1. Our Commitment to your Privacy

At Integrity Wellbeing, your privacy, trust and confidentiality are fundamental to the care we provide.

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Whether you are visiting the clinic for support with pain, recovery, skin health, stress management or overall wellbeing, we recognise that the information you share with us is personal. We are committed to protecting your privacy and handling your information with the same care, professionalism and respect that we bring to every treatment.

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This Privacy Policy explains what personal information we collect, why we collect it, how we use it, how we keep it secure and the choices you have regarding your information. We aim to be transparent about our practices and only collect information that is necessary to provide safe, effective and personalised care.

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Integrity Wellbeing complies with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all other applicable data protection legislation.

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Who We Are

Integrity Wellbeing is the trading name of Integrity Spa and Wellness Consulting Ltd, a holistic wellness clinic providing bespoke, integrative treatments designed to support the health of the skin, body and overall wellbeing.

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Rather than following fixed treatment protocols, every appointment is individually tailored to the client's needs, goals and clinical presentation. Treatments are thoughtfully tailored using an integrative approach that may combine a range of complementary therapies, hands-on techniques and evidence-informed practice to support your individual health and wellbeing.

Depending on your individual needs, treatments may incorporate one or more therapeutic approaches, including:

• Advanced Clinical Massage

• Manual Lymphatic Drainage (Dr Vodder Method)

• Tuina

• Deep Tissue Massage

• Myofascial Release

• Trigger Point Therapy

• Pregnancy & Postnatal Massage

• Aromatherapy

• Reflexology

• Facial Reflexology

• Holistic Facial Sculpting

• Buccal (Intra-Oral) Massage

• Gua Sha

• Zone Face Lift

• Sound Therapy

• Integrative Health & Wellbeing Coaching

 

As Integrity Wellbeing continues to grow, additional complementary healthcare services, including acupuncture, may also become available.

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The information you provide enables us to understand your health, lifestyle and treatment goals so that we can deliver safe, effective and personalised care while maintaining accurate clinical records.

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Data Controller

For the purposes of UK data protection legislation, the Data Controller is:

Integrity Spa and Wellness Consulting Ltd trading as Integrity Wellbeing
9 Bramley Road
Notting Hill
London
W10 6SZ

Telephone: 07424 651211

Email: info@integrity-wellbeing.com

Website: www.integrity-wellbeing.com

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

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Our Commitment to Privacy & Confidentiality

Confidentiality lies at the heart of the therapeutic relationship.

Everything discussed during your consultation and treatment is treated with the utmost respect and discretion. We recognise that you place considerable trust in us when sharing information about your health, lifestyle and wellbeing, and we are committed to protecting that trust.

We will never sell your personal information or use it for purposes unrelated to your care without your knowledge and consent.

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We will only collect information that is relevant to providing safe, effective and personalised treatment, fulfilling our legal and professional responsibilities, and continually maintaining the high standards of care we strive to provide.

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Where we are legally required to disclose information—for example, where there is a legal obligation, court order or a serious safeguarding concern—we will do so only to the extent required by law.

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2. Information We Collect

To provide safe, effective and personalised care, we collect only the information that is necessary to understand your individual needs, deliver appropriate treatment and fulfil our legal and professional responsibilities.

The information we collect will vary depending on the services you receive and how you interact with Integrity Wellbeing.

Personal Information

When you make an enquiry, book an appointment or become a client, we may collect personal information including:

• Full name

• Postal address

• Email address

• Telephone number(s)

• Date of birth

• Emergency contact details

• GP details (where relevant)

This information enables us to identify you, communicate with you regarding your appointments and maintain accurate client records.

Health Information

To ensure treatments are safe and appropriate, we may collect health information that is relevant to your care.

This may include:

• Medical history

• Current and previous health conditions

• Allergies and sensitivities

• Medications, supplements and herbal remedies

• Pregnancy status (where applicable)

• Previous injuries, surgeries and significant medical events

• Lifestyle information, including sleep, stress, movement and nutrition

• Skin concerns and musculoskeletal concerns

• Treatment goals

• Consultation notes

• Clinical observations

• Treatment records and progress notes

Some of this information is classified as Special Category Data under UK data protection legislation and is afforded additional legal protection. We collect only the information that is necessary to provide safe, effective and personalised care.

