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GDPR Privacy Policy

Relax and Refine Therapies Privacy Policy


Our contact details


Name: Leanne Sim Relax and Refine Therapies

Address: 22 The Charne, Otford, Kent TN14 5LS

Phone Number:07729276502




The GDPR (General Data Protection Regulation) of 25 May 2018 is the legal regulation that has been put in place to safeguard an individual’s personal information. The GDPR is an EU-wide directive that all UK businesses need to be compliant with. The following privacy policy details the lawful basis for RRT to hold information, the type of information that RRT holds about it’s clients, why that information is required, who it is shared with, how that information is used and protected and details the rights an individual has in terms of access to that information or, requests for information held to be amended or deleted.


The type of personal information we collect

Relax and Refine Therapies (RRT) collects information about you when you first contact us to use our services (whether by telephone, email or through our website enquiry form at and upon your first visit for treatment when you complete the client intake form.


Upon signing the client intake form on your first treatment at RRT you are agreeing that RRT will keep your details confidential and abide by current GDPR guidelines. You also agree that RRT can contact you via telephone, text message and email regarding your appointments and treatments with us. This also includes the occasional marketing/promotional update of our products, services and availability. An option to unsubscribe is always included if you would no longer like us to contact you.


Personal data is collected such as:


Date of birth


Email address

Telephone number


Emergency contact or next of kin details

Health conditions including allergies, medication and doses, history of; injuries, operations, illnesses provided on the client consultation form and discussed during the first and subsequent treatments


GP surgery details and other body treatments currently and previously received

Information on current physical state (i.e. aches/pains/tension)

Treatment detail and assessment notes which will be recorded after each massage session

Diarised records of appointment times


If you object to the collection and use of your personal data we may be unable to provide you with our services.




How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you via telephone, email, booking forms and consultation forms for one of the following reasons:

  • to assess your treatment requirements and provide safely and effectively which requires your current health and medical history

  •  to refer to at subsequent treatments.

  •  to arrange appointment times with you or discuss treatment plans

  • To advertise offers and services RRT provide , though we only do this occasionally

Your information will not be shared with anyone else (other than required for legal process) without explaining the reason why this is necessary and obtaining your explicit consent.


Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are: The lawful basis by which RRT holds this information is held under Special Category Data: Health.





How we store your personal information

RRT is committed to ensuring that your information is secure.


In order to prevent unauthorised access or disclosure, suitable physical, electronic and managerial procedures have been put in place to safeguard and secure the information that is collected both online and on paper.


The health and personal information gathered is held on paper Client consultation forms and  is stored securely in a locked filing cabinet in a locked office None of this information other than your name, phone number and/or email address is held electronically. Due to the nature of our business RRT retains paper based personal information and as such, has a duty to ensure that it is disposed of in a secure, confidential and compliant manner.


Contact details including telephone numbers and email addresses are held on a password protected telephone and personal computer.


How long is the information held for


RRT is required to keep your information for a period of 7 years after your last treatment for insurance purposes. Your data will not be transferred without your consent.


Once every two years, RRT will review all client records and destroy any records that are no longer bound by the regulated legal timescale for such records to be held.


Your data protection rights


Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at if you wish to make a request.

Name: Leanne Sim Relax and Refine Therapies

Address: 22 The Charne, Otford, Kent TN14 5LS

Phone Number:07729276502





How to complain

If you have any concerns about our use of your personal information, or any other concerns regarding treatments you can make a complaint to us at

Relax and Refine Therapies

Name: Leanne Sim

Address: 22 The Charne, Otford, Kent TN14 5LS

Phone Number:07729276502




You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           

Information Commissioner’s Office

Wycliffe House

Water Lane





Helpline number: 0303 123 1113

ICO website:

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