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MariaStubbs Reflexology & Holistic Therapies — Privacy Notice (Including Pet Sitting)

 

MariaStubbs Reflexology is committed to protecting your personal data and respecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and current UK data protection guidance.

 

This Privacy Notice explains how your personal information is collected, used, stored, and protected.

 

Who I Am:        Maria Stubbs AOR, MariaStubbs Reflexology & Holistic Therapies, info@mariastubbs.co.uk - www.mariastubbs.co.uk - Postal address available upon request

 

I am the data controller responsible for your personal information.

 

The Information I May Collect

 

Depending on the services you engage with, I may collect:

 

  • Name, address, email address, and telephone number

  • Date of birth where relevant

  • Emergency contact details

  • Medical history and health-related information relevant to treatments (special category data)

  • GP or healthcare practitioner details where appropriate

  • Treatment records and session notes

  • Workshop, retreat, event, or online course booking information

  • Payment and invoice records

  • Marketing preferences

  • Photos, videos, testimonials, or feedback (with consent)

  • Attendance records for workshops, retreats, talks, and online events

  • Children’s information where relevant to baby massage classes or treatments

 

Why I Collect Your Information

 

Your information may be used to:

 

Provide safe and effective treatments

 

  • Deliver reflexology, reiki, massage, holistic therapies, workshops, retreats, online talks, and classes

  • Assess suitability for treatments or participation

  • Manage appointments, bookings, and communication

  • Maintain accurate professional records

  • Meet legal, insurance, and professional body requirements

  • Provide relevant aftercare advice and recommendations

  • Improve services and client experience

  • Share information about upcoming services, events, or offers where you have opted in

  • Ensure safety and wellbeing during retreats, classes, and workshops

 

How Your Information Is Collected

 

Most personal information is collected directly from you through:

 

  • Consultation forms

  • Treatment forms

  • Booking systems

  • Website forms

  • Google Forms

  • Email or telephone communication

  • Event registration forms

  • Online course registrations

  • Social media enquiries

 

Lawful Basis for Processing

 

Under UK GDPR, the lawful bases relied upon for processing personal information are:

 

Contract

 

To provide treatments, workshops, retreats, consultations, online courses, or events you have booked.

 

Legal Obligation

 

To comply with legal, insurance, tax, safeguarding, and professional body requirements.

 

Legitimate Interests

 

To operate and improve MariaStubbs Reflexology & Holistic Therapies services and maintain professional records.

 

Explicit Consent For:

 

  • Health-related information

  • Marketing communications

  • Photography, video, and testimonials

  • Zoom recordings where applicable

  • Social media content featuring identifiable individuals

 

You may withdraw consent at any time by contacting: info@mariastubbs.co.uk

 

Please note that withdrawing consent for the processing of health-related information may affect the ability to provide treatments safely.

 

Special Category Data

 

Health information is classed as special category data under UK GDPR.

 

This information is collected only where necessary for safe professional practice and treatment planning.

 

As a professional therapist and AoR member, confidential information is handled in accordance with the Association of Reflexologists Code of Practice and Ethics.

 

Retreats, Workshops, Zoom Talks & Online Events

 

When attending a retreat, workshop, Expert Talk, baby massage class, or online session:

 

  • Your contact details may be used to manage bookings and provide event information

  • Online sessions may be hosted via third-party providers such as Zoom

  • Third-party providers process data under their own privacy policies

  • Sessions may be recorded where stated in advance

  • Recordings are shared only with registered attendees unless otherwise agreed

  • Participation in recorded sessions is voluntary

  • You may choose to keep your camera switched off during online sessions

 

Photography, Video & Social Media

 

Photos or videos may occasionally be taken during retreats, workshops, wellness events, or classes for promotional purposes.

 

Where identifiable images are used:

 

  • You will always be informed in advance

  • Consent will be requested

  • You may opt out at any time

  • Images will never knowingly be used without permission

  • Every effort will be made to avoid identifying individuals who do not consent

 

Marketing Communications

 

You will only receive marketing communications where:

 

  • You have opted in

  • You have requested information

  • Or there is a legitimate reason connected to services you have used

 

You may unsubscribe at any time by:

 

  • Clicking unsubscribe in emails

  • Contacting MariaStubbs Reflexology & Holistic Therapies directly

 

Sharing Your Information

 

Your information will never be sold.

 

Information may only be shared:

 

  • Where legally required

  • For insurance purposes

  • With professional advisers where necessary

  • With secure booking or payment providers

  • With co-hosts or collaborators where relevant to a shared event and handled securely

  • In medical emergencies where necessary to protect safety and wellbeing

 

How Your Data Is Stored

 

Every reasonable step is taken to ensure your personal data is stored securely.

 

This includes:

 

  • Password-protected digital records

  • Secure devices and accounts

  • Locked storage for paper records

  • Restricted access to personal information

  • Secure backup systems where applicable

 

Retention Periods

 

Records are retained in accordance with professional and legal requirements.

 

Typical retention periods:

 

  • Adult treatment records: 7 years after last treatment

  • Children’s records: until age 25 (or 26 if treated at age 17)

  • Workshop and retreat records: up to 3 years

  • Marketing records: until consent is withdrawn

  • Financial records: retained in line with HMRC requirements

 

Secure Disposal of Information

 

When records are no longer required:

 

  • Paper records are securely shredded

  • Digital files are permanently deleted where possible

  • Backups are removed in line with secure deletion procedures

  • Devices are securely wiped before disposal or replacement

 

Your Rights

 

Under UK GDPR, you have rights including:

 

  • The right to access your information

  • The right to request correction of inaccurate information

  • The right to request erasure in certain circumstances

  • The right to restrict processing

  • The right to object to processing

  • The right to data portability

  • The right to withdraw consent

 

Requests should be made to: info@mariastubbs.co.uk. Responses will normally be provided within one month.