Appointment & Payment Information

When booking appointments, we may collect information relating to your bookings and payments, including:

• Appointment history

• Treatment history

• Payment status

• Gift voucher information (where applicable)

• Appointment correspondence

To reserve an appointment, clients may choose either to pay in full at the time of booking or securely store valid payment card details through our online booking system.

Payment card information is processed and securely stored by our authorised payment provider via Timely. Integrity Wellbeing does not have access to, or store, your full payment card details.

Consultation Forms & Clinical Records

Prior to your first appointment, and periodically thereafter where appropriate, you will be asked to complete a consultation form.

These records help us understand your health, lifestyle, treatment goals and any factors that may influence your care.

During and after each appointment we may also record:

• Treatment provided

• Techniques used

• Areas treated

• Advice or recommendations given

• Home care guidance

• Future treatment plans

• Your response to treatment

Maintaining accurate clinical records forms an important part of providing safe, consistent and professional care.

Photographs

With your permission, progress photographs may occasionally be taken to monitor treatment outcomes.

Wherever possible, these photographs will be taken using your own device so that you remain the owner and controller of the images.

If Integrity Wellbeing ever retains copies of photographs for clinical records, these will only be taken and stored with your explicit written consent. They will be securely stored and will never be used for marketing, educational or promotional purposes without your separate written permission.

Communications

If you contact Integrity Wellbeing by telephone, email, social media or through our website, we may retain copies of our correspondence to help us respond to your enquiry and provide ongoing support.

This may include:

• Email correspondence

• Contact form submissions

• Appointment enquiries

• Messages relating to your treatment or bookings

Marketing Preferences

From time to time, Integrity Wellbeing may offer newsletters, educational content, clinic updates or information about new treatments and services.

These communications will only be sent where you have actively chosen to receive them.

You may withdraw your consent or unsubscribe at any time by following the instructions included within the communication or by contacting us directly.

Website Usage

When you visit our website, certain technical information may be collected automatically to help us understand how visitors use the site and to improve your experience.

This information may include:

• IP address

• Browser type

• Device information

• Pages visited

• Time spent on the website

• Referring websites

Where cookies or analytics tools are used, these are explained in our separate Cookie Policy.

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3. How We Use Your Information

Integrity Wellbeing only uses your personal information where it is necessary to provide safe, effective and professional care, to manage our relationship with you and to fulfil our legal, regulatory and professional obligations.

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We will only use your information fairly, lawfully and transparently, and only for the purposes for which it was collected, unless we are legally required or permitted to use it for another compatible purpose.

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We are committed to collecting only the information that is necessary to support your care and to protecting your privacy throughout every stage of your relationship with the clinic.

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4. Why We Collect Your Information

We collect and use personal information only where it is necessary to provide safe, appropriate and personalised care, manage your appointments and maintain the professional operation of Integrity Wellbeing.

Your information may be used for one or more of the following purposes:

• To respond to enquiries and provide information about our services.

• To arrange, confirm, amend or cancel appointments.

• To assess whether a treatment is safe and appropriate for you.

• To identify any contraindications, precautions or adaptations that may be required.

• To understand your health, lifestyle, concerns and treatment goals.

• To develop treatment plans tailored to your individual needs.

• To maintain accurate consultation notes, treatment records and clinical observations.

• To monitor your progress and support continuity of care.

• To provide appropriate aftercare advice, home-care guidance and treatment recommendations.

• To communicate with you regarding appointments, follow-up care and matters relating to your treatment.

• To process payments and administer appointment reservations, treatment packages and gift vouchers.

• To manage late cancellations and missed appointments in accordance with our Terms and Conditions.

• To maintain records required for legal, insurance, regulatory and professional purposes.

• To respond to complaints, insurance enquiries or legal claims where necessary.

• To protect the health, safety and wellbeing of our clients, practitioners and others.

• To continually improve the quality of our services and the overall client experience.

• To send newsletters, educational information, clinic updates and marketing communications where you have provided your consent.

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5. Our Lawful Basis for Processing Your Information

Under the UK General Data Protection Regulation (UK GDPR), organisations must have a lawful basis for collecting and processing personal information.

The lawful basis depends on the purpose for which your information is being used.

Providing Healthcare and Therapeutic Services

The majority of the personal information we collect, including health information, is processed because it is necessary to provide safe, effective and personalised complementary healthcare services.

