Privacy

Privacy notice

Move Well Physiotherapy collects only the information needed to run your appointments and rehabilitation diary. This page explains what we collect, why, who can see it, and how to ask us to remove it.

What we collect

• Account details: your name, email address, optional phone number and a hashed password (we never store your password in readable form).
• Appointments: the service, date, time and any notes for the bookings you make.
• Rehabilitation diary: the symptoms and severity levels you record, your notes, and any recovery photos you choose to upload. This is health-related information, and the notes and photos are optional.
• Contact form: the name, email, optional phone number and message you send us.

Why we collect it

To manage your account and bookings, to let you track and review your recovery, to reply to your enquiries, and to send password-reset emails when you ask for one. We do not use your information for advertising or analytics, and we do not sell it.

Who can see it

• You and the clinicians assigned to your care can access your diary entries and recovery photos through authenticated pages. Photos are not publicly accessible by link.
• Clinic administrators can see your account details, appointments, and contact-form messages so they can run the clinic.
• Password-reset emails are sent to your account email address using the clinic's email service. They include your name and reset link, and do not include diary information.
• The contact form uses Google reCAPTCHA to prevent automated submissions. Google processes technical information from your browser and uses cookies for this verification. Our server sends Google the verification token; it does not include your contact message, account details or diary information. Google's Privacy Policy and Terms of Service apply to this service.

Educational resources and videos

Videos uploaded by administrators are stored on our website server and are available to all active, signed-in members when published. External guides open on the named source website. Official videos may use Brightcove or YouTube, loaded only when you choose “Load video”. The provider then receives technical information such as your IP address and browser details and may use its own cookies. We do not attach your account details, bookings, diary entries, notes or messages to these requests. Source links and Brightcove frames suppress the referring page address; YouTube receives only our site's origin, without the page path or its query parameters. When live official-source search is enabled, your search keywords are sent to Brave Search through our server, without attaching your account or patient records. Use general topics, and do not enter names, contact details or personal medical history. We do not save or cache the external search results in our resource library. Brave may retain submitted queries for up to 90 days for billing and troubleshooting; see the Brave Search API privacy notice. The NHS privacy policy and Brightcove privacy policy, and Google's Privacy Policy explain processing by those video providers.

Administrators can optionally use Google's Gemini API to suggest descriptions and categories for a fixed catalog of public resources. Only the original public title, description, resource type and source name are sent. Your personal information and staff's editable text are excluded. Google may use free-tier API inputs and outputs for service improvement, including human review, under the Gemini API terms. Administrators choose whether to apply and save a suggestion; the helper does not automatically publish resources and is not used for member searches. Official search results do not require individual staff review, and administrators can publish their own uploaded videos without official-source approval.

How long we keep it

Contact enquiries are stored until manually removed by the clinic, including messages submitted without an account. There is currently no automatic deletion schedule for enquiries. Ask us to correct or remove a message using the contact details you supplied with it.

Security logs record sign-in outcomes, sign-outs, password-reset activity and administrator access. They use internal account IDs and keyed references for account names and network addresses, and exclude passwords, reset tokens and message content. These records help investigate suspicious activity. The dedicated security log rotates at 10 MB and retains up to seven previous files; this is a size-based limit, not an automatic time-based deletion schedule.

Your information is kept while your account is active. There is no automatic deletion at present, so please ask us if you would like your account, diary entries and photos removed.

Your choices and questions

To ask what we hold about you, to correct it, or to request deletion, please contact us. You can also update your name, email and phone number yourself from your profile after logging in.