Privacy Policy
Nice To Be Kneaded – Massage Therapy
Based in Woodham, Woking, Surrey
Nice To Be Kneaded respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store and protect your personal data when you contact us, use our website, attend appointments, or provide health/medical information as part of your treatment.
Nice To Be Kneaded is registered with the Information Commissioner’s Office, ICO.
ICO Registration Number: ZB553962
For the purposes of UK data protection law, including the UK GDPR and Data Protection Act 2018, Nice To Be Kneaded is the “data controller” for the personal information we collect and use.
1. Contact details
Business name: Nice To Be Kneaded
If you have any questions about this Privacy Policy or how your personal data is handled, please contact us using the details above.
2. What personal information we collect
We may collect and process the following information:
Information you provide through website contact forms
When you complete a contact form on our website, we may collect:
Your name
Email address
Telephone number
The content of your message
Any appointment request details
Any information you choose to include in your message
Please avoid including detailed medical information in a general website contact form unless specifically requested.
Information collected when you book or attend an appointment
We may collect:
Name, address, email address and telephone number
Date of birth, where relevant
Emergency contact details
Appointment dates and treatment history
Payment information, where applicable
Notes relating to your massage treatment
Medical and health information
To provide safe and appropriate massage therapy, we may collect sensitive health information, including:
Medical conditions
Injuries, pain, mobility issues or areas of concern
Medication information
Allergies
Pregnancy status, where relevant
GP/consultant information, where required
Contraindications to massage or adaptations needed for treatment
Health and medical information is classed as “special category data” under UK data protection law and is handled with additional care.
Technical information and cookies
When you visit our website, we may collect limited technical information such as:
IP address
Browser type
Device information
Pages visited
Approximate location data
Cookie preferences
Please see the Cookies section below for more information.
3. How we use your personal information
We use your personal information for the following purposes:
To respond to enquiries submitted via our website, email, phone, text or social media
To arrange, manage and confirm appointments
To provide safe and appropriate massage therapy
To maintain treatment and consultation records
To communicate with you about your appointments
To take payment and keep basic financial records
To comply with legal, tax, insurance and professional obligations
To manage complaints, disputes or safeguarding concerns
To protect the safety and wellbeing of Nice To Be Kneaded, clients and other local therapists where there is a genuine concern
We will only use your personal information where we have a lawful reason to do so.
4. Lawful bases for processing personal data
Under UK GDPR, we rely on the following lawful bases:
Contract: to provide massage therapy services and manage appointments
Consent: where you have given clear consent, for example for certain cookies or optional marketing
Legal obligation: where we must keep certain records or comply with the law
Legitimate interests: to run and protect our business, respond to enquiries, keep appropriate records, and ensure safety
Vital interests: in rare circumstances, where information may be needed to protect someone’s life or wellbeing
For special category health data, we process this information because it is necessary for the provision of health-related treatment and to ensure your safety during massage therapy. We may also process it with your explicit consent where appropriate.
5. Website contact forms
If you contact Nice To Be Kneaded through a website contact form, the information you provide will be used to respond to your enquiry and manage any booking request.
Contact form submissions may be sent to us by email or stored securely within the website system, depending on how the website is configured.
We will not sell your contact details or use them for unrelated marketing. We will only use the details you provide to respond to your enquiry, provide requested services, maintain appropriate records, or where otherwise required or permitted by law.
6. Cookies
Our website may use cookies and similar technologies. Cookies are small text files placed on your device when you visit a website.
Cookies may be used for:
Website functionality
Security
Remembering cookie preferences
Website analytics, such as understanding how visitors use the site
Improving website performance
Essential cookies
Some cookies are necessary for the website to work properly. These may be used without your consent.
Non-essential cookies
Where we use non-essential cookies, such as analytics or marketing cookies, we will ask for your consent where required by law. You can usually change or withdraw your cookie consent at any time through the website cookie settings or by adjusting your browser settings.
You can also block cookies through your browser, although some parts of the website may not function properly if you do so.
7. Medical records and treatment notes
Nice To Be Kneaded takes the secure handling of medical and treatment records seriously.
