Privacy Policy

To deliver rehabilitation and coaching we collect:

• Account — name, email, role, authentication metadata (JWT session, hashed password or Google identity).
• Health metrics — pain scores, fatigue, mood, sleep, range-of-motion tests, force-plate readings, wearable snapshots you connect (Apple Health / WHOOP / Garmin) and consent to share.
• Exercise + session logs — the programme you were prescribed, sets/reps completed, adherence timestamps, and any videos you record of yourself during a session.
• Communications — direct messages between you and your clinician, team-channel chat (clinicians only), and inquiries submitted via the public contact form.
• Optional profile fields — sport, main goal, GP details, NHS number if you volunteer them.

We use your data solely to adjust your rehabilitation plan and improve clinical outcomes. Concretely that means:

• Personalising the exercise programme your clinician approves for you.
• Flagging safety risks (e.g. pain spikes, poor-sleep streaks) so a human clinician can review.
• Powering the AI Recovery Coach — every AI suggestion is reviewed by a real clinician before being pushed to your plan.
• Sending appointment reminders and clinical follow-ups.
• Internal analytics on aggregated, non-identifiable outcomes.

Your data is encrypted in transit with TLS 1.2+ and encrypted at rest on managed cloud infrastructure. Passwords are hashed with bcrypt (never stored in plaintext).

Access to your clinical record is scoped by role — only clinicians assigned to your care can see your full profile, and every access is written to an append-only audit log. Admins can view billing + rota data but not raw clinical records unless they hold theclinical_adminflag, which is currently held by a single named account.

Under UK data protection law you have the right to:

• Access the personal data we hold about you — request a copy via your account settings or email functional.lab25@gmail.com.
• Rectify inaccurate data — edit your profile in-app or ask a clinician to correct clinical notes.
• Be forgotten — you can permanently delete your account and all associated data using theDelete my accountbutton in Security Settings. This action is irreversible and completes within 30 days.
• Object to specific processing (e.g. the AI Coach) — toggle that feature off in your consent preferences without losing access to the rest of the app.
• Withdraw consent for optional data (wearables, video recordings, marketing) at any time.
• Portability — export your exercise logs and messages as JSON.

We route strictly-scoped subsets of your data through the following processors, each covered by a data processing agreement:

• AI models (OpenAI, Anthropic, Google) — only the message text and structured metrics needed for a coaching turn. We never send your name, email, NHS number, address, or GP details to any AI provider.
• Stripe — payment card processing; we never see your full card number.
• Resend — transactional email (password resets, appointment reminders).
• Google Calendar / Outlook (optional) — appointment sync you explicitly connect.
• Emergent — the platform hosting our infrastructure and Google Sign-In broker.

We do not sell personal data. Ever.

Data controller: Functional LAB Ltd. · Privacy contact:functional.lab25@gmail.com

If you're unhappy with how we've handled your data you can complain to the UK Information Commissioner's Office at ico.org.uk.