Without relevant information about your health, medical history and current circumstances, we may be unable to determine whether treatment is appropriate or deliver care safely.

Where health information is collected, it is treated as Special Category Data under UK GDPR and is afforded additional legal protection.

Contract

When you book an appointment with Integrity Wellbeing, we process your personal information to fulfil our agreement with you.

This includes:

• Managing your bookings.

• Communicating with you about your appointments.

• Providing the services you have requested.

• Processing payments and administering appointment reservations.

Legal Obligations

We may process your personal information where necessary to comply with legal or regulatory obligations.

Examples include:

• Maintaining appropriate clinical records.

• Meeting professional and insurance requirements.

• Responding to lawful requests from regulatory bodies or public authorities.

• Complying with legal proceedings where disclosure is required by law.

Legitimate Interests

In certain circumstances, we process personal information because it is necessary for the legitimate interests of Integrity Wellbeing, provided those interests do not override your rights and freedoms.

These legitimate interests include:

• Maintaining accurate business and clinical records.

• Managing appointments and client communications.

• Improving the quality and efficiency of our services.

• Protecting the security of our clinic, systems and records.

• Preventing fraud or misuse of our services.

Consent

In some situations, we will ask for your explicit consent before processing your personal information.

This may include:

• Sending newsletters or marketing communications.

• Retaining clinical photographs.

• Using photographs, testimonials or case studies for educational or promotional purposes.

• Processing information where consent is required by law.

Where processing is based on your consent, you are free to withdraw that consent at any time.

Withdrawing your consent will not affect the lawfulness of any processing carried out before your consent was withdrawn.

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6. Special Category Health Information

Information concerning your physical or mental health is classified as Special Category Data under the UK General Data Protection Regulation (UK GDPR). This type of information is considered particularly sensitive and is therefore given additional legal protection.

The health information collected by Integrity Wellbeing may include:

• Your medical history and current health conditions.

• Medication, supplements and herbal remedies.

• Allergies and sensitivities.

• Pregnancy and postnatal information, where relevant.

• Previous injuries, surgery or medical procedures.

• Musculoskeletal pain, tension, restricted movement or other physical concerns.

• Skin conditions, sensitivities and treatment concerns.

• Lifestyle information relevant to your care, including sleep, stress, nutrition and movement.

• Consultation notes, clinical observations and treatment records.

• Your response to treatment and any relevant progress information.

We collect and use this information only where it is relevant and necessary to:

• Assess whether a treatment is safe and appropriate for you.

• Identify contraindications, precautions or necessary treatment adaptations.

• Provide personalised treatment and appropriate aftercare.

• Maintain accurate clinical records.

• Support continuity of care.

• Meet our legal, professional and insurance responsibilities.

• Establish, exercise or defend a legal claim, where necessary.

To process health information lawfully, Integrity Wellbeing must identify both an appropriate lawful basis under Article 6 of the UK GDPR and an additional condition under Article 9 for processing Special Category Data. Health information requires this additional level of justification and protection.

Where applicable, Integrity Wellbeing processes health information because it is necessary for the provision and management of health, wellbeing and complementary therapeutic services. In other circumstances, information may be processed with your explicit consent or where it is necessary for the establishment, exercise or defence of legal claims.

Your health information will:

• Be treated as strictly confidential.

• Be accessed only where necessary for your care or the operation of the clinic.

• Be stored securely and protected against unauthorised access.

• Not be disclosed to another practitioner or healthcare professional without your consent, unless disclosure is required or permitted by law.

• Never be used for marketing purposes without your separate, explicit consent.

You are encouraged to inform Integrity Wellbeing if your health, medication, pregnancy status or other relevant circumstances change, so that your records can be kept accurate and your treatment can continue to be provided safely.

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7. How We Store and Protect Your Information

Integrity Wellbeing takes the security of your personal information seriously and is committed to protecting it against unauthorised access, loss, misuse, alteration or disclosure.

We use a combination of physical, electronic and administrative safeguards to help ensure that your information remains secure and confidential.

Paper Consultation Forms

Integrity Wellbeing primarily uses paper consultation forms and handwritten clinical records as part of our commitment to providing a thoughtful, personal and distraction-free consultation experience.

