Privacy Policy | The Wellbeing Within Space

THE WELLBEING WITHIN SPACE

A note on trust, safety & your personal information

At The Wellbeing Within Space your privacy, safety and peace of mind matter deeply to us. We are committed to handling your personal information with transparency, care and integrity. This policy explains what we collect, why we collect it and how we protect it.

What We Collect & Why

We may collect personal information when you:

Complete a contact or booking form
Fill in a medical or wellbeing questionnaire
Attend a session, workshop or training
Contact us via email or text
Request an invoice or attend an event
Hire a space from us
Work from our space

This information allows us to:

Provide you with a supportive and personalised experience
Ensure your safety and wellbeing during sessions
Understand and respond to your individual needs
Communicate important updates about bookings, workshops or offerings
Meet legal, health and safety requirements

All information shared with us is treated with respect and confidentiality.

How Your Data Is Stored

Our website is hosted by Wix.com. Data may be stored securely through Wix’s databases and applications, which are protected by secure servers and firewalls. You can read more at www.wix.com.

We use Gmail for email communications. For details of their privacy practices, please visit www.gmail.com.

Digital records are password protected.
Paper records are kept in locked storage.

How We Use Your Information

Your personal information may be used to:

Process and confirm bookings
Communicate regarding your sessions or services
Send occasional updates, newsletters or event invitations (where consent has been given)
Comply with legal and safeguarding obligations

We will never sell, trade or knowingly share your data with third parties beyond what is outlined in this policy.

When Information May Be Shared

Your information may only be shared:

If required by law or in response to lawful requests
Through secure third-party platforms we use to operate our services (such as Wix and Gmail)

How Long We Keep Your Information

Records are securely retained for up to 7 years, in line with UK Data Protection Act guidance.
After this period, information is safely destroyed.

You have the right to request access to your data or ask for it to be removed at any time, and we will respond promptly in accordance with legal requirements.

If You Are Providing Information on Behalf of Someone Else

By sharing another person’s details, you confirm that:

You have their permission to do so
They are aware of and agree to this privacy policy

Media & Testimonials

We will always seek your clear consent before sharing photographs, videos or testimonials for marketing or social media purposes. You can withdraw permission at any time.

CCTV & GDPR Statement:

At The Wellbeing Within Space, we operate CCTV in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Purpose of CCTV

CCTV is used for legitimate business interests, including:

Ensuring the safety and security of clients, practitioners and visitors
Preventing and detecting crime or anti-social behaviour
Protecting property and equipment
Supporting the investigation of incidents where necessary

CCTV is installed only in communal and entrance areas.
It is never used in private counselling rooms, therapy rooms, treatment rooms or bathroom facilities.

Lawful Basis for Processing

The lawful basis for processing CCTV footage is Legitimate Interests, specifically the protection of individuals and property within the premises.

We ensure that CCTV use is proportionate, necessary and does not override the rights and freedoms of individuals.

Storage & Security

Footage is stored securely with restricted access.
Access is limited to authorised individuals only.
Recordings are retained for a limited period (typically up to 30 days) unless required for an active investigation.
After this period, footage is automatically deleted or securely overwritten.

Your Rights

Under UK GDPR, you have the right to:

Request access to CCTV footage in which you appear (Subject Access Request)
Request erasure where applicable
Raise concerns about how your data is being processed

Requests must be made in writing and may require verification of identity.

Sharing of Footage

CCTV footage will only be shared:

With law enforcement or relevant authorities where legally required
For the investigation of criminal activity or serious incidents

We do not share or use CCTV footage for marketing or any unrelated purposes.

Questions or Concerns

Trust is important to us. If you have any questions about how your information is handled, please contact:

📧 hello@thewellbeingwithin.co.uk

Policy Updates

This policy may be updated periodically to reflect changes in services or legal requirements. We recommend reviewing it from time to time.