Privacy policy
Last updated: 13/10/2025
1. Introduction
Balance with Sophie (“I”, “me”, or “my”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how I collect, use, store, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Who I Am
Business name: Balance with Sophie
Owner: Sophie Deakin (sole trader)
Email: balancewithsophie@gmail.com
Telephone: 07401 956921
ICO Registration Reference: ZC007263
If you have any questions about this policy or how your data is handled, please contact me using the details above.
3. The Information I Collect
I collect and process personal data necessary to provide reflexology treatments safely and effectively. This may include:
Contact details: name, phone number, email address, home address, emergency contact
Health and wellbeing information: medical history, current health conditions, medications, and lifestyle factors relevant to treatment
Consultation notes: details discussed during sessions to tailor treatments to your individual needs
Booking details: appointment times, payment records (if applicable), and communication history
This information is collected when you contact me via email, telephone, social media, or by completing the contact form on my website.
4. How I Use Your Data
Your personal data is used to:
Provide appropriate reflexology treatments and aftercare
Maintain accurate client records as required by my professional and insurance obligations
Contact you regarding appointments or changes to services
Comply with any legal, accounting, or insurance requirements
I do not share your personal information with third parties unless legally required to do so.
5. Lawful Basis for Processing
Under the UK GDPR, the lawful bases I rely on for processing your personal data are:
Consent – when you voluntarily provide information for treatments or enquiries
Contract – to deliver the reflexology services you have requested
Legal obligation – to meet insurance, tax, and record-keeping requirements
Vital interests – where processing health information is necessary for your wellbeing during treatment
You may withdraw your consent at any time by contacting me at balancewithsophie@gmail.com.
6. Data Retention
I retain client records for 8 years after your last treatment in accordance with my insurance provider’s requirements.
For clients under 18 years old, records are kept until their 25th Birthday. (or if 17 when treated then 26, as per the Children's Act 1989).
After this period, records are securely destroyed.
7. How Your Data Is Stored
Your personal data is stored securely in paper and/or electronic format.
All records are kept confidential and protected against unauthorised access, alteration, disclosure, or destruction.
8. Your Data Protection Rights
Under data protection law, you have the following rights:
The right to access your personal data
The right to request correction of inaccurate or incomplete information
The right to request deletion of your data (where legally permissible)
The right to restrict or object to processing
The right to data portability
The right to withdraw consent at any time
To exercise any of these rights, please contact me at balancewithsophie@gmail.com.
9. Cookies and Website Data
If you use my website, some anonymous data (such as browser type or visit duration) may be collected automatically through cookies to help improve website performance. You can disable cookies in your browser settings if you prefer.
10. Changes to This Policy
I may update this Privacy Policy from time to time. Any changes will be published on my website, and the date at the top of this policy will be updated accordingly.
11. How to Complain
If you have concerns about how your data is handled, please contact me first at balancewithsophie@gmail.com.
If you are not satisfied with my response, you can lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk or by calling 0303 123 1113