CLS Reflexology Privacy Policy
Last Updated: June 2026
Data Controller
CLS Reflexology (Clare Stevens MAR) is the data controller responsible for your personal information.
If you have any questions about this Privacy Policy, wish to exercise your data protection rights, or have concerns about how your personal information is handled, please contact:
Clare Stevens MAR T/A CLS Reflexology
Email: clare@clsr.co.ukTelephone: 07860 598409
The Personal Information We Collect
In order to provide safe and professional reflexology treatments, we may collect and process the following personal information:
Name, address, telephone number and email address
Emergency contact details where appropriate
Medical history and health-related information relevant to your treatment
Information relating to symptoms, wellbeing and lifestyle where relevant to treatment
Treatment records, consultation forms and treatment notes
Correspondence relating to appointments and treatments
Marketing preferences where you have chosen to receive newsletters, blogs or promotional information
How We Collect Your Information
Most of the personal information we process is provided directly by you through:
Consultation and health history forms
Verbal discussions during consultations and treatments
Appointment bookings
Email, telephone or written correspondence
Website contact forms where applicable
Why We Use Your Information
We collect and use your information to:
Assess your suitability for reflexology treatment
Provide safe and effective treatments
Maintain accurate treatment records
Communicate with you regarding appointments and treatments
Meet professional, legal and insurance requirements
Improve the quality of care and advice provided
Send newsletters, blogs, treatment updates and promotional offers where you have given your consent.
Lawful Basis for Processing
Under UK GDPR, the lawful bases relied upon for processing your personal information are:
Contract
Processing is necessary in order to provide the reflexology services you have requested.
Legal Obligation
Processing is necessary to comply with legal, insurance and professional record-keeping obligations.
Legitimate Interests
Processing is necessary to maintain accurate treatment records and provide safe, effective and appropriate treatment and aftercare.
Consent
Where we send newsletters, blogs, marketing communications or promotional offers, we rely on your consent. You may withdraw your consent at any time by contacting clare@clsr.co.uk or by using the unsubscribe option provided.
Special Category Health Data
As part of providing reflexology treatments, CLS Reflexology collects and processes special category data relating to your health.
This information is processed solely for the purpose of providing health and wellbeing treatments, ensuring client safety, maintaining professional records and fulfilling professional obligations, including confidentiality requirements and professional standards set by the Association of Reflexologists (AoR).
Sharing Your Information
Your personal information is treated as confidential.
We do not sell, rent or trade your personal information.
Information will only be shared where:
You have provided your explicit consent
It is required by law
It is necessary for insurance, legal or regulatory purposes
There is a safeguarding concern or serious risk to your safety or the safety of others where disclosure is legally permitted or required
To support the delivery of our services, we use carefully selected third-party service providers who process personal information on our behalf and under strict data protection obligations.
Electronic Records and Third-Party Service Providers
CLS Reflexology uses Cliniko, a secure practice management system, to manage appointments, client records and treatment notes.
Information stored within Cliniko may include:
Contact details
Appointment history
Consultation forms
Medical and health information relevant to treatment
Treatment records and notes
Cliniko operates in accordance with applicable data protection requirements and employs security measures designed to protect personal information.
Access to client information is restricted to authorised users and only for legitimate business purposes.
Where other third-party providers are used for business operations, they will only process personal information where appropriate safeguards are in place and only to the extent necessary to provide their services.
How We Store Your Information
We are committed to protecting your personal information and have appropriate security measures in place to prevent unauthorised access, alteration, disclosure or loss.
Records are stored securely electronically using Cliniko, a secure practice management system.
Appropriate technical and organisational measures are in place to protect personal information from unauthorised access, loss, misuse, alteration or disclosure.
Access is restricted to CLS Reflexology and any authorised persons who require access for legitimate business, legal or regulatory purposes.
Retention of Records
Client records are retained in accordance with professional, legal and insurance requirements.
Adult client records are retained for a minimum of 8 years following the last treatment.
Children's records are retained until the client reaches the age of 25, or age 26 if treatment concluded at age 17.
Records may be retained for longer where required by law, insurance providers or ongoing legal proceedings.
Once retention periods have expired, records will be securely destroyed, deleted or shredded.
Your Rights
Under UK data protection law, you have the right to:
Request access to your personal information
Request correction of inaccurate or incomplete information
Request erasure of your information in certain circumstances
Request restriction of processing in certain circumstances
Object to processing in certain circumstances
Request transfer of your information to another organisation where applicable
Withdraw consent at any time where consent is the lawful basis for processing
You are not normally required to pay a fee to exercise these rights.
Requests should be submitted to:
Email: clare@clsr.co.uk
We will respond within one month of receiving your request unless an extension is permitted under data protection law.
Automated Decision-Making
CLS Reflexology does not use automated decision-making or profiling when processing personal information.
Therapist's Rights
If you choose not to provide information necessary for treatment, including relevant health information, CLS Reflexology may be unable to provide treatment safely and may decline or discontinue treatment where appropriate.
Professional records relating to treatment provided must be retained in accordance with legal, insurance and professional obligations.
How to Make a Complaint
If you have concerns about how your personal information is collected, stored or used, please contact CLS Reflexology in the first instance at clare@clsr.co.uk.
We will investigate your concerns and aim to respond within 30 days.
If you remain dissatisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).
Information Commissioner's Office5
Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF
Telephone: 0303 123 1113
Website: https://ico.org.uk
Changes to This Privacy Policy
This Privacy Policy will be reviewed periodically and updated when necessary to reflect changes in legal requirements, professional standards or business practices.
The latest version will always be available from CLS Reflexology