Mindful Balance | Reflexology by Tom

My contact details

Name: Tom Stroud

Address: 122 Cranworth Gardens, London, SW9 0NU

Phone number: +44 7849 584679

E-mail: hello@mindfulbalancereflexology.com

Website: www.mindfulbalancereflexology.com

The type of personal information I collect

To give professional reflexology treatments, I will need to ask for and keep information about your health. I will only use this for informing reflexology treatments and any advice I give because of your treatment. The information to be held is:

•     Your contact details

•     Medical history and other health-related information

•     Treatment details and related notes

•     Appointment and booking records

•     Payment records (I do not see or store your card details; payments are processed securely by Square or PayPal)

How I get the personal information and why I hold it

Most of the personal information I process is provided to me directly by you for one of the following reasons:

•     For informing reflexology treatments and any advice I give because of your treatment

•     To book and manage your appointments

•     To respond to enquiries you send me through my website, by email, by phone or by message

I use the information that you have given me to:

•     Provide you with the best possible treatment options, support and advice

•     Manage your bookings, send appointment confirmations and reminders, and take payment

I do not share your information with third parties for marketing purposes. My website is hosted by Squarespace, my bookings are handled by Acuity Scheduling, and my payments by Square and PayPal; these providers process limited personal data (such as your contact details and appointment times) on my behalf in line with their own privacy policies and applicable data protection law. Otherwise, I will only share your information where I am required to by law. My online intake form is provided by Acuity Scheduling, which processes the information you enter (including health information) on my behalf and stores it securely in line with its own privacy policy and applicable data protection law.

Lawful basis for holding and using client information

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases I rely on for processing this information are:

I have a legal obligation:

1.     ‘Claims occurring' insurance (provided by Alan Boswell Group): records to be kept for 7 years after last treatment

2.     Law regarding children's records: records to be kept until the child is 25 (or if 17 when treated, then 26)

I have a legitimate interest:

My requirement to retain the information to provide you with the best possible treatment options and advice.

As I hold special category data (i.e. health related information), the additional condition under which I hold and use this information is: for me to fulfil my role as a health care practitioner bound under the AoR Confidentiality as defined in the AoR Code of Practice and Ethics.

Protecting your personal data - how I store your personal information

I am committed to ensuring that your personal data is secure. To prevent unauthorised access or disclosure, I have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information I collect from you. I will contact you using the contact preferences you have given me.

I keep your contact details, medical history and treatment records for 7 years after your last treatment (or, for clients under 18, until their 25th birthday, or 26th if aged 17 at the time of treatment). I will then dispose of your information by securely deleting digital records and confidentially destroying any paper records. Digital records are kept in password-protected files on an encrypted device; any paper consultation forms are kept in a locked unit.

Your data protection rights

Under data protection law, you have rights including:

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

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

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

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

Your right to object to processing - You have 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 I transfer the personal information you gave me 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, I have one month to respond to you.

Please contact me at ‘hello@mindfulbalancereflexology.com’ or ‘+44 7849 584679’ if you wish to make a request.

Therapist's rights

If you don't agree to your therapist keeping records of information about you and your treatments, or if you don't allow them to use the information in the way they need to for treatments, the therapist may not be able to treat you.

Your therapist must keep your records of treatment for a certain period as described above, which may mean that even if you ask them to erase any details about you, they might have to keep these details until after that period has passed.

Your therapist can move their records between their computers and IT systems without your permission if your details are protected from being seen by others.

How to complain

If you have any concerns about my use of your personal information, please contact me first at ‘hello@mindfulbalancereflexology.com’ and I will do my best to resolve them.

Alternatively, you can follow this link for full details of how I handle any data protection concerns - GDPR Complaints Procedure

You can also complain to the Information Commissioner's Office (ICO) if you are unhappy with how I have used your data:

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline: 0303 123 1113

Website: ico.org.uk

Last updated: 2nd August 2026