How we look after
your information.

Vortex Rehab & Performance Ltd is the controller of your personal information. That means we decide how and why it's used, and we're responsible for looking after it.

• Company number 16828461, registered in England and Wales
• Registered office: 23 Saturn Road, Mansfield, NG18 6AY
• Clinic: Manor House Fitness, Fountain Court, Darwin Dr, New Ollerton, Newark NG22 9GS
• Data protection contact: Daniel Turner, Director, daniel@vortexphysio.co.uk

It covers the information you give us when you use this website, enquire, book a free call, message or phone us, and the booking and review messages we send.

Your clinical records (your assessment, treatment notes and exercise programmes) are kept separately in our clinical system, Rehab Guru. They never pass into the website, our enquiry and messaging systems, or any AI tool. See "Your clinical records" below.

• Your name, email address and mobile number
• What you tell us about why you're getting in touch, in a form, message or call
• The date, time and type of any free call or appointment you book
• How you found us (for example Google, Instagram or a recommendation), so we know what's working
• Your contact preferences and any consents you give
• From December 2026: recordings and transcripts of calls to our phone line, and messages sent through website chat and WhatsApp

Our forms don't ask for medical details. If you choose to tell us about an injury or symptoms, we use that only to reply to you and book the right next step.

• To reply to your enquiry and book your free call or appointment: because you've asked us to, as a step before providing a service (Article 6(1)(b) UK GDPR)
• To send booking confirmations and reminders: to provide the service you've booked (Article 6(1)(b))
• To ask for a review after treatment, and to see which sources bring us enquiries: our legitimate interest in running and improving a small clinic, which we balance against your interests (Article 6(1)(f)). You can tell us to stop at any time
• To send news or offers: only if you've opted in (Article 6(1)(a)). We don't currently send marketing

Health information you choose to share is special category data. We use it under Article 9(2)(h) UK GDPR and the Data Protection Act 2018, for the provision of health care by a registered health professional.

We don't sell your information or share it for anyone else's marketing. A small number of trusted providers handle it on our behalf, under written contracts that only let them use it to provide their service to us:

• Worth AI Ltd (Wakefield, UK): builds and runs our website, enquiry and messaging systems
• HighLevel Inc. (GoHighLevel): our customer system, booking calendar, forms, email, SMS and phone line. Processed in the US
• Google: email, calendar and Google Meet for free calls. Processed in the UK, EEA and US
• Meta (WhatsApp Business), from December 2026: WhatsApp messages. Processed in the EEA and US
• Rehab Guru: our clinical record and treatment booking system, when you book a treatment

Worth AI also uses AI assistants to help organise our project work. Personal information is kept to a minimum and is never used to train AI models. None of our systems make automated decisions about you.

Some of our providers process information in the US or the EEA. Where they do, the transfer is protected by a recognised safeguard, such as UK adequacy regulations (including the UK Extension to the EU-US Data Privacy Framework) or the UK International Data Transfer Agreement, set out in each provider's data processing terms.

• Enquiries that don't lead to a booking: deleted or anonymised 24 months after we last heard from you
• Call recordings: 90 days
• Booking and message history for patients: for as long as you're a patient, then in line with your clinical record

As an HCPC-registered physiotherapist, Daniel keeps clinical records of your assessment and treatment. They're held securely in Rehab Guru, used only for your care, and kept for as long as professional guidance requires.

They're never copied into our website, enquiry or messaging systems, or into any AI tool.

You have the right to:

• ask for a copy of the information we hold about you
• ask us to correct anything that's wrong
• ask us to delete it, or to restrict how we use it
• object to us using it for our legitimate interests, including review requests
• withdraw any consent you've given, at any time
• ask for information you gave us to be passed to you or another organisation

Email daniel@vortexphysio.co.uk. We'll reply within one month, and it's free.

This website doesn't use advertising or tracking cookies. Our booking calendar and enquiry form are provided by HighLevel and may set cookies that are strictly necessary for them to work. Booking a treatment takes you to Rehab Guru's site, which has its own privacy and cookie notice.

Access to your information is limited to Daniel and the people who build and support our systems, and our providers protect it with industry-standard security. If something goes wrong that puts your information at risk, we'll act quickly and tell you and the ICO where the law requires it.

If you have a question or a concern about how we use your information, please talk to us first: daniel@vortexphysio.co.uk.

You can also complain to the Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint, or 0303 123 1113.

We'll update this notice when how we use your information changes, for example when new features go live. The date at the top shows when it last changed.