1. Who is responsible
Ascension Sports Therapy, operated by Dee Olympio in London, is the controller of the practice information described in this notice. For privacy questions or requests, contact dee@ascensionsportstherapy.co.uk.
This policy covers the AST website, enquiries, AAP and AMS applications and clinical care. Body Map is a separate application with its own privacy information. It is not covered by a claim that all data stays on your device.
2. Information you provide
Enquiries and applications may include your name, contact details, health or injury history, symptoms, physical demands, goals and answers to the application questions. The AAP and AMS forms can include anatomical regions and symptom categories selected in their Body Maps.
Dee uses this information to review suitability, respond to you, arrange an assessment where appropriate and inform your care. Treatment notes, appointment information and relevant correspondence support continuity of care.
The application Body Maps are part of those forms. They are distinct from the independent Ascension Body Map product.
3. Why we use this information
Contact and application information is used to take steps at your request before providing a service and to administer an agreed service. Clinical information is used for assessment and care.
Draft review point: Article 6(1)(b) of UK GDPR is the proposed basis for processing necessary to take those requested steps or provide an agreed service. A separate Article 9 condition is needed for health information. Article 9(2)(h) has been proposed but has not been verified as applicable to AST. The founder or an appropriate specialist must confirm the lawful basis for each purpose, the applicable special-category condition and the confidentiality safeguard required for AST’s actual professional status. This draft does not assert that professional confidentiality alone establishes eligibility.
Relevant records are also used where necessary to meet legal obligations. Information is not used for unsolicited marketing without your explicit consent, or sold to others for their own commercial use.
4. Applications and email
The AAP and AMS forms are hosted on Netlify. When you submit, EmailJS processes the submission for delivery to the practice email address, dee@ascensionsportstherapy.co.uk. The answers and any selected Body Map flags are included in that email and reviewed by Dee.
Application information is therefore transmitted to service providers and received by the practice; it is not confined to your device. Email delivery, storage and associated technical records are separate from the website’s anonymous download counter.
EmailJS’s privacy information describes request records, US processing and its international-transfer safeguards. These provider arrangements do not change your ability to contact AST about your information.
5. Hosting, service providers and disclosures
Netlify hosts the website, applications and guide counter. Hosting requests necessarily pass technical information, including IP addresses, to the provider for delivery, security and operation. This is separate from the custom download tally. See Netlify’s privacy information.
Microsoft 365 is the practice’s email-hosting provider and processes practice messages and attachments, including application emails delivered through EmailJS.
Square Appointments is the practice’s existing appointment-booking and payment provider. Accepted AAP applicants receive its private booking link by email. The booking process collects contact details, the selected service and appointment, payment information and any appointment note you choose to provide. Square processes this information to arrange the appointment and payment; AST receives booking and payment information to administer your appointment. The separate Square booking site has its own privacy and cookie information.
Service providers receive information needed to operate these services. Information may also be disclosed where required by law or for a safeguarding concern.
International processing can occur through these providers, including EmailJS’s US infrastructure. This policy does not promise that all information is stored in the UK.
Draft review point: The applicable provider roles, account-level processing agreements, coverage of applicant health information and international-transfer arrangements remain to be confirmed, including for EmailJS, Microsoft 365, Netlify and Square. Naming a provider or linking its privacy notice does not establish that AST has verified those arrangements.
6. The First 72 Hours and website privacy
The guide is available without registration, payment or an email address. The website’s custom counter records anonymous request tallies grouped by date. It does not collect names, email addresses, IP addresses, visitor identifiers, device details or browsing histories, and does not use cookies, browser storage or fingerprinting.
Counts can include repeated requests, automated traffic and probes. They do not represent unique people, completed downloads or reads. Anonymous tallies are retained for historical reporting and are available only to authorised administrators.
You can use the direct PDF link without adding to that counter. Downloads remain available if counting fails. Read the full download privacy notice for the direct link and further details.
The custom counter is separate from optional website analytics. On the main AST website, Google Analytics 4 is loaded only after you accept analytics cookies. If you reject or have not chosen, we do not load the Google tag or send analytics requests. Temporary Netlify addresses do not send analytics, even if you accept.
Optional analytics and cookie preferences
With your consent, Google Analytics helps us understand website use, such as pages viewed and interactions. Requests include technical information such as browser and device details, cookie identifiers and your IP address in transit to Google. We do not add application answers, health information or contact details to analytics. Page addresses sent by our configuration exclude query strings and fragments. Advertising storage, advertising personalisation and Google signals are disabled.
We remember your Accept or Reject choice in this browser’s local storage for 180 days, solely to honour your preference. Google’s first-party analytics cookies (including _ga and _ga_DG7GVK0EMP) are set only after acceptance, with a 180-day expiry that may be renewed on visits. Browser storage controls can remove these sooner. Cookie lifetimes are not the same as Google’s account-level data retention settings; those settings have not been independently verified here.
You can change or withdraw consent using Cookie preferences in the footer. Rejecting stops future analytics collection from this website and removes its accessible Google Analytics cookies; it does not remove information already received by Google. The guide and the rest of the website remain available without analytics consent. If browser storage is unavailable, your choice may need to be made again on another page.
Google processes analytics information under its applicable service terms and may process it internationally. See Google’s privacy information and how Google uses information from partner sites. This notice does not assert that account-level processing or transfer arrangements have been independently confirmed. Separate applications and third-party booking sites have their own privacy and cookie information.
7. Independent Body Map
The independent Ascension Body Map has its own account, access, Body History and Check-In features. Its privacy information explains how information within that product is handled. Opening that product is separate from submitting an AAP or AMS application.
8. Keeping information
Proposed retention policy, pending confirmation: Clinical records would be retained for a minimum of seven years from the last appointment, subject to any applicable requirement to retain them longer. Relevant health-related correspondence forming part of the clinical record would follow the same policy.
For enquiries or applications that do not lead to a service, the proposed retention period is 12 months from the enquiry. If an application leads to care, information forming part of the clinical record would follow the clinical retention policy. These periods have not been verified as current operational practice, and this draft does not promise automatic deletion.
Historical sales and accounting records are separate from this website. Retirement of an old website does not delete those records. Their retention depends on the record’s purpose and applicable accounting or legal requirements.
Draft review point: The founder must confirm the record locations, access protections, retention periods and review/deletion process, including practice email, attachments, clinical files, backups and Square booking/payment records. Application emails pass through and are held by the email services described above. Provider technical records have their own retention arrangements; those periods and any deletion limits need confirmation.
9. Your choices and rights
You can contact dee@ascensionsportstherapy.co.uk to request access to your information, correction, restriction, deletion or portability, or to object to processing where the relevant right applies. Where processing relies on consent, you may withdraw that consent. Some records may need to be retained despite a deletion request.
If you are unhappy with the response, you can raise a concern with the Information Commissioner’s Office.
10. Updates and contact
This notice may be updated to reflect changes in the practice or its services. The date above identifies this version. Contact dee@ascensionsportstherapy.co.uk if you need help understanding how your information is used.
See also Terms & Conditions and Recovery Guide download privacy.