Privacy Notice

Your privacy matters, and I take it seriously.

To provide safe, appropriate and personalised support through Reflexology, Still Point, Zen Sleep Support, and other holistic therapies offered by The Zen Within, I may need to collect and store personal information, including health-related information.

Who I am

The Zen Within is operated by Emma Hammerton, who is the data controller for the personal information you provide in connection with appointments, consultations, treatments, support packages, and related communication.

If you have any questions about this Privacy Notice or how your information is handled, you can contact me using the details at the bottom of this page.

What information I may collect

Depending on the service you use, I may collect:

• your name, date of birth, address, email address, and phone number 
• appointment and booking details 
• emergency contact details where relevant 
• health and wellbeing information you choose to share 
• medical history relevant to the service being provided 
• medication, supplements, and other relevant treatment information 
• consultation forms, intake forms, sleep diaries, treatment notes, session summaries, and follow-up information 
• communication records relating to your appointments or support 

Why I collect and use this information

I use your information to:

• manage bookings, appointments, and enquiries 
• decide whether a service is appropriate for you 
• provide safe, tailored holistic support 
• keep accurate client records 
• review progress across a treatment or support package 
• communicate with you about appointments, follow-up, resources, and service-related matters 
• meet legal, insurance, tax, regulatory, or professional record-keeping requirements 

Lawful basis

Under UK GDPR, I must have a lawful basis for processing personal information.

The lawful basis I rely on will usually be:

• performance of a contract where I am providing a booked service 
• legitimate interests in running the practice safely and effectively 

Where I process health-related information, I do so because it is necessary for providing safe, appropriate holistic support and for keeping suitable records in connection with that support.

Health information

Some of the information I collect, including health-related information, is treated as special category data under UK GDPR. This means it requires extra protection.

I only collect health-related information where it is relevant to the support, treatment, or service being provided.

How your information is kept safe

I take reasonable steps to store your information securely and limit access to it.

Your information is only accessed where necessary for providing services, keeping records, or meeting legal and professional responsibilities.

Who I share information with

Your information will not be sold or shared for unrelated marketing purposes.

I will only share information where:

• you have asked me to 
• you have given clear permission 
• I am required to do so by law 
• there is a safeguarding concern or serious risk to you or someone else 
• it is necessary for legal, insurance, or regulatory reasons 

I may use trusted service providers such as booking, form, email, website, or secure record systems to help run the practice. Where this happens, I remain responsible for handling your information appropriately.

Marketing

If you choose to sign up for marketing updates, offers, or newsletters, I will use your contact details for that purpose. You can opt out of marketing at any time.

Service-related contact, such as appointment confirmations, reminders, follow-up notes, or important information about a booked service, is separate from marketing.

How long I keep your information

I only keep information for as long as reasonably necessary for the purpose it was collected and in line with legal, insurance, tax, and professional requirements.

Client records are usually retained for up to 7 years after your last appointment, unless a longer period is required by law.

Your rights

Under UK GDPR, you have rights over your personal information. These may include the right to:

• be informed about how your information is used 
• request access to your information 
• request correction of inaccurate information 
• request deletion of information where appropriate 
• request restriction of processing in some circumstances 
• object to certain uses of your information 
• request a copy of information you have provided, where applicable 
• complain to the Information Commissioner’s Office if you are unhappy with how your information is handled 

If you wish to exercise any of your rights, please contact me directly in the first instance.

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

Emma Hammerton
07850 462737
zenreflexologymk@gmail.com

You also have the right to raise concerns with the Information Commissioner’s Office.