Reflexologist in West Bridgford, Nottingham

Contact details

Name: Claire Smith

Tel: 07796 143313

Email: info@clairesmith-reflexology.co.uk

The type of personal information we collect

To give professional reflexology treatments, I will need to ask for and keep information about you and your health. I will only use this for informing reflexology treatments and any advice I give because of your treatment.  The information to be held is: 

• Contact details - including your name, address, telephone number, email address and emergency contact details
• Your medical history and other health-related information - including date of birth and medication details
• Treatment details and related notes - including health, well-being, personal circumstances, responses to treatment, treatment outcomes, appointment dates and times, relevant correspondence
• Financial information - including invoices and payment records
• Enquiry details - including your name, email address, telephone number and message content
• Website user statistics – basic technical data as collected through my website

How we collect the personal information

Most of the personal information I process is provided directly by you:

• At your initial enquiry
• During your initial telephone consultation
• At your initial consultation and treatment
• During your subsequent treatment sessions
• Through correspondence – email, telephone calls and messages, my website contact form
• Financial information received via payment transactions
• Website usage information collected using cookies

Why we hold your personal information

I use the information that you have given me for the following reasons:

• Informing reflexology treatments and any advice I give because of your treatment
• Providing you with the best possible treatment options, support and advice
• Receiving payments for services provided
• Providing a positive experience when you visit my website

Lawful Basis for holding and using your Information

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

Article 6(1)(c) UK GDPR - legal obligation:

It is necessary for me to comply with the following legal obligations

• ‘Claims occurring’ insurance (records to be kept for 7 years after last treatment)
• Law regarding children’s records (records to be kept until the child is 25 or, if 17 when treated, then 26)

Article 6(1)(f) UK GDPR - legitimate interest:

I have a legitimate interest which is, to retain the information to provide you with the best possible treatment options and advice.

Article 9(2)(h) - special category data:

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 Association of Reflexologists (AoR) Confidentiality obligations as defined in the AoR Code of Practice and Ethics.

Who we share your data with

I will not share your treatment records with anyone unless required to do so by law.

As a member of the Association of Reflexologists, I may, on occasion, share anonymised information with them to seek professional advice and guidance to enable me to provide you with the best possible treatment, support and advice. I will not share with them your name, date of birth or contact details.

I use the following third-party service providers which may process limited data on my behalf:

• WordPress - website platform
• WebHealer - website builder, hosting and email provider

These third-party companies have their own privacy policies which you may wish to refer to (links available on request).

Safeguarding, Legal and Emergency Disclosure

I may need to share your information with an appropriate authority or other professional where, for example, I have a genuine concern about your welfare, the welfare of vulnerable individuals (including children and adults at risk) or responding in an emergency such as a risk to life or health.

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 I collect from you. 

I will contact you using the contact preferences you have given me.

How long we keep your data

I keep your personal data for the following lengths of time:

• Client reflexology records (adults) - 7 years after last treatment
• Client reflexology records (under the age of 18) - until the client’s 25th birthday, or 26th birthday if the client was 17 when treatment ended
• Non-client enquiry and contact data, including website contact form submissions – 6 months
• Financial records - 6 years

At the end of the retention period I will dispose of your information by deleting digitally held information and shredding paper documents.

Your data protection rights 

Under data protection law you have rights, including: 

• Right to be informed - about my collection and use of your personal data (as outlined in this policy)
• Right of access – to request a copy of the personal data I hold about you (a Subject Access Request)
• Right to rectification - to have inaccurate data corrected or completed if it is incomplete
• Right to erasure – to have your personal data deleted, in certain circumstances, however this may not apply where I am required to retain data for legal purposes
• Right to restrict processing - of your personal data in certain circumstances
• Right to data portability - to receive your data in a structured, machine-readable format, in certain circumstances
• Right to object - to the processing of your data, in certain circumstances
• Rights related to automated decision-making including profiling – I do not use automated decision-making or profiling

If you wish to exercise any of these rights, please email me: info@clairesmith-reflexology.co.uk

If you make a request, I will respond to you within one month.

Therapist’s rights

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

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

I can move your records between my computer and IT systems without your permission, if your details are protected from being seen by others.

How to complain 

If you believe I have not handled your personal data in accordance with UK data protection law, you have the right to make a complaint directly to me. If you wish to make a data protection complaint, please contact me for a copy of my Data Protection Complaints Procedure.

Privacy Policy updated: 18 June 2026