Physio Mappers is operated by Physio Matters ("we", "us", or "our"). We are committed to protecting and preserving the privacy of clinic owners and patients who use our platform or communicate with us electronically.

This policy sets out how we process any personal data we collect from you, or that you provide to us, through the Physio Mappers website and platform. We confirm that we will keep your information secure and that we will comply fully with all applicable UK Data Protection legislation, including the UK GDPR and the Data Protection Act 2018. Please read the following carefully to understand what happens to personal data that you choose to provide to us, or that we collect from you when you visit this site. By using our website, you accept and consent to the practices described in this policy.

Types of information we may collect from you

1. Information clinic owners supply to us

When you register a clinic on Physio Mappers, you provide us with information including your name, email address, phone number, clinic name, clinic address, services offered, specialisms, and business membership details (e.g. Physio First membership number). If you upgrade to the Silver tier, our payment processor (Stripe) collects your billing details on our behalf — we never see or store your card data.

2. Information our website automatically collects

With regard to each visit to our website we may automatically collect:

• Technical information, including a truncated and anonymised version of your Internet protocol (IP) address, browser type and version, operating system, and platform.
• Information about your visit, including the pages you view, how long you spend on the site, how you arrived (referring URL, date, and time), page response times, length of visit, what you click on, and any download errors.

Cookies

Our website uses cookies to distinguish you from other users. This helps us provide a good browsing experience and allows us to improve our site. For full details of the cookies we use and the purposes for which we use them, see our Cookie Policy.

How we may use the information we collect

We use your information to:

• Provide you with the directory listing and other services you have requested.
• Administer the platform, including troubleshooting, account management, and statistical analysis.
• Process your Silver tier subscription payments via Stripe and send you the corresponding receipts and renewal notices.
• Improve our site so that content is presented in the most effective way for you and your device.
• Keep our service safe and secure, including security monitoring and debugging.
• Respond to enquiries you submit via the platform.

We use Microsoft Clarity to understand how visitors interact with our site through anonymised session recordings and heatmaps. This information is collected anonymously and is not linked to data that identifies you as an individual. You can read Microsoft's privacy statement at privacy.microsoft.com/en-gb/privacystatement.

Public clinic listings

Information you submit as a clinic owner for the purpose of being listed in the public directory — including clinic name, address, services, opening hours, and contact details — will be displayed publicly on the Physio Mappers website. We may also enrich this information with publicly available data sourced from Google Places (e.g. business hours, photos, and reviews). Personal account details such as your email address and phone number are not displayed publicly unless you explicitly include them in your listing copy.

Disclosure of your information

Any information you provide will be stored on secure servers operated by trusted third-party hosting providers. We share information with the following categories of third parties strictly for the purpose of operating the service:

• Stripe — for processing Silver tier subscription payments.
• Google Places — to enrich public clinic listings with publicly available business data.
• Microsoft Clarity — for anonymised session analytics and heatmaps.
• Email and hosting providers — to deliver transactional emails and host the website.

We do not rent, sell, or share your personal information with non-affiliated companies for their own marketing purposes. We will use all reasonable efforts to ensure that your personal data is not disclosed to regional or national institutions or authorities unless required by law or other regulations.

Unfortunately, the transmission of information via the internet is never completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of data transmitted to our site; any transmission is at your own risk. Once we have received your information, we use strict procedures and security features to prevent unauthorised access.

How long we keep your information

We retain personal data only for as long as necessary to provide our services and meet our legal obligations:

• Clinic owner accounts — for as long as your listing is active, plus a reasonable period afterwards for accounting and tax purposes.
• Billing records — for the period required by HMRC and applicable accounting rules.

Third party links

Our site may, from time to time, contain links to and from third party websites — including links to clinics' own websites. If you follow a link to any of these websites, please note that they have their own privacy policies. We do not accept any responsibility or liability for those policies. Please review them before submitting any personal data to those sites.

Your rights — access to your personal data

You have the right to ensure that your personal data is being processed lawfully ("Subject Access Right"). Your subject access right can be exercised in accordance with UK data protection laws and regulations. Any subject access request must be made in writing to us at the email address listed at the bottom of this page. We will provide your personal data to you within the statutory time frames. To enable us to trace any of your personal data that we may be holding, we may need to request further information from you.

Under UK GDPR you also have the right to request rectification, erasure, restriction of processing, data portability, and to object to processing. If you have a complaint about how we have used your information, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by email. Please check back periodically to see any updates or changes.

Contact

Questions, comments, and requests regarding this privacy policy are welcomed and should be submitted to:

Email: info@physio-matters.com

Last updated: 28 May 2026