 

Therapist Rights

 

If you do not agree to your therapist keeping records about your treatments or health information, it may not be possible to provide treatments safely.

 

Professional therapists are legally and professionally required to retain records for specified periods.

 

This means that even where a request for deletion is made, certain records may still need to be retained until the legal retention period expires.

 

Records may occasionally be transferred securely between devices or systems for business continuity, backup, or secure storage purposes.

 

Complaints

 

If you have concerns about how your personal information is handled, please contact:

Maria Stubbs AOR, info@mariastubbs.co.uk

 

Every effort will be made to resolve concerns promptly and professionally.

 

If you remain dissatisfied, you may contact the Information Commissioner’s Office (ICO):

www.ico.org.uk

 

Changes to This Privacy Notice

 

This Privacy Notice may be updated periodically to reflect changes in legal requirements or business practices.

 

The most current version will always be available upon request or via the website.

 

Additional Privacy Provisions — Pet Sitting & Small Pet Care

 

These provisions supplement the sections above and apply to the family-run pet-sitting and small-pet care service operated through MariaStubbs Reflexology & Holistic Therapies. They do not replace the privacy arrangements for therapies, classes, workshops, events or other existing services.

 

Pet-sitting information collected

 

When you enquire about or book pet care, I may collect your name, contact details, service address, booking dates and visit preferences; pet names, species, routines, feeding and care instructions, behaviour and relevant animal health or medication information; veterinary practice and pet-insurance information; and the name and contact details of an emergency contact. I may also record visit notes, service messages and payment records. Home access information (such as key arrangements, entry instructions or alarm details) is requested only where needed and handled with additional care. Please tell your emergency contact that you have supplied their details.

 

Why this information is used

 

I use this information to assess enquiries and suitability, arrange introductory visits, provide agreed pet care, communicate with owners, allocate visits to authorised helpers, respond to animal welfare or property emergencies, manage payments, resolve concerns and meet applicable legal, accounting and insurance obligations. Pet health information is generally information about an animal rather than special-category personal health data about an individual; any personal information about people remains protected under data protection law.

 

Lawful bases for pet-sitting processing

 

I generally rely on steps requested before entering into a contract and performance of a contract for client enquiries, bookings and care instructions; legitimate interests for proportionate operational administration, security, service records and emergency coordination; and legal obligation where records must be kept or disclosures made by law. In a genuine emergency, another lawful basis may apply depending on the circumstances. Optional promotional uses of identifiable client or pet images will be separately explained and consent requested where appropriate. Consent is not required for every routine activity necessary to deliver an agreed service.

 

Sharing information with family helpers

 

Authorised family members aged 16 or over may assist in delivering pet-care services. Only the information reasonably necessary for their assigned visits will be shared with them, such as the service address, contact arrangements, pet-care instructions, relevant veterinary details and the minimum access information needed to enter the property. Helpers must keep information confidential, must not use it for personal purposes, and must not pass it to others. Access will be limited or removed when no longer required. Where a helper operates independently rather than under my direction, the applicable privacy responsibilities will be reviewed and explained before information is shared.

 

Veterinary and other necessary disclosures

 

Where reasonably necessary, relevant information may be shared with a veterinary practice, an emergency contact, an insurer, a professional adviser, or a service provider supporting secure forms, bookings, communications and payments. I will not sell your personal information. Information will not be shared with family members merely because they are related to me; they must have a genuine service-related need.

 

Home access, keys and security

 

Key identifiers, entry codes, alarm details and similar security information will be kept separate from general booking messages wherever practical and restricted to those who need access for a specific assignment. Access details will not be included in routine customer updates or shared family calendars. Physical keys will be securely stored and not labelled with a full identifying address. Any suspected loss or unauthorised access will be assessed promptly, including whether data-breach notification obligations apply.

Pet photographs and updates

 

Where agreed, I may send the owner private updates and photographs of their pets during visits. Photographs that reveal people, addresses, identifying possessions or home-security details will be handled carefully. Using identifiable client, home or pet photographs publicly for marketing or social media is separate from providing private updates and will require an appropriate permission process.

 

Retention of pet-sitting information

 

Pet-sitting records will be kept only as long as reasonably necessary for providing the service, dealing with enquiries or disputes, and meeting tax, legal and insurance requirements. Routine enquiry and care-profile records will be reviewed periodically and deleted or anonymised when no longer needed; financial records will follow applicable HMRC retention rules; and records relevant to an incident, claim or dispute may be retained for an appropriate longer period. A specific retention schedule should be confirmed and documented before this notice is published.

 

Keeping details accurate and contacting me

 

Please tell me if your contact details, emergency contacts, pet care needs or home access arrangements change. Requests concerning personal data, including access, correction and deletion where applicable, can be sent to info@mariastubbs.co.uk. The rights and ICO complaint information set out earlier in this notice also apply to pet-sitting customers.

 

Website forms and third-party services

 

Enquiry and registration forms may be hosted through Wix, and communications may take place by email or other agreed channels. These providers may process information on my behalf or under their own terms. The service providers, privacy settings, access permissions and any international data-transfer arrangements should be checked against the tools actually used before publication.

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© Copyright MariaStubbs Reflexology & Holistic Therapies 2026
This document is for business use by Maria Stubbs AOR only and may not be copied, reproduced, or distributed without permission.

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