Completed consultation forms and treatment records are stored securely within the clinic when not in use and are accessible only to authorised personnel.

Appropriate measures are taken to protect paper records from unauthorised access, accidental loss or damage.

Electronic Records

Where electronic records are required, they are stored using reputable service providers that employ appropriate technical and organisational security measures.

Electronic records are protected through password-controlled access and other suitable safeguards designed to prevent unauthorised access.

Appointment Booking System

Integrity Wellbeing uses Timely to manage appointments, client records and booking administration.

Timely securely processes the personal information necessary to manage your appointments and acts as a data processor on our behalf.

Where clients choose to reserve appointments using payment card details, card information is securely processed and stored by Timely's authorised payment provider. Integrity Wellbeing does not have access to, or store, your full payment card details.

Email and Communications

Email correspondence and other communications are stored securely and are retained only for as long as necessary to support your care, manage appointments or meet legal and professional obligations.

While we take reasonable steps to protect electronic communications, no method of transmitting information over the internet can be guaranteed to be completely secure. We therefore encourage clients not to send highly sensitive medical information by email unless requested.

Photographs

Where clinical photographs are taken with your consent, they will be stored securely and treated as part of your confidential clinical record.

Wherever possible, progress photographs are taken using your own device so that you retain ownership and control of the images.

If Integrity Wellbeing retains copies of clinical photographs, these will only be stored with your explicit written consent and will never be used for marketing, educational or promotional purposes without your separate written permission.

Access to Your Information

Access to your personal information is strictly limited to those who need it to provide your care or to fulfil legal, regulatory or professional responsibilities.

Integrity Wellbeing will never sell your personal information or disclose it to third parties for marketing purposes.

All information is treated as confidential and handled with the utmost care and professionalism.

Keeping Your Information Secure

We regularly review our working practices and security procedures to help protect the personal information entrusted to us.

Although no system of storing or transmitting information can ever be completely secure, we take appropriate steps to minimise risk and to safeguard your information using measures that are proportionate to the nature of the information we hold.

8. Sharing Your Information

Integrity Wellbeing treats all personal information as confidential.

We will never sell your personal information, rent it to third parties or share it for marketing purposes.

Your information will only be shared where it is necessary to provide your care, where you have given your consent or where we are legally required or permitted to do so.

Information may be shared in the following circumstances:

Service Providers

We work with carefully selected service providers who help us operate the clinic and deliver our services.

These may include providers of:

• Appointment booking and practice management software.

• Secure payment processing.

• Website hosting and maintenance.

• Email and communication services.

These providers process personal information only on our instructions and are required to keep your information secure and confidential.

With Your Consent

With your explicit consent, we may share relevant information with another healthcare professional or practitioner involved in your care where this would benefit your treatment.

Legal or Regulatory Requirements

We may disclose personal information where required to do so by law or where disclosure is necessary to:

• Comply with a legal obligation.

• Respond to a court order or lawful request.

• Protect the vital interests of an individual.

• Prevent or detect crime where permitted by law.

• Meet safeguarding responsibilities.

Where appropriate and lawful to do so, we will always seek to discuss such disclosures with you first.

Professional Advisers and Insurers

Where necessary, limited information may be shared with our professional advisers, insurers or legal representatives in connection with insurance claims, complaints or legal proceedings.

Any information shared will be limited to what is reasonably necessary.

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9. How Long We Keep Your Information

Integrity Wellbeing retains personal information only for as long as it is necessary to fulfil the purposes for which it was collected, including providing your care, meeting legal and professional obligations, resolving disputes and maintaining appropriate clinical records.

Clinical records, consultation forms and treatment notes are generally retained for seven years following your last appointment.

Where treatment is provided to a child or young person, records may be retained for a longer period where required by law or professional guidance.

Different types of information may be retained for different periods depending on their purpose. For example:

• Appointment and treatment records.

• Consultation forms.

• Clinical notes.

• Correspondence relating to your care.

• Financial records where required for accounting or tax purposes.

• Consent forms.

Once information is no longer required, it will be securely destroyed, permanently deleted or anonymised in a manner appropriate to the type of information being held.

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10. Your Rights Under UK GDPR

Under the UK General Data Protection Regulation (UK GDPR), you have a number of rights regarding your personal information.

