Effective date: 01/08/2026
This Privacy Policy applies to www.retroflexrehab.com and to the coaching services, communications, handbook, and tracker provided by Retroflex Rehab ("Retroflex Rehab", "we", "our", or "us").
We take your privacy seriously. This policy explains what personal information we collect, why we collect it, how we use it, and what rights you have over it, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Retroflex Rehab is a rehabilitation and movement coaching service run by George Selwood as a sole trader, of Flat 9 Oakridge House, Gerrards Cross, SL9 8ES.
Retroflex Rehab holds professional indemnity insurance and is an active member of the Society of Sports Therapists.
For any questions about this policy or your personal information, contact us at [email protected].
We may collect the following information about you:
Personal information: your name, email address, phone number, and any other identifying details you give us when you enquire about or sign up for coaching.
Health and injury information: details you share with us about your current or past injuries, pain, or physical condition, and how these affect you. This isn't limited to any one injury type - it may cover back, neck, shoulder, hip, knee, or other musculoskeletal pain, previous treatment such as physiotherapy or osteopathy, surgery, injury duration, and how your symptoms affect your training, sport, or daily life.
Progress and tracking data: the exercise, pain score, load, sleep, stress, and confidence data you log as part of your coaching, typically recorded in a Google Sheets tracker set up for your coaching relationship with us.
Video submissions: videos you send us of your movement, exercises, or technique for review as part of your coaching, typically shared via Propane / Pulse or email. Because these videos can show an injury or how it affects your movement, we treat them the same way as other health information (see section 6).
Communications and user content: messages, emails, DMs (for example via Instagram), testimonials, feedback, or survey responses you send us.
Payment information: billing details needed to process your coaching fees. Card and payment details are handled by our payment provider, Stripe, and are not stored directly by us.
Website and technical data: if you visit our website, we may collect standard technical data such as browser type, device type, and pages visited, generally through cookies or similar technologies (see section 9).
Directly from you - for example when you message us, complete an enquiry form, sign up for coaching, or take part in check-ins.
Automatically - if you visit our website, through cookies or similar tracking technologies.
From third parties who help us run the business - such as our booking, payment, or email tools.
To assess whether our coaching is a good fit for you and respond to enquiries
To deliver, personalise, and manage your coaching programme, including your handbook and tracker
To communicate with you about your programme, check-ins, and support
To process payments for coaching services
To improve our coaching methods, content, and service based on client feedback and outcomes
To send updates, tips, or marketing about our services, where you've agreed to receive these - you can opt out at any time
To meet our legal, accounting, and insurance obligations
Under the UK GDPR, we rely on the following legal bases to process your personal information:
Consent - for example, when you share health information with us, or opt in to marketing communications.
Performance of a contract - to provide the coaching services you've signed up for.
Legitimate interests - for example, to improve our coaching service and understand how our programmes are working, where this doesn't override your rights and interests.
Legal obligation - where we need to keep or share information to comply with the law, for example accounting requirements.
Because information about your injuries, pain, and physical condition relates to your health, it's classed as "special category data" under Article 9 of the UK GDPR, which requires a higher level of protection. This includes any videos you send us of your movement, exercises, or technique for review, since these can reveal health-related information about your injury as well as show what you look like.
We only collect and use your health-related information with your explicit consent. You give this consent when you provide this information to us as part of your intake, check-ins, or ongoing coaching. You can withdraw consent at any time by emailing [email protected], though this may affect our ability to coach you safely and effectively.
We don't treat this information as a clinical or medical record, and Retroflex Rehab doesn't provide medical diagnosis or treatment. Our coaching is a movement and rehabilitation support service, not a substitute for advice from a doctor, physiotherapist, or other qualified healthcare professional.
We may share your information with trusted third parties who help us run Retroflex Rehab, including:
Propane / Pulse - our booking, website, and email/CRM platform, used to manage appointments, host our website, and communicate with clients
Stripe - to process coaching payments
Google (Google Sheets / Google Workspace) - to host your personal exercise and progress tracker
We only share what these providers need to do their job, and we expect them to keep your information secure and confidential. We don't sell your personal information, and we don't share your health information with anyone outside of running your coaching programme without your consent, except where we're required to by law.
Some of the providers we use (for example, Google) may store or process information outside the UK. Where this happens, we make sure appropriate safeguards are in place, such as the UK International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses, or reliance on a provider covered by UK adequacy regulations.
If you visit our website, we may use cookies or similar technologies to help the site work properly and to understand how it's used, in line with the Privacy and Electronic Communications Regulations (PECR). You can control or disable cookies through your browser settings; some parts of the website may not work as intended if you do.
We keep your information for as long as we need it to provide your coaching, and afterwards for a further period to meet our legal, accounting, and insurance obligations - generally no more than seven years from the end of our coaching relationship. Your Google Sheets tracker lives in your own Google account, so it stays yours to keep or delete once coaching ends. If you'd like us to delete your information sooner, contact us and we'll do so unless we're required by law to keep it.
Under the UK GDPR, you have the right to:
Access the personal information we hold about you
Ask us to correct inaccurate information
Ask us to delete your information (the "right to be forgotten")
Ask us to restrict how we use your information
Object to us using your information, including for marketing
Ask for your information in a portable format
Withdraw consent at any time, where we rely on consent
Complain to the Information Commissioner's Office (ICO) if you think we've handled your information incorrectly - ico.org.uk or 0303 123 1113
To exercise any of these rights, email us at [email protected]. We'll respond within one month.
We take reasonable steps to protect your information, including restricting access to those who need it and using secure tools to store and share data. No method of storing or sending information online is completely secure, so we can't guarantee absolute security - but we take your privacy seriously and act quickly if anything goes wrong.
Our services are intended for adults aged 18 and over. We don't knowingly collect information from children. If you believe a child has given us personal information, please contact us and we'll delete it.
We may update this policy from time to time. We'll post any changes here with an updated effective date. Continuing to use our services after a change means you accept the updated policy.
If you have any questions, requests, or concerns about this policy or your personal information, contact us at:
Email: [email protected]
Instagram: @retroflexrehab
Website: www.retroflexrehab.com