Privacy Policy

Introduction

This Privacy Policy explains how we responsibly handle and protect any personal information that you give to us. We’re committed to protecting your privacy in accordance with UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Personal Information We Collect

When practitioners book or enquire about room hire, we may collect your:

name
email address
phone number
business or practice details
professional qualification information
insurance information
professional membership information
emergency contact details
booking and payment information

We do not require access to client records, therapy notes or confidential client information. We do require the number of clients (maximum two) you will be working with in a session for health and safety records.

How We Use Your Information

We use your information to:

organise and manage room bookings
communicate with practitioners
maintain health and safety records
verify professional and insurance requirements
process payments and invoices
comply with legal obligations

We only collect information that is reasonably necessary for these purposes.

Legal Basis For Processing

We process personal information:

to fulfil our agreement with you
for legitimate business interests, including managing bookings and safety
to comply with legal obligations

Sharing Information

We do not sell or share personal information for marketing purposes.

Limited information may be shared where reasonably necessary, including:

with the landlord/current tenant for building management and safety purposes
with accountants or payment providers
where required by law

Client names and therapy records should not be shared with us.

Data Storage and Security

We store your personal information using password-protected digital systems with appropriate security measures in place to prevent unauthorised access, disclosure or misuse.

Wi-Fi Access

A shared private Wi-Fi network is available for practitioner use while in the premises. Practitioners are responsible for protecting the confidentiality and security of their own devices and client information while using the network. The Wi-Fi must not be used for unlawful or inappropriate activity.

Although reasonable security measures are in place, use of the network is at the user’s own risk and uninterrupted or fully secure access cannot be guaranteed.

CCTV

For the security and safety of all building users, CCTV is in operation at the building's back entrance (client entrance). This CCTV is managed by the building occupier in accordance with their own privacy and data protection policies and not by Calm Place Therapy Room.

There is no CCTV or recording equipment within the therapy room and therapy sessions are never recorded.

If you require further information regarding the building's CCTV arrangements, please contact us and we will direct you to the appropriate party.

How Long We Keep Your Information

We retain practitioner information only for as long as reasonably necessary for business, legal, insurance or accounting purposes. Practitioner booking and financial records may be retained for up to six years after the end of the booking relationship, after which they will be securely deleted.

Your Rights

Under UK GDPR and the Date (Use and Access) Act 2025, you have the right to:

request access to your personal information
request correction of inaccurate information
request deletion of your information where appropriate
object to certain types of processing
make a complaint to the Information Commissioner’s Office (ICO)

We’ll respond to any valid date request without undue delay and within 30 days unless a legal exemption applies.

Contact

If you have any questions about our Privacy Policy or how your information is handled, then please email us calmplacetherapyroom@gmail.com.

Updates

Our Privacy Policy may be updated from time to time. The latest version is always available upon request.

Last updated: Monday 3rd August 2026