Effective Date: 19.05.2025

At Senses Mind & Body, we are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR). This privacy policy explains what personal data we collect, how we use it, and your rights in relation to that data.

1. Who We Are

Senses Mind & Body is a holistic wellness business offering treatments, workshops, coaching, and natural skincare products. Our services are designed to support stress management and overall wellbeing.

2. What Personal Data We Collect

We collect personal data through:

Appointment or consultation forms (e.g. via Google Forms)
Purchases through our website
Workshop sign-ups and event participation
Direct communications (email, phone, contact forms)

This data may include:

Full name, email address, phone number
Address or location (for shipping or in-person services)
Details about your wellness goals, lifestyle, or relevant health information (with your consent)
Purchase history

3. Special Category Data (Health Information)

When you book a service such as a massage, facial, or wellness coaching session, we may ask for relevant health-related information to ensure your safety. This data is considered “special category data” under the UK GDPR.

We collect this data:

Only when necessary
Only with your explicit consent (Article 9(2)(a) GDPR)
Solely for tailoring our treatments or services to your needs
Never for marketing or non-essential purposes

You may withdraw this consent at any time.

4. Lawful Basis for Processing

We process your personal data under one or more of the following lawful bases:

Contractual necessity (Article 6(1)(b)) – to provide the service or product you have requested.
Consent (Article 6(1)(a)) – for marketing communications or collecting special category data.
Legal obligation (Article 6(1)(c)) – to meet tax, accounting, or insurance requirements.

5. How We Store Your Data

Data collected via forms is stored securely via Google Forms and Google Drive, both of which are GDPR-compliant platforms.
We use secure systems with access limited to authorised personnel only.
We do not store card payment information. Payments are handled securely by third-party processors (e.g. Stripe, PayPal).

6. Data Retention

We retain personal data:

For up to 6 years where required by insurance or tax law
For 12 months following your last service for general wellness forms (unless required longer)
Until you withdraw consent or request deletion for optional services (like mailing lists)

7. Marketing & Email Communication

We only send marketing emails if you have explicitly opted in. You can unsubscribe at any time via a link in the email or by contacting us.

8. Sharing of Data

We do not sell or share your personal data with third parties. We may share data with service providers (e.g. secure cloud storage, booking platforms) only where necessary and only if they are GDPR-compliant.

9. Your Rights

You have the right to:

Access, correct, or request deletion of your data
Withdraw consent at any time
Object to processing
Lodge a complaint with the ICO (Information Commissioner’s Office)

To exercise your rights, please contact us at hello@sensesmindandbody.com

10. Cookies & Website Use

Please refer to our separate [Cookie Policy] for details on how we use cookies on our website.

11. Contact Us

If you have any questions about this policy or how we use your data, contact:
📧hello@sensesmindandbody.com