Naturally Balanced
Privacy Policy
Version: 2.0
Effective Date: 19 June 2026
Last Reviewed: 19 June 2026
Our contact details Name: Natalie Davis
Address: 42 Gladstone Road, Sholing, Southampton, SO19 8GT
Phone Number: 07783953798
E-mail: naturallybalanced24@gmail.com
The type of personal information we 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
How we get the personal information and why we hold it;
Most of the personal information we process is provided to us directly by you for one of the following reasons:
•For informing reflexology treatments and any advice I give because of your treatment.
We use the information that you have given us to:
•Provide you with the best possible treatment options, support and advice.
Who we share your information with;
We treat all client information as confidential and do not routinely share personal information with third parties.
Information may be disclosed:
Where required by law;
To our professional insurers in connection with a claim or potential claim;
With your explicit consent;
Where necessary to protect your vital interests or those of another person.
Lawful Basis for holding and using Client Information;
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
(a)Your consent. You can remove your consent at any time. You can do this by contacting;
Name: Natalie Davis
Address: 42 Gladstone Road, Sholing, Southampton, SO19 8GT
E-mail: naturallybalanced24@gmail.com
(b)We have a legal obligation:
1.1.‘Claims occurring’ insurance: (records to be kept for 7 years after last treatment)
1.2.Law regarding children’s records (records to be kept until the child is 25 or if 17 when treated, then 26)
(c)We have a legitimate interest, i.e. my requirement to retain the information to provide you with the best possible treatment options and advice.
As I process special category data relating to health, processing is necessary for the provision of health and wellbeing services and for the establishment, exercise or defence of legal claims where required, bound under the AoR Confidentiality as defined in the AoR Code of Practice and Ethics.
Protecting your Personal Data - How we 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 we collect from you. I will contact you using the contact preferences you have given me.
We keep;
•Your contact details
•Medical history and other health-related information
•Treatment details and related notes
We retain client records for 7 years after your last treatment, unless a longer retention period is required by law (for example, records relating to children). At the end of the retention period, paper records will be securely shredded and any electronic records, if kept, permanently deleted.
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 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; Naturally Balanced, 42 Gladstone Road, Sholing, Southampton, SO19 8GT, or 07783953798, or naturallybalanced24@gmail.com 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.
Records may be stored in paper and/or electronic format. Appropriate security measures including password protection, secure storage and restricted access are used to protect personal information.
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 concerns about how we handle your personal information, please contact us using the details above. We will handle your complaint in accordance with our GDPR Complaints Procedure.
GDPR Complaints Procedure
Naturally Balanced
How we handle your data protection concerns;
1. About This Document;
This document sets out the complaints procedure for Naturally Balanced (referred to as “we”, “us” and “our” throughout this document). It explains how we will handle any complaint you make about the way we collect, use, store, share or otherwise process your personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Important: This procedure applies to GDPR and data protection complaints only. For all other types of complaint, please refer to our general Complaints Policy.
2. Our Contact Details;
All GDPR-related complaints should be directed to us using the contact details below.
Business Name: Naturally Balanced
Registered Address: 42 Gladstone Road, Sholing, Southampton, SO19 8GT
Complaints Email: Naturallybalanced24@gmail.com
Complaints Post: Natalie Davis (address as above)
Privacy Policy: https://www.naturallybalanced.uk/privacy-policy
3. Your Rights Under UK GDPR;
You have the following rights in relation to the personal data we hold about you:
•The right to access the personal data we hold about you (a Subject Access Request)•The right to rectification — to have inaccurate or incomplete data corrected
•The right to erasure (‘the right to be forgotten’) in certain circumstances
•The right to restrict processing of your personal data
•The right to data portability — to receive your data in a structured, machine-readable format
•The right to object to processing, including for direct marketing purposes
•The right to withdraw consent at any time where processing is based on your consent
If you believe we have not respected one or more of these rights, you are entitled to raise a formal complaint using the procedure set out in this document.
4. How to Make a Complaint;
Please submit your complaint in writing — either by post or by email — using the contact details in Section 2. To help us investigate your concern as efficiently as possible, please include:
•Your full name and preferred contact details
•A clear description of your concern and which data protection right(s) you believe have been affected
•The approximate date(s) when the issue occurred
•Any relevant reference numbers, correspondence or documents
5. Our Complaints Process;
Once we receive your complaint, we will follow the five steps below. We are committed to handling all complaints promptly, fairly and confidentially.
1.Acknowledgement — within 10 calendar days;
We will acknowledge your complaint in writing within 10 days of receiving it, confirming that we have recorded it and will be investigating.
2.Requesting Further Information;
If we need any additional details to fully investigate your complaint, we will contact you as soon as possible and explain what we need and why.
3.Investigation & Review;
We will carry out a thorough and impartial review of your complaint. We will agree a realistic timescale with you once we have all necessary information, and we will keep you updated if there are any delays.
4.Decision & Outcome;
We will communicate the outcome of our investigation to you clearly and in writing within one calendar month of receiving all the information needed (this may be extended by up to two further months for complex complaints — we will notify you if this is the case).
5.Closure or Escalation;If you are satisfied with the outcome, we will close your complaint. If you remain dissatisfied, you have the right to refer your complaint to the ICO free of charge (see Section 6 below).
6. Escalating Your Complaint to the ICO;
If you remain dissatisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) — the UK’s independent supervisory authority for data protection. This service is free of charge.
ICO website: https://ico.org.uk/make-a-complaint/
ICO helpline: 0303 123 1113 (Monday–Friday, 9am–5pm)
ICO postal address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF