KS Health Privacy Policy

Last updated: August 2026

At KS Health, we take your privacy and the confidentiality of your personal and health information seriously.

This Privacy Policy explains what information we collect, why we collect it, how it is used and stored, who it may be shared with and your rights in relation to your personal information.

Who We Are

KS Health provides physiotherapy, acupuncture, Clinical Pilates Fusion and related health and wellbeing services.

For the purposes of UK data protection law, KS Health is responsible for the personal information we collect and use in providing these services.

If you have any questions about this Privacy Policy or how your information is handled, please contact:

KS Health
Email: katie@kshealthhub.org

Information We Collect

Depending on the services you use, we may collect information including:

Your name, date of birth and contact details
Address and emergency contact details
GP, consultant or other healthcare professional details where relevant
Medical history, current and previous health conditions and injuries
Medication and allergy information
Information about your symptoms, assessment, treatment and progress
Clinical notes and treatment records
Information relevant to your participation in Clinical Pilates Fusion or other exercise programmes
Appointment and attendance information
Correspondence between you and KS Health
Payment and transaction information
Consent and intake forms
Photographs or videos where these are relevant to your care or exercise programme
Marketing preferences
Information you provide through our website, enquiry forms, email or other communications.

Health information is considered particularly sensitive personal information under UK data protection law and is treated accordingly.

Why We Use Your Information

We may use your information to:

Provide safe and appropriate assessment, treatment and exercise services
Maintain accurate clinical records
Manage appointments, classes and memberships
Contact you regarding your appointments or care
Send appointment confirmations and reminders
Respond to enquiries
Process payments and maintain financial records
Communicate with other healthcare professionals where appropriate
Meet our professional, regulatory, insurance, accounting and legal obligations
Improve and manage the services provided by KS Health
Send you information or marketing where you have chosen to receive it.

Our Lawful Basis for Using Your Information

We only use personal information where we have an appropriate lawful basis to do so.

Depending on the circumstances, this may include processing that is necessary:

To provide a service you have requested or to take steps before providing that service
To comply with a legal obligation
For the legitimate interests of operating and managing KS Health, where these interests do not override your rights
Where you have provided consent, for example for certain marketing communications.

Health information receives additional protection under UK data protection law. Where we process health information for the purposes of providing healthcare, assessment or treatment, we do so where this is necessary for the provision and management of healthcare and subject to our professional duties of confidentiality.

Where another legal basis or special category condition is appropriate, this will be applied accordingly.

Clinical Records

Clinical information and treatment notes are stored electronically using Nookal, our practice management system.

Access to clinical records is restricted to those who require access for legitimate purposes.

Clinical records are retained for an appropriate period in accordance with applicable legal, professional, regulatory and insurance requirements and are securely deleted or disposed of when they are no longer required.

Photographs, Videos & Exercise Programmes

Where appropriate, photographs or videos may be used as part of your assessment, treatment or exercise programme.

KS Health may also use Physitrack to provide individual exercise programmes and related content.

Clinical photographs, videos or other material relating to your care will not be published on social media, our website or used for promotional purposes without your permission.

Where separate consent is obtained for a photograph or video to be used publicly or for marketing purposes, you will be informed about the intended use.

Payments & Financial Information

Payments may be made through SumUp, Square, cash, cheque or bank transfer.

Payment providers may process information necessary to complete your transaction in accordance with their own privacy policies.

KS Health uses Xero and may also use spreadsheets for bookkeeping, accounting and financial administration.

We do not retain full payment card details ourselves where these are processed directly by a payment provider.

Website & Enquiries

If you contact KS Health through our website, by email or through an online enquiry form, we will use the information you provide to respond to your enquiry and, where appropriate, arrange or provide services.

Our website is hosted through Wix. Wix and associated services may process technical information when you use the website, such as information relating to your device, browser and website usage.

Where cookies or similar technologies are used, further information and choices will be provided through our website's cookie settings or cookie notice where required.

Email & Communications

KS Health uses email and other communication services to communicate with clients.

Please be aware that no method of electronic communication can be guaranteed to be completely secure. We take reasonable steps to protect confidential information and ask that particularly sensitive information is shared through appropriate channels where possible.

Marketing

KS Health may communicate information about services, classes, events or other relevant updates by email and through platforms such as Facebook and Instagram.

Where consent is required for direct marketing, we will only send these communications where the appropriate permission has been given.

You can change your marketing preferences or unsubscribe from marketing communications at any time.

Choosing not to receive marketing will not affect essential communications relating to your appointments, treatment, classes or membership.

Sharing Your Information

We do not sell your personal information.

Information may be shared where necessary with trusted organisations that help us provide or administer our services, which may include:

Nookal
Physitrack
Wix
SumUp
Square
Xero
Email and IT service providers
Accountants or other professional advisers.

Where appropriate and relevant to your care, information may also be shared with your GP, consultant or another healthcare professional. This would normally be discussed with you beforehand unless there is a legal, safeguarding or other overriding reason why this is not possible or appropriate.

We may also disclose information where required by law, a court, regulator, professional obligation or where necessary to protect someone's vital interests.

CCTV

CCTV operates outside the KS Health premises for security and crime-prevention purposes.

CCTV does not operate within the clinic or treatment areas.

Images are only accessed where there is an appropriate reason to do so and are retained only for as long as reasonably necessary for the purpose for which they were collected.

Keeping Your Information Secure

We take reasonable technical and organisational measures to protect personal and health information against unauthorised access, alteration, disclosure, loss or destruction.

Access to information is limited to those who have a legitimate need to access it.

Your Rights

Under UK data protection law, you may have rights in relation to your personal information, including the right to:

Ask for access to the personal information we hold about you
Ask for inaccurate information to be corrected
Ask for information to be deleted in certain circumstances
Ask us to restrict how your information is used in certain circumstances
Object to certain uses of your information
Request transfer of certain information where applicable
Withdraw consent where our use of your information is based on consent.

Some rights are subject to exemptions and may not apply in every situation. For example, we may be required to retain clinical records even if you ask us to delete them.

To exercise any of these rights, please contact katie@kshealthhub.org.

Concerns or Complaints

If you have concerns about how KS Health handles your personal information, please contact us first so that we have an opportunity to address your concerns.

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

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, systems or legal obligations.

The most recent version will be available on the KS Health website, with the date it was last updated shown at the top of this page.