01. Introduction
At Functional Beings, protecting your personal data is a priority. This Privacy Policy explains how we collect, use, store, and protect your information when you use our website or engage with our services. We are committed to complying with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

02. What Data We Collect
We collect different types of personal data depending on how you interact with us.
Through our website (hosted by Wix):

• Full name

• Email address

• Phone number

• Booking and payment-related information (processed securely via Wix and its payment providers)

Through our clinical note system (Zanda):

• Health and wellbeing information relevant to providing sport therapy and manual therapy services

• Appointment records

• Notes shared by you during consultations

We do not collect or store medical diagnoses or provide medical treatment plans.

03. How We Use Your Data
Your data is used to:

• Process bookings and payments

• Schedule and manage appointments

• Provide safe and appropriate sport therapy, manual therapy, and movement-based services

• Communicate appointment confirmations, reminders, or service-related information

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04. Lawful Basis for Processing

Under data protection law, we process personal data on the following lawful bases:

• Contractual necessity: to manage bookings and provide the services you have requested

• Consent: where you have explicitly agreed to a particular use of your information

• Legal obligation: where processing is required by law

• Legitimate interests: for appropriate business administration, studio safety and security, including CCTV within designated general studio areas

Where we process health-related information, this is treated as special category data under UK GDPR. We process this information only where necessary for the services requested and where an appropriate Article 9 condition applies, including explicit consent where relevant.

05. How We Protect Your Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration, or disclosure.

• Wix: Website and booking-related data is processed and stored using secure systems with appropriate access controls and encryption.

• Zanda: Client records and health-related information are stored within a secure clinical records system with restricted authorised access.

• CCTV: CCTV footage is stored locally on an encrypted microSD card, remote viewing is encrypted in transit, and access is restricted to a password-protected authorised account operating through the studio’s private Wi-Fi network.

Access to personal data is limited to authorised persons only and is only provided where necessary for the operation of Functional Beings and the delivery of services.

06. Sharing Your Data
We only share your data when necessary:

• Payment information is processed securely through Wix and its payment providers

• Health-related information is not shared with third parties unless legally required or with your explicit consent

We do not sell or trade your personal data.

07. Your Rights

Under UK data protection law, you have rights in relation to your personal data. Depending on the circumstances, these may include the right to:

• Access the personal data we hold about you

• Request correction of inaccurate or incomplete information

• Request deletion of your personal data where applicable

• Request restriction of processing in certain circumstances

• Object to certain types of processing, including processing based on legitimate interests

• Request transfer of your personal data where the right to data portability applies

• Withdraw consent at any time where consent is the lawful basis for processing

• Lodge a complaint with the Information Commissioner’s Office (ICO) if you are concerned about how your personal data has been handled

To exercise any of these rights, please contact: functional.beings@gmail.com
These rights are subject to certain legal limitations and exemptions.

08. Cookies
Our website uses essential cookies to ensure proper functionality. Non-essential cookies (such as analytics) are only used where consent has been provided via our cookie consent banner. You can manage or withdraw cookie preferences at any time through your browser settings.

09. Data Retention
We retain personal data only for as long as necessary to provide our services and comply with legal obligations.
 Health-related records are retained in accordance with professional and legal requirements applicable to sport and manual therapy services.

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10. CCTV

Functional Beings operates video-only CCTV within designated general studio, training and lounge areas.

• Lawful basis: CCTV is processed under our legitimate interests for safety, security, asset protection and incident investigation.

• Data minimisation and privacy by design: Treatment and changing areas are outside the recorded field of view. Digital privacy masking is applied to relevant reflection areas, and no audio is recorded.

• Storage and security: Footage is stored locally on an encrypted microSD card, remote viewing is encrypted in transit, access is restricted to a password-protected authorised account, and the system operates through the studio’s private Wi-Fi network.

• Retention: Recordings are normally overwritten automatically after approximately 10 days and are not retained longer than around two weeks unless preservation is required for a specific incident, legal matter or formal request.

• Monitoring: Footage is not routinely monitored and is only accessed where there is a genuine safety, security or incident-related reason.

CCTV signage is displayed at the premises, and further information is available on request.

11. Contact
If you have any questions about this Privacy Policy or how your data is handled, please contact: functional.beings@gmail.com