Medical information and treatment notes are used to:
Assess whether massage therapy is suitable for you
Identify contraindications or precautions
Adapt treatment safely
Maintain accurate treatment history
Meet insurance and professional record-keeping requirements
Records may be held in paper and/or electronic form. We take appropriate measures to keep records secure, including:
Storing paper records securely
Using password protection where records are stored electronically
Limiting access to records
Keeping only the information needed for treatment and legal/professional purposes
Disposing of records securely when they are no longer required
Medical records are not shared without your permission unless there is a legal, safeguarding, insurance, safety or vital interest reason to do so.
8. How long we keep your information
We keep personal information only for as long as necessary.
Treatment and consultation records are generally retained for the period required by insurance, legal and professional obligations. This is commonly several years after your last appointment. For clients under 18, records may need to be kept for longer.
General enquiries that do not lead to an appointment will usually be kept only as long as needed to respond and manage the enquiry, unless there is a valid reason to retain them longer.
Financial records may be kept for the period required by HMRC and accounting law.
When information is no longer needed, it will be securely deleted, destroyed or anonymised.
9. Sharing your personal information
Nice To Be Kneaded does not sell your personal information.
We may share your information only where necessary, appropriate and lawful, including with:
Professional advisers, such as accountants, insurers or legal advisers
IT, website or booking system providers who support the running of the business
Payment providers, where applicable
Medical professionals, but only with your consent unless there is an urgent or legal reason
Regulators, authorities or law enforcement where required or permitted by law
Emergency services where necessary to protect someone’s life, health or safety
Any third-party service providers used by Nice To Be Kneaded are expected to handle data securely and only for the purposes instructed.
10. Safety, inappropriate contact and unsolicited services
Nice To Be Kneaded is a professional massage therapy business. Anyone contacting, messaging or calling Nice To Be Kneaded to solicit, request or imply services that are not offered, or who sends inappropriate, threatening, abusive, harassing or sexually explicit messages, may have their details recorded and shared where necessary for safety and crime prevention purposes.
This may include sharing relevant details with:
The police or other law enforcement agencies
Website, phone or social media platforms
Other local therapists or businesses, where there is a genuine safety concern and sharing limited information is considered necessary and proportionate
Any such sharing will be limited to relevant information and carried out only where Nice To Be Kneaded believes there is a lawful basis to do so, such as legitimate interests, prevention of crime, protection from harassment, safeguarding, or legal obligation.
11. How we protect your information
We take appropriate steps to protect your personal information against loss, misuse, unauthorised access, alteration or disclosure.
Security measures may include:
Password-protected devices and accounts
Secure storage of treatment records
Limited access to personal and medical information
Secure disposal of paper records
Use of reputable service providers
Keeping systems and software reasonably up to date
Although we take care to protect your information, no website, email or online system can be guaranteed to be completely secure. Please take care when sending sensitive information electronically.
12. Your data protection rights
Under UK data protection law, you have rights over your personal information. These may include the right to:
Access the personal data we hold about you
Ask for inaccurate information to be corrected
Ask for your data to be deleted in certain circumstances
Ask us to restrict how we use your data
Object to certain processing
Withdraw consent where processing is based on consent
Request transfer of your data in certain circumstances
Complain to the ICO
Some rights may be limited where we need to keep information for legal, insurance, professional or safety reasons.
To exercise your rights, please contact us using the details in this policy.
13. Marketing
Nice To Be Kneaded will not send you marketing emails or messages unless you have agreed to receive them or there is another lawful basis to contact you.
You can opt out of marketing communications at any time by contacting us or using any unsubscribe option provided.
Appointment reminders and service-related messages are not marketing and may still be sent where needed to manage your booking.
14. Complaints
If you are unhappy with how your personal information has been handled, please contact Nice To Be Kneaded first so we can try to resolve the matter.
You also have the right to complain to the Information Commissioner’s Office:
Information Commissioner’s Office
Website: https://ico.org.uk
Telephone: 0303 123 1113
15. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. The latest version will be available on our website and will show the date it was last updated.
