Flow Holistic Therapy Privacy Notice

About Flow Holistic Therapy

Flow Holistic Therapy provides holistic massage therapy services. Your privacy is important to us. This policy covers what information we collect from you, and how it is stored and used.

Our named contact is Jo Cox, Owner and Massage Therapist, and our contact details are:

  • Address: 5 Tay Avenue, Worcester, Worcestershire, WR5 3UB
  • Phone Number: 07875 261096
  • E-mail: jo.cox@flowholistictherapy.co.uk

Data we collect and hold, and what it is used for

Flow Holistic Therapy uses online and offline services to collect personal information from you. Personal data is information relating to an identified or identifiable natural person, such as name, age, address, date of birth, gender and contact details. Personal information may also contain ‘sensitive’ data, such as information relating to a person’s health.

Your data is collected in a number of ways including by phone or email, online and in person. All data is processed in line with GDPR requirements. It is only used for the purpose(s) for which it was collected and is strictly confidential.

We collect and hold personal data provided by you in order to process and respond to requests/enquiries and make appointments. This may include name, address, email and phone number.

We also collect and hold personal data about current and previous clients registered with us, in order to arrange and provide effective therapy treatments, to notify you of any changes to our services, and to comply with legal, tax and insurance requirements. As well as personal contact information, this includes information about your health and medical history.

We are the sole owners of the information collected on this site. We only have access to/collect information that you voluntarily give us via email or other direct contact from you. We will not sell or rent this information to anyone. We will not share your information with any third party outside of our organisation, other than as necessary to fulfil your request.

If you have opted in to receive marketing information and updates from us, we will use your name and email address to communicate about Flow Holistic Therapy services, events, offers and news. You can unsubscribe at any time by phone or email.

How long we keep your data

We retain data for the period of time necessary to meet legal requirements, after which time your data is securely destroyed.

We are required under the terms of our insurance to keep client records for at least seven years following the last occasion upon which treatment was given. In the case of treatment to minors, we keep records for at least seven years after they reach the age of majority (18). Under tax law we are required to keep financial records for a minimum of five years after the 31 January submission deadline of the relevant tax year.

In rare instances we may need to retain your data for longer, for example if we are defending ourselves in a legal dispute or as required by law or where evidence exists that a future complaint or claim may occur.

Personal information that we use for marketing purposes will be kept by us until you notify us that you no longer wish to receive this information.


We take precautions to protect your information. When you submit sensitive information via the website, your information is protected both online and offline. Wherever we collect sensitive information (such as credit card data), that information is encrypted and transmitted to us in a secure way. You can verify this by looking for a lock icon in the address bar and looking for “https” at the beginning of the address of the webpage.

While we use encryption to protect sensitive information transmitted online, we also protect your information offline by storing all physical documents in a locked filing cabinet. The computers/servers in which we store personally identifiable information are kept in a secure environment.

Linking to other websites and third-party content

Our website contains links to other sites. Linking does not constitute endorsement and we do not hold responsibility for the content of any linked website.

When you leave our website or are redirected to a third-party website or application you are no longer governed by our privacy policy or terms and conditions. These websites will each have their own privacy statement, which may differ from ours. We are not responsible for the privacy practices of other sites and encourage you to read their privacy statements.

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances. If you are a client, we are required to keep some information for legal, tax and insurance purposes for a minimum retention period. Depending on the circumstances, we may need to keep it for longer. Please note that we are not able to erase any data which we are required to keep by law and for tax and insurance purposes.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing – You have the the right to object to the processing of your personal data in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us using the contact details above if you wish to make a request.

How to complain

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane

Helpline number: 0303 123 1113

Updates to this policy

We review our privacy policy regularly and will update this page with any changes.

This privacy policy was last updated on 1 March 2019.

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