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GDPR policy

This privacy policy explains what personal data is and how we use any personal data we collect about you when you are a customer of re massage therapy. This is in relation to the 2018 General Data Protection Regulation (GDPR) and the Data (Use and Access) Act 2025.

 

1. Information about re massage therapy

re massage therapy’s main trading address is:

63 Burleigh Road

West Bridgford

Nottingham

NG2 6FQ

Tel: 07944 133 639

Email: zoe@remassagtherapy.co.uk

 

2. What is personal data?

Personal data is information relating to an identified or identifiable natural person, such as name, age, address, date of birth, gender and contact details.

 

Personal data may contain information that is known as ‘sensitive’ data, for example information relating to an individual’s health.

 

3. What information does re massage therapy collect about you and why we hold it?

re massage therapy collects information about you when you first contact us to use our services (whether by telephone, email, social media or through our website at www.remassagetherapy.co.uk).

 

To give professional reflexology and massage treatments, I will need to ask for and keep information about your health. I will only use this for informing treatments and any advice I give because of your treatment.  This information is ​used to give you the best possible treatment options, support and advice.

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Personal data is collected such as:

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  • Name

  • Date of birth

  • Address

  • Email address

  • Telephone number

  • Occupation

  • Medical history and current health conditions including allergies, medication, history of injuries, operations, illnesses and other body treatments currently and previously received.

  • Lifestyle information covering an overview of: exercise, diet, sleep and stress levels

  • Information on current physical state for example aches / pains / tension

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We collect information about you in order to better understand a client’s health and lifestyle to cater our treatments to the person’s individual needs as much as we possibly can. Importantly there is also a safety element knowing how to give treatment to the client. This is based on the health information a client provides and being aware of any serious conditions that may affect the treatment. In this way we can improve the service you receive on repeat visits.

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4. Lawful Basis for holding and using Client Information

Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing this information are: 

  1. Your consent. You can remove your consent at any time. You can do this by contacting Zoe Gilbert by email: zoe@remassagetherapy.co.uk
     

  2. We have a contractual obligation
     

  3. We have a legal obligation: [delete any which are not applicable]:

    1. ‘Claims occurring’ insurance: (records to be kept for 7 years after last treatment)

    2. Law regarding children’s records (records to be kept until the child is 25 or if 17 when treated, then 26)
       

  4. We have a vital interest
     

  5. We need it to perform a public task
     

  6. We have a legitimate interest (i.e. my requirement to retain the information to provide you with the best possible treatment options and advice)
     

As I hold special category data (i.e. health related information), the additional condition under which I hold and use this information is: for me to fulfil my role as a health care practitioner bound under the AoR Confidentiality as defined in the AoR Code of Practice and Ethics. 

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5. Protecting your Personal Data - How we store your personal information

I am committed to ensuring that your personal data is secure. To prevent unauthorised access or disclosure, I have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information we collect from you. I will contact you using the contact preferences you have given me.

 

We keep your contact details, consultation form, health information and treatment notes for a period of 7 years after your final appointment with us. We will then dispose your information by deleting your details from the booking system, phone records on the mobile phone and destroying physical consultation notes and ongoing treatment notes. If you are a client for 7 years or more, then your personal data will not be deleted until 7 years after you cease to be a client.

 

Your contact details and appointment bookings are held on our online booking system which is managed through a third party application Acuity (by Squarespace) and you should make sure you are happy with their privacy and GDPR policies. You can read more about their security, privacy and compliance at https://help.acuityscheduling.com/hc/en-us/articles/219149587-Security-Privacy-Compliance.

 

Prior to your first appointment with us, you will be asked to complete a health information form.  The form is created and response held on a third party application JotForm and you should make sure you are happy with their privacy and GDPR polices. You can ready more about their security, privacy and compliance at: https://www.jotform.com/privacy/
 

We will not share your information with other people or organisations. Only on rare occasions and with your consent or suggestion will we consult with other medical professionals you are treated by (i.e. GP or other medical / complementary therapists) if you / we feel it would benefit the treatment you are receiving.

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6. Marketing

You will only receive marketing messages if you have specifically opted in to receive them. You can opt in when you book an appointment online, or if you have been asked to be added to the appointment waiting list. 

 

Marketing massages are sent via email using a third party, Mailchimp and you should make sure you are happy with their privacy and GDPR policies. You can read more about their security, privacy and compliance at: https://mailchimp.com/legal/privacy/#3._Privacy_for_Contacts. 

You may opt out of receiving marketing messages at any time via Mailchimp or by contacting zoe@remassagetherapy.co.uk.  If you have any questions about marketing please email zoe@remassagetherapy.co.uk
 

7. 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 information. 
 

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 
 

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. 
 

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances. 
 

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
 

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
 

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
 

Please contact us at zoe@remassagetherapy.co.uk if you wish to make a request.
 

8. Therapist's rights

If you don’t agree to your therapist keeping records of information about you and your treatments, or if you don’t allow them to use the information in the way they need to for treatments, the therapist may not be able to treat you

 

Your therapist must keep your records of treatment for a certain period as described above, which may mean that even if you ask them to erase any details about you, they might have to keep these details until after that period has passed

 

Your therapist can move their records between their computers and IT systems without your permission if your details are protected from being seen by others.

 

9. How to complain

If you have any concerns about our use of your personal information, please refer to our GDPR Complaints Procedure. 

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10. Changes to our privacy policy

We keep our privacy policy under regular review and will be updated as necessary. This privacy policy was last updated on 15 June 2026.

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11. How to contact us       

Please contact us if you have any questions about our privacy policy or information we hold about you.

Email: zoe@remassagetherapy.co.uk

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