Based in Woodham, Woking, Surrey
Nice To Be Kneaded respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store and protect your personal data when you contact us, use our website, attend appointments, or provide health/medical information as part of your treatment.
Nice To Be Kneaded is registered with the Information Commissioner’s Office, ICO.
ICO Registration Number: ZB553962
For the purposes of UK data protection law, including the UK GDPR and Data Protection Act 2018, Nice To Be Kneaded is the “data controller” for the personal information we collect and use.
1. Contact details
Business name: Nice To Be Kneaded
If you have any questions about this Privacy Policy or how your personal data is handled, please contact us using the details above.
2. What personal information we collect
We may collect and process the following information:
Information you provide through website contact forms
When you complete a contact form on our website, we may collect:
Your name
Email address
Telephone number
The content of your message
Any appointment request details
Any information you choose to include in your message
Please avoid including detailed medical information in a general website contact form unless specifically requested.
Information collected when you book or attend an appointment
We may collect:
Name, address, email address and telephone number
Date of birth, where relevant
Emergency contact details
Appointment dates and treatment history
Payment information, where applicable
Notes relating to your massage treatment
Medical and health information
To provide safe and appropriate massage therapy, we may collect sensitive health information, including:
Medical conditions
Injuries, pain, mobility issues or areas of concern
Medication information
Allergies
Pregnancy status, where relevant
GP/consultant information, where required
Contraindications to massage or adaptations needed for treatment
Health and medical information is classed as “special category data” under UK data protection law and is handled with additional care.
Technical information and cookies
When you visit our website, we may collect limited technical information such as:
IP address
Browser type
Device information
Pages visited
Approximate location data
Cookie preferences
Please see the Cookies section below for more information.
3. How we use your personal information
We use your personal information for the following purposes:
To respond to enquiries submitted via our website, email, phone, text or social media
To arrange, manage and confirm appointments
To provide safe and appropriate massage therapy
To maintain treatment and consultation records
To communicate with you about your appointments
To take payment and keep basic financial records
To comply with legal, tax, insurance and professional obligations
To manage complaints, disputes or safeguarding concerns
To protect the safety and wellbeing of Nice To Be Kneaded, clients and other local therapists where there is a genuine concern
We will only use your personal information where we have a lawful reason to do so.
4. Lawful bases for processing personal data
Under UK GDPR, we rely on the following lawful bases:
Contract: to provide massage therapy services and manage appointments
Consent: where you have given clear consent, for example for certain cookies or optional marketing
Legal obligation: where we must keep certain records or comply with the law
Legitimate interests: to run and protect our business, respond to enquiries, keep appropriate records, and ensure safety
Vital interests: in rare circumstances, where information may be needed to protect someone’s life or wellbeing
For special category health data, we process this information because it is necessary for the provision of health-related treatment and to ensure your safety during massage therapy. We may also process it with your explicit consent where appropriate.
5. Website contact forms
If you contact Nice To Be Kneaded through a website contact form, the information you provide will be used to respond to your enquiry and manage any booking request.
Contact form submissions may be sent to us by email or stored securely within the website system, depending on how the website is configured.
We will not sell your contact details or use them for unrelated marketing. We will only use the details you provide to respond to your enquiry, provide requested services, maintain appropriate records, or where otherwise required or permitted by law.
6. Cookies
Our website may use cookies and similar technologies. Cookies are small text files placed on your device when you visit a website.
Cookies may be used for:
Website functionality
Security
Remembering cookie preferences
Website analytics, such as understanding how visitors use the site
Improving website performance
Essential cookies
Some cookies are necessary for the website to work properly. These may be used without your consent.
Non-essential cookies
Where we use non-essential cookies, such as analytics or marketing cookies, we will ask for your consent where required by law. You can usually change or withdraw your cookie consent at any time through the website cookie settings or by adjusting your browser settings.
You can also block cookies through your browser, although some parts of the website may not function properly if you do so.
7. Medical records and treatment notes
Nice To Be Kneaded takes the secure handling of medical and treatment records seriously.
