Privacy Policy

This privacy notice explains how The Healing Ground ("we", "us", "our") collects, uses, stores and protects your personal data when you visit our website, use our booking portal, attend a class or treatment, hire our spaces, or interact with us in any other way.

It applies whether you are a client, student, member, visitor, independent practitioner, teacher, or enquirer. By using our services or providing your information to us, you acknowledge the practices described in this notice.

We may update this notice from time to time. The version published on this page at the time you use our services is the version that applies. Material changes will be notified by email to account holders where reasonably practicable. Last updated: 17 August 2026.

The Healing Ground is the data controller for the personal data described in this notice. We operate a wellbeing centre offering therapy rooms, a yoga and movement studio, contrast and recovery therapy facilities, community space, and space hire for independent practitioners and teachers.

• Address: 123 Example Street, Pontardawe, South Wales
• Email: info@thehealingground.uk
• Data protection contact: please use the email above and mark your message for the attention of the Data Protection Lead.

Independent practitioners and teachers who use our spaces are separate data controllers for their own client records. Where they collect personal data from you, their own privacy notices apply in addition to this one.

We collect only the information we need to provide our services, keep you safe, meet our legal obligations and communicate with you effectively. This may include:

• Identity and contact details: name, email address, phone number, postal address, date of birth and emergency contact information.
• Account and billing information: login credentials, payment card details processed by our payment provider, billing address, invoice history and account status.
• Booking and attendance information: classes, treatments, workshops, events and room hire bookings; attendance records; cancellations and refunds.
• Health and wellbeing information: medical conditions, injuries, allergies, medications, pregnancy status, or other information you or your practitioner share so we can keep you safe during sessions.
• Professional information (for practitioners and teachers): qualifications, professional memberships, insurance details, DBS status, biography, photograph, modalities, website and social links for your public profile.
• Communications and feedback: emails, messages, survey responses, reviews and complaints.
• Technical information: IP address, browser type, device information and cookies when you use our website or portal.

We use your personal data on the basis of the service we are providing, our legitimate interests, your consent, or where we have a legal obligation. The main purposes are:

• To manage your account, process bookings, take payments and issue invoices.
• To deliver classes, treatments, workshops, events and space hire safely and effectively.
• To communicate with you about your bookings, account, payments and any changes to our services.
• To keep you and others safe, including sharing relevant health information with the practitioner or teacher delivering your session.
• To maintain accurate records for accounting, tax, insurance and legal purposes.
• To improve our services, analyse usage and respond to feedback.
• To send marketing communications where you have opted in. You can withdraw consent at any time.

Information about your physical or mental health is special category data under UK data protection law. We treat this information with extra care.

We collect health information only where you voluntarily provide it, or where it is necessary to protect your vital interests or the vital interests of another person during a session. We use it solely to assess whether an activity is suitable for you, to brief the practitioner or teacher delivering your session, and to respond to an emergency.

Health information is not used for marketing, automated decision-making or profiling. It is not shared with other clients, visitors or unrelated third parties unless we are required to disclose it by law or to protect life.

We do not sell your personal data. We share it only where necessary and with appropriate safeguards in place:

• Independent practitioners and teachers: your name, contact details and relevant health information are shared with the practitioner or teacher delivering your session so they can provide the service safely.
• Payment providers: card and billing information is processed by our payment provider (Stripe) under their own privacy and security standards. We do not store full card details.
• Service providers: we use trusted providers for hosting, email, accounting, customer support and analytics. They process data only on our instructions and under contractual obligations.
• Legal and regulatory bodies: we may disclose data where required by law, regulation, court order, or to protect our rights, property or safety.

Some of our service providers may store or process data outside the United Kingdom. Where this happens, we ensure appropriate safeguards are in place, such as standard contractual clauses or adequacy decisions recognised under UK data protection law.

We keep your personal data only for as long as necessary for the purposes described in this notice and to meet our legal, accounting and insurance obligations.

• Booking and payment records: retained for at least six years to meet tax and accounting requirements.
• Account information: retained while your account is active and for a reasonable period afterwards to handle queries, disputes or legal claims.
• Health information: retained only for as long as necessary for your safety and the safety of others, typically for the duration of your active relationship with us plus a limited period for insurance and safeguarding purposes.
• Marketing preferences and consents: retained until you withdraw consent or your account is closed.
• Practitioner public profile information: retained while you maintain a published profile, and removed or anonymised when you unpublish or close your account.

Under UK data protection law, you have the following rights in relation to your personal data:

• Right to access: request a copy of the personal data we hold about you.
• Right to rectification: ask us to correct inaccurate or incomplete information.
• Right to erasure: ask us to delete your data in certain circumstances.
• Right to restrict processing: ask us to limit how we use your data.
• Right to data portability: receive your data in a structured, commonly used format.
• Right to object: object to processing based on legitimate interests or direct marketing.
• Right to withdraw consent: where we rely on your consent, you may withdraw it at any time.

To exercise any of these rights, contact us using the details at the end of this notice. We aim to respond within one calendar month.

Our website and portal use cookies and similar technologies to keep you signed in, remember your preferences, understand how visitors use the site, and support security.

You can manage cookies through your browser settings. Blocking essential cookies may affect the functionality of the booking portal and account features.

We take appropriate technical and organisational measures to protect your personal data from loss, misuse, unauthorised access and disclosure. This includes encryption in transit, access controls, secure hosting, and regular review of our systems and processes.

Where we use third-party services, we choose providers with appropriate security standards and require them to handle data responsibly. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

If you are an independent practitioner or teacher, you can choose to publish a public profile through our directory. The profile may include your name, photograph, biography, modalities, qualifications, website, social media links and other information you choose to add.

You control what appears on your profile and can edit or unpublish it at any time through your account. Once published, the information is visible to anyone visiting our website, including non-logged-in users and search engines.

We recommend you do not include sensitive personal information, home addresses, direct contact details for clients, or any content you do not wish to be publicly visible.

Our services are primarily directed at adults. Where we collect information about children attending family or youth sessions, we require appropriate parental or guardian consent and process that data in line with our safeguarding obligations.

Practitioners and teachers working with children or vulnerable adults must comply with our safeguarding policy and provide appropriate clearance and training evidence.

We may update this privacy notice to reflect changes in our services, the law, or our data practices. The latest version will always be published on this page with the last updated date at the top.

If you have any questions about this privacy notice, how we handle your data, or you wish to exercise your rights, please contact us at info@thehealingground.uk.

If you are not satisfied with how we have handled your personal data, you also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection matters.