Privacy Policy

This privacy notice tells you what to expect us to do with your personal information.

·  Contact details

·  What information we collect, use, and why

·  Lawful bases and data protection rights

·  Where we get personal information from

·  How long we keep information

·  Who we share information with

·  Sharing information outside the UK

·  How to complain

 

Contact details

Post

Peyton Place, Greenwich, London, SE10 8RS, GB

Telephone

07759055175

Email

info@greenwichtherapyandfitness.co.uk

 

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery:

·  Names and contact details

·  Addresses

·  Date of birth

·  Purchase or account history

·  Payment details (including card or bank information for transfers and direct debits)

·  Health information (including dietary requirements, allergies and health conditions)

·  Website user information (including user journeys and cookie tracking)

·  Information relating to compliments or complaints

·  Occupation

We also collect or use the following information to provide services and goods, including delivery:

·  Health information

We collect or use the following information for service updates or marketing purposes:

·  Names and contact details

·  Addresses

·  Marketing preferences

·  IP addresses

·  Website and app user journey information

·  Records of consent, where appropriate

We also collect or use the following information for service updates or marketing purposes:

·  Health information

We collect or use the following personal information for dealing with queries, complaints or claims:

·  Names and contact details

·  Address

·  Account information

·  Customer or client accounts and records

·  Information relating to health and safety

·  Correspondence

We also collect the following information for dealing with queries, complaints or claims:

·  Health information

 

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

·  Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.

·  Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.

·  Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.

·  Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.

·  Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.

·  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. You can read more about this right here.

·  Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

 

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goodsare:

·  Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

·  Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

·  Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

 

Where we get personal information from

·  Directly from you

How long we keep information

Client Consultation Form Retention Schedule

 

1. Purpose of Retention Schedule  

This schedule outlines the retention periods for client consultation forms collected as part of our massage therapy services. It ensures compliance with legal, regulatory, and professional standards while protecting client confidentiality and data security.  

 

2. Document Type

- Client Consultation Forms (including medical history, consent forms, and treatment records).  

 

3. Legal and Regulatory Considerations  

- General Data Protection Regulation (GDPR) – Personal data must be processed lawfully, stored securely, and retained only as long as necessary.  

- Data Protection Act 2018 – Ensures data privacy and security.  

- CNHC and FHT Guidelines – Recommend a minimum retention period for client records.  

 

4. Retention Period 

We will retain all client consultation forms (Adults aged 18 and over), consent forms and treatment records for 7 years from the last treatment inline with current CNHC and FHT best practice guidance. 

 

5. Storage and Security Measures 

- Physical Records: Stored securely in a locked, restricted-access cabinet.  

- Digital Records: Encrypted and stored on a secure, password-protected system with restricted access.  

- Access Control: Only authorised staff can access records.  

- Regular Audits: Periodic checks to ensure compliance with retention policies.  

 

6. Disposal of Records

- Physical Records: Shredded using a cross-cut shredder or disposed of via a secure shredding service.  

- Digital Records: Permanently deleted from all storage devices and backups.  

- Destruction Log: A record of disposed files, including dates and methods of destruction, is maintained.  

 

7. Review and Updates 

- This schedule will be reviewed annually to ensure compliance with any changes in legal or regulatory requirements.  

 

8. Contact for Queries 

For any questions regarding this retention schedule, please contact Greenwich Therapy and Fitness at info@greenwichtherapyandfitness.co.uk

 

Who we share information with

Data processors

Treatwell

This data processor does the following activities for us: As we use Treatwell to obtain, manage and process customer bookings when customers book with us directly we would add these details onto the Treatwell system. In this isntance Treatwell acts as a data processor.

Wix.com

This data processor does the following activities for us: We built our website using Wix. As we process site visitor's data Wix is considered to be a data processor

Google Analytics 

This data processor does the following activities for us: By collecting and processing user personal data to provide information for website optimisation.

Google Ads

This data processor does the following activities for us: By collecting and processing user data on our behalf for the purpose of delivering advertisements of our services as directed.

We have a joint controller relationship with Treatwell. We process your personal information with that joint controller for the following reason: Our booking process is carried out through Treatwell and we have installed "book now" buttons across our website. For customers who book through the Treatwell marketplace or directly with us using the Treatwell prepaid widget, we are joint data controllers of customer personal data with Treatwell. Where Treatwell has a customer's email address and/or phone number (obtained from them booking on the Treatwell marketplace, a “Book Now” button, or from you manually adding a customer to Connect), we will use this data to send them various automated messages. Primarily, this includes: Confirmation emails where they can manage their booking independently. Appointment reminders. Invitations to leave you a review or rebook an appointment. 

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Others we share personal information with

·  Suppliers and service providers

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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.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Organisation name: Wix

Category of recipient: Website data storage

Country the personal information is sent to: United States of America, Ireland, South Korea, Taiwan, Israel

How the transfer complies with UK data protection law: 

As outlined by Wix.com, our site-visitors ́ personal information may be stored in data centers located in the United States of America, Ireland, South Korea, Taiwan and Israel. Wix.com may use other jurisdictions as necessary for the proper delivery of  services and/or as may be required by law.

Wix is a global company that respects the laws of the jurisdictions it operates within. The processing of the User Customer Data may take place within the territory of the European Union, Israel or a third country, territory, or one or more specified sectors within that third country, of which, the European Commission has decided that it ensures an adequate level of protection (transfer on the basis of an adequacy decision). 

Any transfer to a third country outside the European Union - which does not ensure an adequate level of protection according to the European Commission - will be undertaken in accordance with the current and updated set of Standard Contractual Clauses, as approved by the European Commission. These terms are set out in the Wix Data Processing Agreement (DPA). See all the security certifications received by Wix.com.

 

Organisation name: Google Analytics, Google Ads

Category of recipient: Website data storage

Country the personal information is sent to: United states of America, Switzerland, European Union

How the transfer complies with UK data protection law: 

As described in Google’s Data Privacy Framework certification, Google comply with the EU-U.S. and Swiss-U.S. Data Privacy Frameworks and the UK Extension to the EU-U.S. Data Privacy Framework (collectively the “DPF”) as set forth by the U.S. Department of Commerce regarding the collection, use and retention of EEA, UK and Swiss personal information.

Google LLC and its wholly-owned US subsidiaries (unless explicitly excluded), have certified that they adhere to the DPF Principles. To learn more about the DPF, and to view Google’s certification, please visit the DPF website.

As of 16 September 2024, when our clients and partners use Google’s Ads Services, Google relies, in certain circumstances, on the Swiss-U.S. Data Privacy Framework and the UK Extension to the EU-U.S. Data Privacy Framework for the transfer of personal information from Switzerland and the UK, respectively, to the U.S. UK and Swiss information may, in certain circumstances, be transferred to Google locations outside of the EEA before being shared with the US.

 

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.

The ICO’s address:           

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

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Last updated

4 February 2025