Privacy Policy
We are subject to the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Our processing activities are notified to the Information Commissioner's Office (ICO). ICO registration number: ZB810952.
Data Handling
Data We Collect and Why
Health Assessment and Clinical Services
To provide physiotherapy and health services, we collect:
Full name, date of birth, contact details (address, telephone, email)
Health history, presenting complaint, symptoms, and medication (collected via a pre-assessment intake form completed before your first appointment)
Menopause symptom scores, musculoskeletal assessment findings, and physical test results
Body composition data (where relevant to your care)
GP or specialist details for onward referral
Signed consent forms and session notes
Enquiries and Communications
When you contact us by email, telephone, or through our website, we collect your name, contact details, and the content of your message. We use this to respond to you and, where relevant, to arrange an appointment.
Marketing and Newsletter
If you opt in to receive our newsletter or educational content, we hold your name and email address on our mailing list. You can unsubscribe at any time using the link in any email.
How We Store Your Data
Storage Locations
Clinical records are stored in a secure, password-protected folder in Microsoft OneDrive. Intake data is collected via Typeform, downloaded manually, and stored in OneDrive. Local copies are deleted once transferred.
We take reasonable technical and organisational measures to protect your data from unauthorised access, loss, or disclosure. All digital systems are password-protected and, where available, encrypted.
Retention Periods
We retain records for the following minimum periods, in line with professional guidance from the CSP:
Adult clinical records: 8 years from the date of last treatment
Financial and billing records: 6 years, in line with HMRC requirements
Marketing contact data: until you unsubscribe or request deletion
After the relevant retention period, records are securely deleted or destroyed.
Who We Share Your Data With
We do not sell your personal data. We share data only in the following circumstances:
Referral letters to your GP, a menopause specialist, or other health professionals — only with your explicit consent and knowledge of the referral content
Service providers who process data on our behalf (e.g. email platform, booking software) — only where a data processing agreement is in place
Statutory bodies where we have a legal obligation to disclose (e.g. safeguarding, court order)
Third-Party Services
Third-party platforms we currently use include Microsoft OneDrive (clinical record storage), Typeform (client intake forms), and Squarespace (website hosting and analytics). Each operates under its own privacy policy and, where applicable, a data processing agreement with us.
Our website may contain links to external websites. We are not responsible for the privacy practices of those sites and encourage you to read their privacy policies.
Website Privacy & Cookies
This Privacy Policy describes how your personal information is collected, used, and shared when you visit www.trainyourmenopause.com (the “Site”).
Data we collect
When you submit information to this website via webform, we collect the data requested in the webform in order to track and respond to your submissions. We share this information with Squarespace, our hosting provider, so that they can provide website services to us.
This website is hosted by Squarespace. Squarespace collects personal data when you visit this website, including:
Information about your browser, network and device
Web pages you visited prior to coming to this website
Web pages you view while on this website
Your IP address
Squarespace needs the data to run this website, and to protect and improve its platform and services. Squarespace analyses the data in a de-personalised form.
Cookies
This website uses cookies and similar technologies, which are small files or pieces of text that download to a device when a visitor accesses a website or app. For information about viewing the cookies dropped on your device, visit The cookies Squarespace uses.
These functional and required cookies are always used, which allow Squarespace, our hosting platform, to securely serve this website to you.
These analytics and performance cookies are used on this website, as described below, only when you acknowledge our cookie banner. This website uses analytics and performance cookies to view site traffic, activity, and other data.
Analytics
This website collects personal data to power our site analytics, including:
Information about your browser, network, and device
Web pages you visited prior to coming to this website
Your IP address
This information may also include details about your use of this website, including:
Clicks
Internal links
Pages visited
Scrolling
Searches
Timestamps
We share this information with Squarespace, our website analytics provider, to learn about site traffic and activity.
Contact Information
Train Your Menopause Ltd