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Privacy Policy

Bay View Retreat – Reiki & Reflexology Last updated: [DATE]

1. Who we are

Bay View Retreat is a reflexology and reiki practice operated by Rhian Havercroft (“we”, “us”, “our”), based at 19 Pentyla Road, Cockett, Swansea SA2 0YL. Rhian Havercroft is the data controller responsible for your personal data.

If you have any questions about this policy or how your information is handled, please contact:

  • Email: Rhian@bay-viewretreat.co.uk
  • Phone: 07957 726848
  • Post: Bay View Retreat, 19 Pentyla Road, Cockett, Swansea SA2 0YL

2. What information we collect

Website enquiries. When you use the contact form on this website, or contact us by phone, text, or email, we collect your name, email address, phone number, and the content of your message.

Booking and appointment information. When you book a treatment, we record your contact details, appointment dates and times, and any communication about your booking.

Health information. Before your first treatment, we take a full medical history and ask you to sign a consent form. This may include information about your medical conditions, medications, pregnancy status, and general health and wellbeing. This is classed as special category data under UK data protection law and is given extra protection (see section 4). We also keep brief treatment notes after each session to plan and tailor your care.

Payment information. We keep records of payments for treatments and gift vouchers for accounting purposes. We do not store card details.

Reviews and testimonials. If you choose to leave a review, we may publish it on this website or on our social media pages with your consent.

Website usage. Our website may collect limited technical information such as your IP address and browser type through cookies and analytics (see section 9).

3. How we use your information and our lawful bases

Under the UK General Data Protection Regulation (UK GDPR), we must have a lawful basis for using your personal data. We use your information to:

  • Respond to enquiries and manage bookings — lawful basis: taking steps to enter into and perform a contract with you (Article 6(1)(b)), and our legitimate interest in running the practice (Article 6(1)(f)).
  • Provide safe and appropriate treatments — we use your health information to check for contraindications, adapt treatments where necessary, and plan your ongoing care. Lawful basis: your explicit consent (Article 9(2)(a)), which you give when signing the consent form before treatment.
  • Keep records required by our professional and insurance obligations — lawful basis: legitimate interests and, where applicable, legal obligation (Article 6(1)(c)).
  • Send appointment reminders and respond to your messages — lawful basis: performance of a contract and legitimate interests.
  • Maintain accounting records — lawful basis: legal obligation (HMRC requirements).
  • Publish reviews or testimonials — lawful basis: your consent, which you may withdraw at any time.

We will never sell your personal data, and we do not use it for automated decision-making or profiling.

4. Special category (health) data

Because reflexology and reiki treatments involve taking a medical history, we hold health information about our clients. We only collect what is necessary to treat you safely and effectively. This information is:

  • collected directly from you, with your explicit written consent;
  • stored securely and accessed only by Rhian Havercroft;
  • never shared with third parties except in the limited circumstances described in section 6;
  • kept in accordance with the retention periods in section 7.

You may withdraw your consent at any time by contacting us, although we may be unable to provide treatments without an up-to-date health record.

5. How your information is stored

Paper records, including consent forms and medical history forms, are stored in a locked location at our premises. Electronic information, such as emails and appointment records, is stored on password-protected devices and reputable service providers’ systems. We take reasonable technical and organisational measures to protect your data against loss, misuse, and unauthorised access.

6. Who we share your information with

We do not share your personal data with third parties, except:

  • Service providers who help us operate, such as our website hosting provider and email provider, who process data on our behalf under appropriate safeguards;
  • Professional advisers, such as an accountant, for financial records only;
  • Insurers or professional bodies, if required in connection with a claim or complaint;
  • Where required by law, for example if disclosure is required by a court or regulator, or where there is a serious safeguarding concern.

We do not transfer your personal data outside the UK, except where a service provider (such as an email or hosting service) stores data internationally under UK GDPR-compliant safeguards.

7. How long we keep your information

  • Client treatment records (medical histories, consent forms, and treatment notes) are kept for 8 years after your last treatment, in line with insurance and professional body requirements. For clients under 18, records are kept until the client’s 25th birthday.
  • Enquiries that do not lead to a booking are deleted within 12 months.
  • Accounting records are kept for 6 years as required by HMRC.
  • Published reviews remain online until you ask us to remove them.

After these periods, records are securely destroyed.

8. Your rights

Under UK GDPR you have the right to:

  • Access — request a copy of the personal data we hold about you;
  • Rectification — ask us to correct inaccurate or incomplete data;
  • Erasure — ask us to delete your data (subject to our legal and professional retention obligations);
  • Restriction — ask us to limit how we use your data;
  • Objection — object to processing based on legitimate interests;
  • Portability — receive your data in a portable format;
  • Withdraw consent — where processing is based on consent, withdraw it at any time.

To exercise any of these rights, contact us using the details in section 1. We will respond within one month.

If you are unhappy with how we have handled your data, you have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk or 0303 123 1113.

9. Cookies and analytics

This website uses cookies — small text files stored on your device — to help it function properly and to understand how visitors use the site. [ADJUST TO MATCH THE SITE: e.g. “We use Google Analytics, which collects anonymised usage data such as pages visited and time on site.”] You can control or delete cookies through your browser settings. Essential cookies required for the website to work cannot be switched off.

10. Links to other websites

Our website and social media pages may contain links to external sites (such as Facebook, Instagram, and LinkedIn). We are not responsible for the privacy practices of those sites and encourage you to read their own privacy policies.

11. Changes to this policy

We may update this policy from time to time. Any changes will be published on this page with an updated “last updated” date.

Bay View Retreat · 19 Pentyla Road, Cockett, Swansea SA2 0YL · 07957 726848 · Rhian@bay-viewretreat.co.uk