These rights include:

The Right to Be Informed

You have the right to know how your personal information is collected, used, stored and shared. This Privacy Policy forms part of that commitment to transparency.

The Right of Access

You have the right to request a copy of the personal information we hold about you.

This is commonly known as a Subject Access Request.

The Right to Rectification

If you believe that any information we hold about you is inaccurate or incomplete, you have the right to request that it be corrected.

Keeping your records accurate helps us provide safe and appropriate care.

The Right to Erasure

In certain circumstances, you may request that we erase your personal information.

However, this right is not absolute. As a healthcare provider, Integrity Wellbeing may be required to retain certain clinical records in order to comply with legal, professional or insurance obligations.

The Right to Restrict Processing

You may ask us to limit the way we use your personal information in certain circumstances while any concerns are investigated.

The Right to Data Portability

Where applicable, you may request a copy of personal information that you have provided to us in a structured, commonly used and machine-readable format.

The Right to Object

You have the right to object to certain types of processing, particularly where information is processed for direct marketing purposes or based on legitimate interests.

Rights Relating to Automated Decision-Making

Integrity Wellbeing does not use automated decision-making or profiling that produces legal or similarly significant effects.

All treatment decisions are made by a qualified practitioner based on your individual consultation and clinical assessment.

Withdrawing Consent

Where we rely on your consent to process personal information, you have the right to withdraw that consent at any time.

For example, you may withdraw your consent to receive marketing communications or to retain clinical photographs.

Withdrawing consent will not affect the lawfulness of any processing carried out before your consent was withdrawn.

Making a Request

If you wish to exercise any of your rights, please contact Integrity Wellbeing using the contact details provided at the end of this Privacy Policy.

We will respond to your request in accordance with applicable data protection legislation and will normally do so within one month.

Complaints

If you are unhappy with how we have handled your personal information, we would appreciate the opportunity to address your concerns in the first instance.

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent authority responsible for data protection.

Further information can be found on the ICO website:

https://www.ico.org.uk

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11. Cookies & Website Technologies

When you visit the Integrity Wellbeing website, small text files known as cookies may be placed on your device to help the website function correctly, improve your browsing experience and provide information about how the website is used.

Cookies do not normally identify you personally, but they may collect information about your device, browser and browsing activity.

The types of cookies used on our website may include:

Essential Cookies

These cookies are necessary for the operation of the website and enable core functionality such as page navigation, security and accessibility. The website cannot function properly without these cookies.

Analytics Cookies

Where enabled, analytics cookies help us understand how visitors use our website by collecting anonymous information such as:

Pages visited.

Time spent on the website.

Browser type.

Device type.

General geographic location.

Website performance.

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This information helps us improve the website and the services we provide.

Where analytics tools such as Google Analytics are used, information is processed in accordance with the relevant provider's privacy policies.

Third-Party Services

Some pages of our website may contain links to, or integrations with, third-party services such as:

• Timely Online Booking

• Google Maps

• Social media platforms

These services may place their own cookies or collect information in accordance with their own privacy policies. Integrity Wellbeing does not control the use of cookies by third-party websites or services.

Managing Cookies

Most web browsers allow you to control or disable cookies through your browser settings.

Please note that disabling certain cookies may affect the functionality and performance of the website.

For further information about cookies, please visit:

https://www.allaboutcookies.org

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12. Changes to This Privacy Policy

Integrity Wellbeing may update this Privacy Policy from time to time to reflect changes in legislation, professional guidance, business practices or the services we provide.

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Any updates will be published on this page, together with the revised Last Updated date shown at the beginning of the Privacy Policy.

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We encourage you to review this Privacy Policy periodically to ensure you remain informed about how your information is collected, used and protected.

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13. Contact Us

If you have any questions about this Privacy Policy, your personal information or how your data is handled, please contact us.

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Integrity Wellbeing
Trading name of Integrity Spa and Wellness Consulting Ltd

 

9 Bramley Road
Notting Hill
London

W10 6SZ

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Telephone: 07424 651211

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Email: info@integrity-wellbeing.com

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Website: www.integrity-wellbeing.com

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If you are dissatisfied with how your personal information has been handled, we would appreciate the opportunity to address your concerns in the first instance.

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).

Information about the ICO, including how to make a complaint, can be found at:

https://ico.org.uk