Privacy Policy

1. Who We Are

Willow & Fern Reiki (“we”, “us”, “our”) is the data controller responsible for your personal data.

Contact details:
Email: hello@willowfernreiki.co.uk
Address: 3 Schwartz Wharf, Unit 204, E9 5GW London, UK

2. What Information We Collect

We may collect and process the following personal data:

Personal and contact details:

• Full name
• Email address
• Phone number
• Postal address
• Date of birth

Health and treatment information (special category data):

• Medical history
• Allergies
• Medication information
• Information about why you are seeking Reiki treatment
• Notes taken during sessions
• Feedback following treatments

Consent and records:

• Signed consent forms
• Treatment history

Emergency contact details:

• Full name
• Phone number
• Email address
• Relationship to you

3. How We Use Your Information

We use your personal data to:

• Provide safe and appropriate Reiki treatments
• Assess your suitability for treatment
• Maintain accurate treatment records
• Communicate with you about appointments and enquiries
• Meet legal, regulatory, and insurance requirements

We do not use your personal data for automated decision-making or profiling.

4. Lawful Basis for Processing

We process your personal data under the following lawful bases:

• Consent – where you have given clear permission
• Contract – where processing is necessary to provide our services

For health-related information (special category data), we rely on:

Explicit consent under Article 9(2)(a) UK GDPR

You will be asked to provide explicit consent before any treatment is carried out, and you may withdraw your consent at any time.

5. How We Store and Protect Your Data

We take appropriate security measures to protect your personal data, including:

• Secure, password-protected digital systems
• Restricted access to personal data
• Confidential handling of all client records

6. Data Retention

We keep your personal data only for as long as necessary:

• Client treatment records: up to 7 years after your last session
• General enquiries: up to 12 months

We may retain data longer where required for legal, insurance, or regulatory purposes.

7. Sharing Your Data

We do not sell or share your personal data for marketing purposes.

We may share your data only where necessary:

• With insurers or professional advisers
• Where required by law or legal obligation

Emergency contact details will only be used in the event of a genuine emergency.

8. Your Rights

Under UK data protection law, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Restrict or object to processing
• Withdraw your consent at any time

To exercise your rights, please contact us using the details above.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

9. Emergency Contact Information

By providing emergency contact details, you confirm that you have informed those individuals that their information may be used in case of an emergency.

10. Cookies and Website Data

Our website itself does not use cookies for analytics, advertising, or user tracking.

However, some third-party services we link to (including affiliate partners such as Bookshop.org) may use cookies or similar tracking technologies in order to:

• process referral links
• track sales attribution
• measure affiliate performance

We do not control these third-party cookies or how they are used. We recommend reviewing the privacy and cookie policies of any third-party websites you visit via our links.

By continuing to use this website and clicking external links, you acknowledge that third-party cookies may be used in accordance with those providers’ policies.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date.