Privacy Policy

About this Privacy Policy

Atlantic Massage & Health is operated by Helen Sweeney as a sole trader.

I take the privacy of my clients seriously. For the purposes of UK data protection law, I am the data controller for personal information processed in connection with Atlantic Massage & Health.

Information collected through this website

The Atlantic Massage & Health website at atlanticmassage.co.uk does not currently ask visitors to submit personal information through contact forms, customer accounts, medical questionnaires, booking forms or online checkout.

If you choose to book an appointment, you will be directed away from this website to the Rehab Guru booking platform.

Information entered during that booking process is submitted through Rehab Guru rather than directly through atlanticmassage.co.uk.

If you contact me using an email or social-media link on this website, the information you send will be processed through the relevant email or social-media provider.

The website is hosted using Squarespace. Squarespace may process limited technical information required to operate and secure the website, including device, browser, IP address and cookie information.

Information collected when you become a client

I may collect and process information including:

• Name
• Date of birth
• Home address
• Email address
• Telephone number
• Emergency contact information
• Booking and appointment information
• Payment and transaction information
• Medical history
• Current or previous injuries
• Areas of pain or discomfort
• Medication
• Pregnancy information
• GP or other healthcare information where relevant
• Consultation and health questionnaire information
• Treatment consent
• Assessment information
• Treatment and clinical notes
• Relevant communications between you and me

Health and medical information is classed as special-category personal data and receives additional protection under UK data protection law.

How this information is collected

Most client information is collected through Rehab Guru. This may happen when you:

• Create or complete a booking
• Complete a consultation or health questionnaire
• Provide treatment consent
• Update your medical information
• Attend an assessment
• Receive treatment

I may also create clinical and treatment notes following an assessment or appointment.

Information may additionally be provided when you contact me through email, Instagram, Facebook or in person.

I do not maintain a separate spreadsheet or paper database of client clinical information.

Why I use your information

• Arrange and administer appointments
• Provide massage treatments
• Assess whether treatment is appropriate and safe
• Understand relevant injuries, conditions or treatment needs
• Maintain accurate treatment records
• Record treatment consent
• Take deposits and payments
• Process refunds
• Send appointment confirmations and reminders
• Communicate with you regarding an appointment
• Respond to enquiries
• Maintain professional and insurance records
• Meet tax, accounting and legal obligations
• Manage complaints
• Establish, exercise or defend legal claims
• Protect the safety of clients and the business

I do not currently use clinical or health information for marketing and I do not sell personal information.

My lawful reasons for processing information

Because medical and health information is special-category data, an additional legal condition is required. Where appropriate, I rely primarily on your explicit consent to process health information for consultation, treatment suitability and treatment purposes.

Health questionnaires and treatment records

Before treatment, you may be required to provide information about medical conditions, medication, injuries, pregnancy, previous treatment and other health matters relevant to massage.

You are responsible for providing information that is accurate and up to date.

Following treatment, I may record:

• Assessment findings
• Areas treated
• Relevant observations
• Treatment provided
• Appropriate aftercare information

These records are stored through Rehab Guru.

Rehab Guru

Rehab Guru provides the booking, consultation and client-record system used by Atlantic Massage & Health.

Although information is stored using Rehab Guru's systems, I remain responsible for how client information is used in connection with my business.

Rehab Guru acts as a service provider and data processor in relation to information it processes on my behalf.

Payments

A deposit is taken when an appointment is booked through Rehab Guru.

Payments are connected to my Stripe business account. Stripe processes the payment information necessary to complete transactions.

I do not directly receive or store your complete card number through atlanticmassage.co.uk.

Other service providers

Information may be processed using services provided by:

• Rehab Guru
• Stripe
• Squarespace
• Microsoft / Outlook
• Instagram / Meta
• Facebook / Meta
• Google services where enabled

These organisations operate under their own privacy and security arrangements.

Email and social-media enquiries

If you contact me through email, Instagram or Facebook, I will receive the information you choose to send.

General enquiries will normally be deleted once the enquiry has been resolved, any related appointment has been completed and there is no legitimate reason to retain the communication.

Where information contained in a message is relevant to your treatment or clinical history, relevant information may instead be recorded in your Rehab Guru treatment record.

Cookies and website analytics

The website is hosted by Squarespace and may use cookies that are necessary for the website to operate correctly and securely.

If optional analytics or other non-essential tracking technologies are used, they will be managed in accordance with applicable cookie and privacy requirements.

Atlantic Massage & Health does not currently use behavioural advertising or retargeting.

How long I keep clinical records

Records may be retained for longer where necessary because of an ongoing complaint, insurance matter, legal claim, professional requirement or another lawful reason.

When records are no longer required, they will be securely deleted.

Financial records

Payment, invoice, expense and tax information will be retained for the period required by HM Revenue & Customs.

Security

I take reasonable steps to protect client information against unauthorised access, loss, disclosure, misuse and accidental deletion.

Clinical information is stored electronically through Rehab Guru rather than in paper files or separate spreadsheets.

Access to my client records is restricted to me except where an authorised service provider requires access or disclosure is legally required.

Clients aged 16 and 17

The minimum age for treatment is 16.

Where a client is under 18, a parent, guardian or responsible adult must be present in the treatment room throughout the treatment.

Your data protection rights

Depending on the circumstances, you may have the right to:

• Ask what information I hold about you
• Request a copy of your information
• Ask for inaccurate information to be corrected
• Ask for processing to be restricted
• Object to certain processing
• Ask for information to be deleted in certain circumstances
• Withdraw consent where processing is based on consent

The right to deletion is not absolute. I may need to retain consultation, consent or treatment records for professional, insurance, legal or claims purposes.

Complaints

If you have a concern about how your information has been handled, please contact me first so that I can try to resolve it.

You also have the right to make a complaint to the Information Commissioner's Office.

Changes to this Privacy Policy

I may update this Privacy Policy where the business, website, booking systems or legal requirements change.

The latest version will be published on atlanticmassage.co.uk.