Privacy Policy

Privacy Policy

1. Introduction

This privacy policy explains how Holistic Vick / Victoria Moore (the "Data Controller," "we," "us," or "our") collects, uses, and protects your personal data. We are committed to protecting your privacy and handling your data in an open and transparent manner, in accordance with the UK General Data Protection Regulation (UK GDPR) and the guidance of the Information Commissioner’s Office (ICO).

2. Who We Are

• Data Controller Name: Victoria Moore

• Contact Email: victoriamoore1711@gmail.com

• Telephone : 07775 989766

• ICO Registration Number : ZC042239

3. The Data We Collect About You

We collect and process the following categories of personal data:

• Identity/Contact Data: Name, Address, Email Address, Telephone Number, Date of Birth.

• Professional Data: Occupation.

• Health and Medical Data (Special Category Data): Current and past health and medical conditions, consultation notes, treatment history, and details relevant to your treatment.

• Technical Data: IP address, browser type (when using the website/online forms).

We collect this data via our website (online booking/enquiry forms) and paper/electronic consultation forms.

4. How We Use Your Data and Our Lawful Basis

Under GDPR, we must have a lawful basis to process your data. We rely on the following articles:

• Article 6 (Lawfulness of processing): For processing Personal Data (e.g., name, contact details).

• Article 9 (Processing of special categories of personal data): For processing Health and Medical Data.

A. Health/Medical Information (Special Category Data)

We use your health and medical information for two main purposes:

1. Providing Treatment: To ensure we provide a safe, tailored, and effective massage or beauty treatment. Our lawful basis for this is the "Provision of health or social care or treatment" (Article 9 UK GDPR).

2. Legal/Insurance Compliance: To maintain professional treatment records for insurance/legal purposes. Our lawful basis for this is necessary for "compliance with a legal obligation."

Note: Your treatment cannot proceed without collecting this information, as it is essential to ensure your safety and the suitability of the treatment.

B. Personal Data (Name, Contact, DOB, Occupation, Technical Data)

We use your personal data based on the following lawful bases under Article 6:

• Performance of a Contract: For booking and managing appointments, and sending appointment reminders.

• Legitimate Interest: For contacting you about your appointment, treatment, or aftercare, and for improving our website and services (ensuring smooth service delivery).

• Legal Obligation: For holding records for legal/insurance claims (7 years).

• Consent: For sending marketing emails/newsletters (only if you opt-in separately).

5. Data Retention: How Long We Keep Your Data

We will only keep your personal data for as long as is necessary to fulfil the purposes we collected it for.

• Retention Period: We retain all client consultation forms and treatment records for 7 years from the date of your last treatment.

• Justification: This period is required to comply with our professional indemnity insurance policy conditions and to defend or pursue any potential legal claims which may arise, in line with the Limitation Act 1980.

• Minors: For clients treated before the age of 18, we retain records for 7 years after they reach the age of 18.

• Deletion: After the retention period has expired, your paper and electronic records will be securely destroyed/deleted.

6. How We Store and Protect Your Data

We are committed to ensuring that your data is secure.

• Physical Records (Paper Consultation Forms/Notes): Stored in a locked filing cabinet in a secure, private location.

• Electronic Records: Stored on password-protected devices, often encrypted, and/or via third-party booking systems that are also GDPR compliant.

• Confidentiality: Only Victoria Moore has access to your full consultation and treatment records.

7. Sharing Your Data

We will never share your personal data with any third party for marketing or sales purposes.

We may have to share your data with the following parties where necessary:

• Professional Indemnity Insurers: In the event of an insurance claim or query.

• Legal Authorities: If required by law, such as a court order or legal process.

• IT/Software Providers: Third-party providers who manage our secure online booking system or website.

8. Your Rights

Under UK GDPR, you have the right to access your data, have inaccurate data rectified, and request erasure (the right to be forgotten) where we are not legally obliged to keep the records (such as the 7-year retention period). You also have the right to withdraw consent for marketing at any time.

9. How to Complain

If you have concerns about our use of your personal data, please contact us first at victoriamoore1711@gmail.com

You also have the right to lodge a complaint with the supervisory authority in the UK, the Information Commissioner's Office (ICO).

• ICO Contact Details: https://ico.org.uk/concerns/ or telephone 0303 123 1113

10. Changes to this Policy

This policy was last updated on 19/11/2025.