Client Privacy Notice
This policy is for The Massage Booth and all therapists who work independently within the premises.
We are committed to protecting your privacy and ensuring your personal information is handled safely, respectfully, and in line with UK GDPR. This notice explains what information we collect, why we collect it, how we use it, and how we keep it secure.
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1. What Information We Collect
We collect information that is necessary for your treatment, safety, and appointment management, including:
• Contact details (name, phone number, email)
• Medical history, allergies, and contraindications
• Treatment notes and aftercare information
• Appointment history, cancellations, and no‑shows
• Any information you choose to share with us during your consultation or communication
We only collect information that is relevant and necessary.
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2. Why We Use Your Information
We use your information to:
• Provide safe and effective treatments
• Maintain accurate treatment records
• Contact you about appointments, aftercare, or updates
• Manage scheduling and client accounts
• Respond to concerns or incidents
• Meet our legal, insurance, and professional obligations
We do not use your information for marketing unless you have given explicit consent.
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3. How We Communicate Internally
To ensure smooth and safe service delivery, our independent therapists may communicate internally about your appointment or treatment. This may include:
• Treatment notes
• Medical or allergy updates
• Aftercare concerns
• Appointment issues
• Safety‑related information
These communications are limited to authorised therapists only.
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4. Messaging Platforms (e.g., WhatsApp)
The therapists may use internal messaging platforms for essential operational communication. To protect your privacy:
• Messages are kept factual and professional
• Only authorised therapists can view them
• Sensitive information is not stored on personal devices
If a message contains private or medical information, it is transferred to your secure client record.
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5. Deleting Sensitive Messages
To comply with GDPR and protect your confidentiality:
Once sensitive information has been securely added to your client record, the original message is deleted from therapists’ devices.
This ensures:
• Sensitive data is not stored unnecessarily
• Therapists’ phones do not retain private information
• All important details remain in one secure location
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6. Third‑Party Representatives
If you ask someone else to speak on your behalf:
• We require signed written consent via email or letter
• You will be copied into all communication
• We will not share information with a representative privately unless authorised
This protects your privacy and ensures transparency.
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7. How We Store Your Information
Your information is stored securely in our client record system.
Access is limited to authorised therapists who need the information to perform their role.
We do not sell, share, or disclose your information to third parties unless:
• You give explicit consent
• It is required by law
• It is required by our insurers for a legitimate claim
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8. How Long We Keep Your Information
We retain client records for the period required by our individual insurers and professional standards.
After this period, records are securely deleted or anonymised.
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9. Your Rights Under UK GDPR
You have the right to:
• Access your personal data
• Request corrections
• Request deletion where appropriate
• Restrict or object to certain processing
• Request a copy of your records
You can contact us at any time to exercise these rights.
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10. Contact Us
If you have any questions about how we handle your information, or if you wish to exercise your data rights, please contact us directly.
11. Treatment Records and Independent Practitioners
Your treatment plans and clinical consultation notes are recorded and updated directly by your assigned therapist. Our therapists operate as fully independent professionals (Independent Data Controllers) under UK Data Protection regulations. They are solely responsible for accurately updating, maintaining, and protecting your medical and health records. Because they are legally responsible for your clinical care history, they retain a permanent right of secure access to your specific record files should they choose to leave or transition away from providing services at our clinic premises.
The Massage Booth