Privacy Policy- Element Earth

This privacy policy explains how Element Earth collects, uses, stores, and protects your personal information when you contact us, book appointments, or use our services. It is written in line with UK GDPR and the Data Protection Act 2018. 

Who we are 

Controller: Element Earth 

Business address: 28 Belle Vue Terrace, Malvern, WR14 4PZ 

Phone: 07725 460380 

For the purposes of data protection law, Element Earth is the data controller for the personal data we hold about you. 

What information we collect 

We may collect and process the following information: 

  • Your name and contact details, such as address, email address, and phone number. 
  • Appointment details and treatment history. 
  • Health and medical information you choose to share with us, including injuries, symptoms, conditions, medications, and relevant lifestyle information. 
  • Notes about treatments, aftercare, and your progress. 
  • Payment and invoice details, if applicable. 
  • Website or enquiry form information, if you contact us online. 

Why we use your information 

We use your personal data to: 

  • Book and manage appointments. 
  • Provide safe and appropriate massage or somatic therapy. 
  • Keep treatment notes so we can track your care and respond to your needs. 
  • Communicate with you about appointments, cancellations, or changes. 
  • Manage payments, invoices, and business records. 
  • Deal with legal, insurance, accounting, or complaint-related matters. 

Lawful basis for processing 

We rely on the following lawful bases under UK GDPR: 

  • Contract: to provide the treatment or services you ask for. 
  • Legal obligation: to keep records needed for tax, accounting, insurance, or compliance purposes. 
  • Legitimate interests: to manage and improve our business, handle client communications, and keep appropriate internal records. 
  • Consent: where we rely on your explicit consent for special category health data or for optional communications. 

How we collect your information 

We may collect your information: 

  • Directly from you when you fill in a consultation form, send an email, text message, or speak to us. 
  • During your appointments and follow-up communication. 
  • From third parties only where necessary and appropriate, for example if you ask someone to contact us on your behalf. 

Sharing your information 

We keep your information confidential and do not sell it. We may share limited data only where necessary with: 

  • Our booking, email, or payment providers. 
  • Our accountant or bookkeeper (Personal data will never be shared). 
  • Our insurer, professional association, or legal advisers 
  • HMRC or other authorities where required by law. 

Where personal data is shared, the ICO expects a privacy notice to explain who receives it and why. 

Data storage and security 

We store your information securely, either on password-protected devices, secure software, or locked paper records. We take reasonable steps to prevent loss, misuse, unauthorised access, or disclosure. Access to client records is limited to those who need it for business or care purposes. 

How long we keep your information 

We keep personal data only for as long as necessary for the purpose it was collected. In general, client records are kept for a reasonable period after treatment ends, and longer where required by insurance, legal, accounting, or professional reasons. Data retention should be specific and explained in the privacy notice.[7][4][2] 

You may wish to set a clear retention schedule such as: 

  • Appointment and treatment records: 7 years after last treatment 
  • Enquiry records for non-clients: 7 years after contact  

Your rights 

Under data protection law, you have rights including: 

  • The right to be informed. 
  • The right of access. 
  • The right to rectification. 
  • The right to erasure in some circumstances. 
  • The right to restrict processing. 
  • The right to object in some circumstances. 
  • The right to data portability in some cases. 
  • The right to withdraw consent where consent is the legal basis. 

Complaints 

If you are unhappy with how we use your information, please contact us first so we can try to resolve the issue. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator. 

If you have any concerns with how I handle your personal information, please contact me in writing. I will acknowledge your complaint within 30 days and investigate it in accordance with data protection law. 

Element Earth Massage (Claire Plowright) Telephone: 07725 460380. Either call or message. If email is preferred, please contact me to request an email address. 

ICO contact details: https://ico.org.uk/make-a-complaint/[8] 

Cookies and website data 

This website may use cookies or similar technologies to improve performance, remember settings, or collect basic usage statistics. Where required, we will show a cookie notice and obtain consent for non-essential cookies. 

Changes to this policy 

We may update this privacy policy from time to time. The latest version will always be available on request or on our website, and significant changes will be explained where appropriate. 

Last update June 2026


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