Last updated: 09/08/2025
This Privacy Policy explains how Holistic Soul Space (“we,” “us,” or “our”) collects, uses, and protects your personal information when you use our website, book holistic therapy sessions, purchase items, or communicate with us.
We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Information We Collect
We may collect and process the following personal data:
- Contact details (name, email address, phone number, postal address)
- Booking information (service requested, appointment details, payment status).
- Communications (emails, WhatsApp messages, website contact forms, Newsletter subscription)
- Technical data (IP address, browser type, device information, pages visited)
- Payment details (processed securely via third-party payment processors; we do not store card numbers)
- Session notes and records from Holistic Therapy sessions (special category health data).
We request that no private or sensitive health information be shared via any electronic communication (e.g. email or WhatsApp). — this will only be discussed in person at the start of your session to ensure safe service delivery.
2. How We Collect Your Data
We collect data when you:
- Book a therapy session
- Contact us via WhatsApp, email, contact form, or phone
- Subscribe to our Newsletter
- Browse our website (cookies and analytics tools may track usage)
3. How We Use Your Data
We use your information to:
- Process bookings, orders, and payments
- Communicate with you about your bookings, orders, or enquiries
- Arrange and deliver therapy sessions or ship products to you
- Improve our website and services
- Comply with legal obligations (e.g., accounting, tax)
4. Third-Party Service Providers
We work with trusted third-party providers who may process your data to provide our services. These include:
- Hostinger International Ltd – website and email hosting. See their Privacy Policy.
- Stripe – secure payment processing. See their Privacy Policy.
- Google Analytics – website traffic analysis. See their Privacy Policy.
- WhatsApp – for client communication. See their Privacy Policy.
We only share the minimum necessary data with these providers to perform the service.
5. Legal Basis for Processing
We process your data under the following legal grounds:
- Contract – to provide services or deliver products you have requested
- Consent – where you have agreed to receive marketing communications
- Legal obligation – to meet legal or tax requirements
- Legitimate interests – to operate and improve our services
- Consent – for the processing of special category (health) data in relation to Holistic Therapy sessions, as detailed in our Terms and Conditions.
6. Data Retention
We only keep your personal data for as long as it is necessary for the purposes set out in this Privacy Policy, to provide our services, and to comply with our legal and insurance obligations.
We apply the following retention periods:
- Newsletter subscribers: We retain your data while you remain subscribed. If you become inactive (no opens or engagement) for 24 months, we will delete or suppress your data.
- Holistic Therapy session records: Basic client information and summarised session notes are kept for 7 years after your last session. This is necessary for insurance purposes and to protect both you and us in the unlikely event of a professional or legal matter.
- Audio recordings of QHHT/BQH sessions are deleted within 4–6 weeks after the session, in line with guidelines and to minimise the sensitive data we hold.
- Booking, payment, and general enquiries: We retain this information for up to 7 years to meet accounting, tax, and legal requirements.
- Unsubscribed or withdrawn consent: We retain only the minimum information (usually just the email address) on our suppression list to ensure we do not contact you again.
After the relevant retention period ends, we will securely delete or irreversibly anonymise your personal data.
7. Your Rights
You have the right to:
- Access, correct, or delete your personal data
- Withdraw consent for marketing at any time
- Object to processing in certain circumstances
- Request data portability
To exercise your rights, contact us at: frances@holisticsoulspace.org
8. Cookies
We use cookies to improve your browsing experience. You can control cookie settings in your browser.
9. Changes to This Policy
We may update this policy from time to time. The latest version will always be posted on our website.
10. Contact Us
If you have questions about this Privacy Policy, please contact:
Holistic Soul Space
Stewarton, Ayrshire
frances@holisticsoulspace.org