Privacy Notice
Last Updated: August 2026
Comments
I respect your privacy and am committed to protecting your personal information. This Privacy Notice explains what information I collect, why I collect it, how I use and protect it, how long I keep it, and your rights in relation to your information.
I am a sole trader providing massage therapy services and I am responsible for the personal information I collect and use in connection with my business.
Who I am
Business name: Wellness Massage Therapies
Massage therapist: Jane Harding
Email: wellnessmassagetherapies.jl@gmail.com
Telephone: 07459 585763
Business address: Droitwich, UK
If you have any questions about this Privacy Notice or how I handle your personal information, please contact me using the details above.
Information I collect
The information I collect depends on how you interact with my business.
Website enquiries
If you contact me using the enquiry or contact form on my website, I may collect:
- Your name
- Your email address
- The contents of your enquiry
Please avoid including detailed medical or other sensitive information in the website contact form unless it is specifically requested.
I use enquiry information to respond to your enquiry, provide information about my services and, where appropriate, arrange an appointment. I normally retain enquiry records for up to 12 months, unless the enquiry results in you becoming an active client. Where you become an active client, relevant information may be retained as part of your client records.
Online bookings
Appointments can be booked through my separate online booking system, Acuity Scheduling.
When you make a booking, information such as your:
- Name
- Telephone number
- Email address
- Appointment and booking information
may be collected and processed through Acuity Scheduling.
Acuity Scheduling is a service provided by Squarespace. Its own privacy information explains how it processes personal information.
Acuity Scheduling privacy information
I use booking information to manage appointments, communicate with clients about their bookings and maintain appropriate business and client records.
Booking profiles that have been inactive for more than 3 years will be removed, subject to any information that I am required to retain for legal, insurance, professional or other legitimate purposes.
Active client booking history is retained while you remain an active client.
Consultation and health information
At your first appointment, I complete a paper consultation form.
This may include:
- Your name
- Date of birth
- Occupation
- Address
- Emergency contact information
- Relevant medical or health information
- A summary of relevant medical issues
- Your signature
Some of this information, particularly information relating to your physical or mental health, is considered special category data under UK data protection law.
I collect and use relevant health information because it may be necessary to assess whether massage therapy is appropriate for you, identify relevant contraindications or precautions, provide treatment safely and appropriately, and maintain an accurate record of your treatment.
I only ask for information that is relevant to the provision of my services and will handle health information with particular care.
How I use Your Information
I may use your personal information to:
- Respond to enquiries
- Arrange and manage appointments
- Provide massage therapy services
- Assess relevant health information before and during treatment
- Identify contraindications, precautions or other factors relevant to treatment
- Contact you about appointments
- Maintain appropriate client and treatment records
- Deal with questions, complaints or concerns
- Meet relevant legal, professional and insurance requirements
- Protect your health and safety
- Respond appropriately to an emergency where necessary
I will not use your information for purposes that are incompatible with those described in this Privacy Notice unless I have a lawful basis to do so.
Legal bases for processing your information
UK data protection law requires me to have a lawful basis for collecting and using personal information.
Depending on the circumstances, I may rely on one or more of the following:
- Contract or steps before entering into a contract – for example, when using your contact details to arrange an appointment you have requested.
- Legitimate interests – for example, managing my business, communicating with clients and maintaining appropriate business records.
- Legal obligation – where I am required to retain or disclose information by law.
- Vital interests – where processing information is necessary to protect someone’s life in an emergency.
- Consent – where consent is the appropriate legal basis for a particular use of information.
Health information is treated as special category data and requires an additional legal condition for processing under UK data protection law. I will only process such information where the applicable requirements are met.
Sharing your information
I do not sell or rent your personal information.
I may share relevant personal information with third parties where this is necessary and lawful, including:
- Acuity Scheduling, which provides my online appointment booking system
- Website, email or IT service providers that process information on my behalf
- Professional advisers, such as an accountant, where appropriate
- My insurer or professional advisers where necessary
- Relevant authorities where I am legally required to provide information
- Emergency services or appropriate healthcare professionals where this is necessary to protect your health or safety
I will only share information that is reasonably necessary for the relevant purpose.
Where third-party service providers process personal information on my behalf, I expect them to handle that information in accordance with applicable data protection requirements.
How I protect your information
I take reasonable steps to protect your personal information against loss, theft, unauthorised access, alteration or disclosure.
Paper consultation and health records are stored securely and are only accessible to me, except where disclosure is lawful and necessary.
Electronic information is protected using appropriate security measures, including passwords and access controls.
No method of storing or transmitting information can be guaranteed to be completely secure, but I take reasonable steps to protect the information I hold.
How long I keep your information
I do not keep personal information indefinitely. I retain different types of information for different periods depending on why it was collected.
Website enquiries
Website enquiry records are retained for up to 12 months, unless the enquiry results in you becoming an active client. Relevant information may then form part of your client records.
Booking information
Active client booking history is retained while you remain an active client.
Booking profiles that have been inactive for more than 3 years will normally be removed.
This does not override any separate requirement to retain information for legal, insurance, professional or other legitimate purposes.
Paper consultation and health records
Paper consultation and health records are retained for 8 years following your last appointment or treatment.
This retention period is based on applicable record-keeping considerations, professional and insurance requirements and relevant legal limitation periods.
After the applicable retention period has expired, records will be securely destroyed unless there is a lawful reason to retain them for longer.
Cookies and website technologies
My website may use cookies or similar technologies.
I intend to keep the use of cookies and similar technologies to a minimum and do not intend to use analytics cookies where they are not necessary for the operation of the website.
However, my website may use essential cookies or technologies required for the website to function correctly, for security purposes or to provide services such as contact forms or online booking.
Third-party services used by my website may also set their own cookies or collect technical information. I will review these services and update this Privacy Notice or my cookie information where necessary.
If non-essential cookies are used, I will provide appropriate information and, where required by law, obtain your consent before using them.
Your data protection rights
Under UK data protection law, you may have rights including:
- The right to ask for a copy of the personal information I hold about you
- The right to ask me to correct inaccurate or incomplete information
- The right to ask me to delete your personal information in certain circumstances
- The right to ask me to restrict how I use your information in certain circumstances
- The right to object to certain processing
- The right to data portability in certain circumstances
- The right to withdraw consent where I am relying on consent as the legal basis for processing
These rights are subject to certain conditions and exemptions under data protection law. For example, I may need to retain certain information where I have a legal, professional or insurance obligation to do so.
If you wish to exercise one of your rights, please contact me using the contact details at the beginning of this Privacy Notice.
Complaints
If you have any concerns about how I have collected or used your personal information, please contact me in the first instance so that I can try to resolve your concern.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.
Further information about making a complaint is available from the ICO which is the UK’s independent regulator for data protection.
You can find information about making a complaint on the ICO’s website.
Information Commissioner’s Office (ICO)
Changes to this Privacy Notice
I may update this Privacy Notice from time to time to reflect changes to my services, the information I collect, how I use information, or changes in data protection law.
The latest version will be published on my website and will show the date it was last updated.