may be subject to the provider’s own technical retention and backup procedures.

Heidi is used to assist documentation, not to replace professional clinical judgement. Assessment and treatment decisions remain the responsibility of the treating practitioner.

For further information:

Heidi Health Privacy Policy

Heidi Health UK GDPR Compliance Policy

7. How Long We Keep Your Records

Mike Gould Sports Therapy Limited follows the professional record-retention guidance of the Sports Therapy Association (STA).

Our intended clinical record-retention periods are:

Adult clients: Clinical records are retained for a minimum of seven years following the last treatment.

Children and young people: Records are retained until the client’s 26th birthday, consistent with STA guidance.

Terminally or seriously ill clients: Records may be retained indefinitely where justified by relevant professional guidance, clinical needs and applicable data protection requirements.

Records may also be kept longer where necessary because of an ongoing legal matter, insurance requirement or other legitimate obligation.

Clinical records are reviewed when their relevant retention period has expired. They are securely deleted or anonymised when there is no longer an appropriate reason to retain them.

Other information, such as appointment enquiries, correspondence and financial records, is retained according to its purpose and applicable legal or business requirements.

Sports Therapy Association – Code of Conduct and Ethics

8. Confidentiality and Sharing Information

All patient information is treated confidentially.

We may share relevant personal information with:

  • Cliniko, for clinical record storage and appointment management.
  • Heidi Health, for AI-assisted consultation documentation.
  • Other healthcare professionals where appropriate and legally permitted.
  • Professional indemnity insurers or legal advisers where necessary.
  • Regulatory or public authorities where disclosure is legally required.
  • Relevant business service providers where necessary for operating the clinic.

Information is shared only where there is an appropriate reason and lawful basis.

We do not sell personal information or disclose patient health records for unrelated commercial purposes.

9. International Data Processing

Some technology providers and their authorised subprocessors may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we require appropriate safeguards in accordance with applicable UK data protection legislation.

Cliniko provides a UK Data Processing Addendum addressing relevant international data protection requirements.

Further details are available through the privacy policies of Cliniko and Heidi Health linked above.

10. Website Contact Forms and Email Enquiries

If you contact us through our website contact form, by email or by telephone, we may collect your name, contact details and any information you choose to provide.

This information is used to respond to your enquiry, arrange appointments and provide relevant information about our services.

We ask that you avoid including unnecessary sensitive medical information in general website enquiries.

Where an enquiry leads to treatment, relevant clinical information may be transferred into your secure Cliniko patient record.

Website enquiries and email correspondence may also be processed through our website hosting and email service providers.

11. Your Data Protection Rights

Under UK GDPR, you have certain rights regarding your personal information.

Depending on the circumstances, these include:

  • Right of access: Request a copy of the personal information we hold about you.
  • Right to rectification: Ask for inaccurate or incomplete information to be corrected.
  • Right to erasure: Request deletion of information where applicable.
  • Right to restrict processing: Request restrictions on how your information is used.
  • Right to object: Object to certain types of processing.
  • Right to data portability: Request transfer of eligible information in certain circumstances.
  • Right to withdraw consent: Withdraw consent where processing relies on it.

These rights are subject to applicable legal requirements and exemptions.

For example, some clinical records must be retained to meet professional, legal or insurance obligations even where deletion is requested.

To exercise your rights, please contact:

mikegouldsportstherapy@gmail.com

We may need to verify your identity before releasing personal information.

We aim to respond to valid requests within one calendar month, subject to applicable legal provisions.

12. Keeping Your Information Secure

We take reasonable technical and organisational measures to protect personal information from unauthorised access, loss, misuse or disclosure.

These include:

  • Using specialist clinical record-management software.
  • Restricting access to authorised users.
  • Maintaining appropriate account security.
  • Keeping clinical information confidential.
  • Reviewing relevant data protection and professional requirements.
  • Using appropriate procedures for the secure handling and disposal of records.

While we take steps to protect information, no electronic system can be guaranteed to be completely free from risk.

13. Concerns and Complaints

If you have any questions or concerns about how your personal information is handled, please contact us directly.

Email: mikegouldsportstherapy@gmail.com
Telephone: 07934 788766

We will aim to investigate and respond appropriately to your concerns.

You also have the right to raise a complaint with the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.

Information Commissioner’s Office

We would appreciate the opportunity to address your concerns directly before you contact the ICO, although you are not required to do so.

14. Updates to This Policy

We may update this privacy policy periodically to reflect changes in our services, technology, professional guidance or legal requirements.

The latest version will be made available on our website.

Mike Gould Sports Therapy Limited
Committed to protecting your privacy and maintaining the confidentiality of your personal information.