Medical information and treatment notes are used to:
Assess whether massage therapy is suitable for you
Identify contraindications or precautions
Adapt treatment safely
Maintain accurate treatment history
Meet insurance and professional record-keeping requirements
Records may be held in paper and/or electronic form. We take appropriate measures to keep records secure, including:
Storing paper records securely
Using password protection where records are stored electronically
Limiting access to records
Keeping only the information needed for treatment and legal/professional purposes
Disposing of records securely when they are no longer required
Medical records are not shared without your permission unless there is a legal, safeguarding, insurance, safety or vital interest reason to do so.
8. How long we keep your information
We keep personal information only for as long as necessary.
Treatment and consultation records are generally retained for the period required by insurance, legal and professional obligations. This is commonly several years after your last appointment. For clients under 18, records may need to be kept for longer.
General enquiries that do not lead to an appointment will usually be kept only as long as needed to respond and manage the enquiry, unless there is a valid reason to retain them longer.
Financial records may be kept for the period required by HMRC and accounting law.
When information is no longer needed, it will be securely deleted, destroyed or anonymised.
9. Sharing your personal information
Nice To Be Kneaded does not sell your personal information.
We may share your information only where necessary, appropriate and lawful, including with:
Professional advisers, such as accountants, insurers or legal advisers
IT, website or booking system providers who support the running of the business
Payment providers, where applicable
Medical professionals, but only with your consent unless there is an urgent or legal reason
Regulators, authorities or law enforcement where required or permitted by law
Emergency services where necessary to protect someone’s life, health or safety
Any third-party service providers used by Nice To Be Kneaded are expected to handle data securely and only for the purposes instructed.
10. Safety, inappropriate contact and unsolicited services
Nice To Be Kneaded is a professional massage therapy business. Anyone contacting, messaging or calling Nice To Be Kneaded to solicit, request or imply services that are not offered, or who sends inappropriate, threatening, abusive, harassing or sexually explicit messages, may have their details recorded and shared where necessary for safety and crime prevention purposes.
This may include sharing relevant details with:
The police or other law enforcement agencies
Website, phone or social media platforms
Other local therapists or businesses, where there is a genuine safety concern and sharing limited information is considered necessary and proportionate
Any such sharing will be limited to relevant information and carried out only where Nice To Be Kneaded believes there is a lawful basis to do so, such as legitimate interests, prevention of crime, protection from harassment, safeguarding, or legal obligation.
11. How we protect your information
We take appropriate steps to protect your personal information against loss, misuse, unauthorised access, alteration or disclosure.
Security measures may include:
Password-protected devices and accounts
Secure storage of treatment records
Limited access to personal and medical information
Secure disposal of paper records
Use of reputable service providers
Keeping systems and software reasonably up to date
Although we take care to protect your information, no website, email or online system can be guaranteed to be completely secure. Please take care when sending sensitive information electronically.
12. Your data protection rights
Under UK data protection law, you have rights over your personal information. These may include the right to:
Access the personal data we hold about you
Ask for inaccurate information to be corrected
Ask for your data to be deleted in certain circumstances
Ask us to restrict how we use your data
Object to certain processing
Withdraw consent where processing is based on consent
Request transfer of your data in certain circumstances
Complain to the ICO
Some rights may be limited where we need to keep information for legal, insurance, professional or safety reasons.
To exercise your rights, please contact us using the details in this policy.
13. Marketing
Nice To Be Kneaded will not send you marketing emails or messages unless you have agreed to receive them or there is another lawful basis to contact you.
You can opt out of marketing communications at any time by contacting us or using any unsubscribe option provided.
Appointment reminders and service-related messages are not marketing and may still be sent where needed to manage your booking.
14. Complaints
If you are unhappy with how your personal information has been handled, please contact Nice To Be Kneaded first so we can try to resolve the matter.
You also have the right to complain to the Information Commissioner’s Office:
Information Commissioner’s Office
Website: https://ico.org.uk
Telephone: 0303 123 1113
15. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. The latest version will be available on our website and will show the date it was last updated.
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