Privacy Policy

Last Updated: 18 October 2026

At Ascencia Living, we are committed to protecting your privacy and handling your personal information with care and confidentiality. This Privacy Policy explains how we collect, use, store and protect your information, including your health records, in accordance with UK data protection legislation.

1. Who We Are

Ascencia Living is the trading name of Ascencia Living Limited, a company registered in England and Wales (Company No. 15136783), with its registered office at 27 Old Gloucester Street, London WC1N 3AX.

Ascencia Living Limited is the data controller responsible for your personal information. For any privacy-related enquiries, please contact admin@ascencialiving.com.

2. Information We Collect

To provide our sports therapy, rehabilitation, personal training and wellbeing services, we collect information necessary to deliver safe and effective care.

This may include your name, date of birth, contact details, emergency contact, GP details, medical history, injuries, medication, health questionnaires, treatment records, appointment history, payment information and correspondence.

We may also collect relevant information from healthcare professionals, employers arranging sessions, or parents and guardians where appropriate and lawful.

Our website may collect limited technical information through cookies and analytics technologies.

3. How We Use Your Information

We use your personal information to manage appointments, provide treatment, maintain clinical records, process payments, communicate with you and meet our legal and professional obligations.

Under UK GDPR, we process personal information on appropriate lawful grounds, including contractual necessity, legal obligations, legitimate interests and consent where applicable.

Health information receives additional protection as special-category data. Where the relevant legal requirements are met, we process it for healthcare purposes under Article 9(2)(h) of UK GDPR and applicable confidentiality obligations. Where this condition does not apply, we establish another appropriate legal condition before processing.

We may also use your contact information to send newsletters or promotional communications where you have provided consent. You can unsubscribe at any time.

4. How We Protect, Share and Retain Information

We take appropriate technical and organisational measures to protect your information against unauthorised access, loss, misuse or disclosure. Access is restricted to authorised individuals who require the information for legitimate professional or business purposes.

We may share information with trusted clinical management, payment processing, accounting, communication, clinical documentation and website service providers. We may also share relevant information with healthcare professionals, professional advisers or authorities where permitted or required by law.

Where an employer arranges your sessions, we may share booking and attendance information where lawful and necessary, but we do not ordinarily disclose your medical records to employers.

We never sell your personal information.

Some service providers may process information outside the United Kingdom. Where required, we protect international transfers through recognised legal safeguards, including UK adequacy regulations or approved international data transfer agreements. Further information about applicable safeguards is available upon request.

Clinical Recording and AI-Assisted Notes

With your separate consent, we may record consultations to prepare accurate clinical notes using AI-assisted transcription software.

Recording is optional and will not affect the standard of care you receive. Your Practitioner reviews and verifies clinical notes before adding them to your record. The audio recording and its raw transcript are deleted automatically by the transcription software within 30 days, once your Practitioner has written and checked the clinical note, and are not used to train AI models. The clinical note itself is part of your clinical record and is kept for seven years (see Information Retention). You may decline or withdraw recording consent at any time. Withdrawal does not affect processing already lawfully undertaken or clinical records that must be retained.

Information Retention

We retain personal information only for as long as necessary to provide our services and meet applicable legal or professional requirements.

Adult clinical records, including notes prepared from recorded sessions, are retained for seven years following the last session. Records for clients under eighteen are retained until their 25th birthday, or 26th birthday where treatment ended at age seventeen, subject to applicable requirements.

Financial records are generally retained for six years after the relevant financial year. Clinical recordings and transcripts are deleted within 30 days, workplace and event consent forms are retained for seven years, and event feedback and enquiries that do not result in bookings are generally retained for twelve months.

Marketing information is retained until you unsubscribe, subject to any necessary suppression records. Information may be retained longer where legally required or reasonably necessary for legal claims.

5. Your Privacy Rights

Under UK data protection law, you have the right, where applicable, to access your personal information, request corrections, request deletion, restrict or object to certain processing, and request the transfer of eligible information to another provider.

Where processing relies on your consent, you may withdraw that consent at any time. Certain rights may be limited by legal obligations, including clinical record-keeping requirements.

To exercise your rights, contact admin@ascencialiving.com. We normally respond within one month, subject to any legally permitted extension.

If you have concerns about how your information is handled, please contact us. We will acknowledge data protection complaints within 30 days, investigate them appropriately and respond without undue delay.

If you are unhappy with how we handle your information, you also have the right to complain to the Information Commissioner's Office (ICO).

6. Marketing, Cookies and Policy Updates

We only send marketing communications where we have an appropriate lawful basis. Our normal practice is to obtain your consent before subscribing you to newsletters or promotional emails. You may unsubscribe at any time without affecting your treatment or services.

Photos or video of you are taken and used for marketing as set out in clause 4.7 of our Terms of Service: only after your Practitioner has asked you verbally on the day. You may withdraw that permission at any time by emailing admin@ascencialiving.com, and we will stop using the material in anything new. Our website uses essential cookies and may use analytics and third-party technologies to understand website performance and display reviews. Non-essential cookies requiring consent will only be activated after you agree. You can manage or withdraw your preferences through our website's cookie settings, where further information about the technologies and their purposes is available.

We may update this Privacy Policy to reflect changes in our services, technology or legal requirements. The latest version will be available on our website, and we will provide additional notice where legally required.

For further information, please contact:

Ascencia Living Limited 27 Old Gloucester Street, London WC1N 3AX Email: admin@ascencialiving.com Website: www.ascencialiving.com