Privacy notice
This notice explains how personal information is handled by Samuel Clements, trading as Samuel Morgan and Your Body Wisdom, in connection with bodywork sessions and related communications.
Who is responsible
Samuel Clements, trading as Samuel Morgan and Your Body Wisdom is the controller of your personal information.
For privacy questions, contact hello@yourbodywisdom.co.uk or call 07907 463 277.
Information collected
When you make an initial enquiry, I collect your name, email address, optional telephone number and message. Please provide only a brief outline at this stage; detailed medical information is not required in an initial enquiry.
If you become a client, I may also collect appointment and booking information, payment or deposit records, health and medical-indications information, brief session records, and communications by email or WhatsApp relating to your sessions.
Detailed health information is normally collected through a separate health and medical-indications form, usually completed on paper during an appointment and occasionally by email. I do not currently use an online health-information form.
How information is used
- To respond to enquiries and answer questions.
- To consider whether a session is appropriate and can be provided safely.
- To arrange, confirm, reschedule and administer appointments.
- To provide bodywork sessions and maintain appropriate client records.
- To process deposits and payments, send brief session-related follow-ups, and meet accounting, insurance and legal responsibilities.
- To handle complaints, concerns or potential legal claims.
I do not use client information for newsletters, general marketing, profiling or advertising.
Lawful bases
I rely on contract, including steps you ask me to take before entering into a contract, when responding to enquiries, arranging bookings, providing sessions and processing payments. I rely on legal obligation for tax and accounting records, and legitimate interests for proportionate business administration, protecting records, and handling or defending complaints and legal claims.
Health and medical-indications information is special category data. Where this information is needed to assess suitability for, and safely provide, bodywork sessions, I generally rely on the contract basis under Article 6 together with your explicit consent under Article 9(2)(a). Records that need to be retained in connection with a complaint or legal claim may also be retained under Article 9(2)(f).
Consent to process health information is separate from consent to treatment. Any health-information consent is requested through a clear, separate opt-in on the health and medical-indications form. You can withdraw this consent, although that may mean that further sessions cannot safely be provided.
Where information is kept and shared
Paper health and medical-indications forms are stored securely and are not accessible to the clinic. If health information is sent through an initial enquiry, email or WhatsApp, I use only what is necessary to respond and provide the service safely. Information that is not required is deleted rather than retained unnecessarily.
I use Netlify for website hosting and form handling; Google for Gmail, Google Calendar and website fonts; Meta for WhatsApp; YouTube only after you actively choose to load a testimonial video; and relevant banks when you pay by bank transfer.
The clinic knows only that I have booked a treatment room. It does not receive client names, contact details, health information or session records.
No one besides me has direct access to client information. Relevant technology providers may store or process information where needed to provide their services. I do not sell personal information or share client information with other practitioners or organisations, except where necessary to operate the service, comply with the law, or where you have asked or authorised me to do so.
WhatsApp and video testimonials
WhatsApp is optional and is currently used through a personal WhatsApp account for enquiries, appointment administration and brief session-related check-ins. It is not used for newsletters or general marketing. Clients should not send detailed medical information through WhatsApp. Clinically relevant information may be moved to the client record, while the routine conversation is deleted in line with the retention schedule below.
Testimonial videos are hosted by YouTube. YouTube is not contacted until you choose to play a video. Once you do, YouTube's own privacy practices apply.
How long information is kept
- Unsuccessful or preliminary enquiries: 12 months after the last communication.
- Routine email and WhatsApp communications: 12 months after the last communication or final session, unless relevant information has become part of the client record.
- Client consultation, health and session records: seven years after the final session, subject to confirmation against insurer or professional-body requirements.
- Payment and accounting records: for the period required by HMRC, normally at least five years after the relevant 31 January Self Assessment deadline.
Relevant records may be retained for longer where necessary to establish, exercise or defend a legal claim.
Your rights
Subject to applicable law, you may have rights to request access to, correction of, deletion of, or restriction of the use of your personal information. You may also object to some processing, request a copy of certain information, and withdraw health-information consent at any time.
Please contact me using the details above to exercise a right or raise a concern. You can also complain to the Information Commissioner's Office.
Changes to this notice
This notice may be updated when the way information is handled changes. The latest version will always be available on this page.