Privacy Policy

Privacy Notice

Grounded Grace Collective

Effective Date: [14th July 2026]
Last Reviewed: [14th July 2026]

1. Introduction

Grounded Grace Collective is committed to protecting your privacy and handling your personal information fairly, lawfully and transparently.

This Privacy Notice explains how we collect, use, store and protect your personal information when you enquire about, book or receive our Services.

Grounded Grace Collective is operated by Linda Stevens, who is the Data Controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Contact Details

Grounded Grace Collective

3 Southview Cottages
Beech Lane
Woodcote
Reading
Berkshire
RG8 0QA

Email: welcome@groundedgracecollective.co.uk

Telephone: 07841 847272

If you have any questions about this Privacy Notice or how your information is handled, please contact us using the details above.

3. Information We Collect

Depending on the Services you receive, we may collect:

Personal Information

  • Name

  • Address

  • Email address

  • Telephone number

  • Emergency contact details (where appropriate)

Health Information

As part of providing our Services safely, we may collect:

  • Medical history

  • Current medical conditions

  • Medication

  • Allergies

  • Pregnancy information

  • Mental health information relevant to treatment

  • Recent surgery or injuries

  • Other health information relevant to the Services provided

Health information is classified as Special Category Data under UK GDPR and receives additional legal protection.

4. How We Collect Your Information

We collect information when you:

  • make an enquiry;

  • book an appointment;

  • complete a Health Questionnaire;

  • complete a Consent Form;

  • communicate with us by email, telephone, text or WhatsApp;

  • attend an appointment; or

  • provide updates about your health.

5. Why We Use Your Information

We use your information to:

  • provide Reflexology, Reiki and RTT Hypnotherapy safely and appropriately;

  • assess whether treatment is suitable;

  • manage appointments and bookings;

  • communicate with you regarding your appointments;

  • maintain treatment records;

  • comply with our legal and professional obligations;

  • protect your health and safety; and

  • respond to enquiries or complaints.

We will never sell your personal information.

6. Lawful Basis for Processing

Under UK GDPR we process your personal information because:

  • it is necessary to perform our contract with you;

  • we have a legal obligation to do so;

  • we have a legitimate interest in managing our practice; and

  • where required, we rely on your explicit consent.

Health information is processed because it is necessary for the provision of health-related services and because you provide your explicit consent where required.

7. Who We Share Your Information With

Your information will be treated confidentially.

We will only share your information where:

  • you have given your consent;

  • we are legally required to do so;

  • there is a safeguarding concern;

  • there is a risk of serious harm to yourself or another person; or

  • disclosure is otherwise required or permitted by law.

We may also use trusted service providers (such as secure booking, payment or video conferencing platforms) who process information on our behalf. These providers are required to protect your information in accordance with UK data protection legislation.

8. Online Appointments

Where Services are delivered online using Zoom, Microsoft Teams or another secure platform, reasonable steps are taken to protect your privacy.

Clients are responsible for ensuring they participate from a private environment where conversations cannot be overheard.

9. How We Store Your Information

We take appropriate technical and organisational measures to keep your information secure.

Information may be stored:

  • electronically using password-protected systems;

  • in secure cloud-based services; and/or

  • in locked physical files where paper records are maintained.

Access is limited to those who need it to provide the Services.

10. How Long We Keep Your Information

We retain client records only for as long as necessary to fulfil the purposes for which they were collected and to meet legal, insurance and professional requirements.

Treatment records will normally be retained for seven years after your final appointment.

Records relating to children (where applicable) will normally be retained until the child reaches the age of 25, or longer where required by law or professional guidance.

After the retention period expires, records will be securely destroyed or permanently deleted.

11. Your Rights

Under UK GDPR you have the right to:

  • access your personal information;

  • request correction of inaccurate information;

  • request erasure of information where applicable;

  • request restriction of processing;

  • object to certain processing;

  • request transfer of your information where applicable; and

  • withdraw consent where processing relies on consent.

Some of these rights may be limited where we have legal or professional obligations to retain records.

12. Cookies and Website Information

Our website may use cookies to improve your browsing experience and to understand how visitors use our website.

Where cookies require consent, this will be requested when you visit the website.

Please refer to our Cookie Policy for further information.

13. Complaints

If you are unhappy with how we handle your personal information, please contact us first so we have the opportunity to resolve your concerns.

You also have the right to complain to the Information Commissioner's Office (ICO).

Information Commissioner's Office

Website: https://ico.org.uk

Telephone: 0303 123 1113

14. Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in legislation, professional guidance or our working practices.

The most recent version will always be available on our website.