Client Privacy Notice.
This privacy notice explains how we collect, use, and protect your personal information.
Contact details Email: nicola@cotswoldtherapeuticmassage.co.uk
What information we collect, use, and why
We collect or use the following information to contact you regarding a booking confirmation, appointment reminder, or follow-up after your treatment:
Names and contact details
Date of birth
Records of consent, where appropriate
We collect or use the following information to ensure we have the right details to assess your suitability for treatment, complete the appropriate treatment, or make a referral to a GP or other healthcare practitioner if deemed necessary:
Names and contact details
Date of birth
Records of consent, where appropriate
Health information (including medications, allergies, and health conditions)
Records of meetings and decisions
Lawful bases
Our lawful basis for collecting or using personal information to contact you regarding a booking confirmation, appointment reminder, or follow-up after your treatment is: Contract.
Our lawful basis for collecting or using personal information to assess your suitability for treatment, complete the appropriate treatment, or make a referral to a GP or other healthcare practitioner if deemed necessary is: Contract.
Where we get personal information from
Clients directly, or through our secure online booking system, Cliniko.
How long we keep information
7 years.
In the case of minors, records will be kept for 7 years after they reach the age of 18.
Who we share information with
We use Cliniko as our secure clinic management and online booking system. Cliniko acts as a data processor on our behalf and stores information such as your contact details, appointment information, and health records to manage bookings and treatment notes.
If you book an appointment online, you will be directed to Cliniko’s secure booking platform, which collects your information on our behalf. Cliniko complies with all applicable data protection laws and keeps your data safe.
You can view Cliniko’s privacy policy here: https://www.cliniko.com/policies/privacy/
Payments
If you choose to pay for your appointment online, your payment will be processed securely through Stripe.
We do not store or have access to your full payment card details. Stripe collects and processes payment information on my behalf in accordance with their own privacy policy and data protection obligations.
You can read Stripe’s Privacy Policy here: https://stripe.com/privacy
Sharing information outside the UK
Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal data.
Your right to rectification – You have the right to ask us to rectify personal data you think is inaccurate or incomplete.
Your right to erasure – You have the right to ask us to erase your personal data in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
Your right to withdraw consent – When we use consent as our lawful basis, you have the right to withdraw it at any time.
You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated 4th November 2025