The Retune Room Privacy Notice

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The Retune Room is committed to protecting and respecting your privacy – this privacy notice explains how your personal data is collected and used when you interact with us by purchasing a service or requesting information.

By using this website and any services provided by The Retune Room you are confirming that you have read and understood this privacy notice and agree for your personal data to be held and processed by us in the ways and for the purposes described here.

We may change this privacy notice from time to time. You should check this notice on our website occasionally, in order to ensure you are aware of the most recent version.

Last updated: 25 October 2024

What personal data do we collect from you?

• Names, contact details and addresses.
• Age-band.
• E-mails and SMS/WhatsApp/Messenger messages we have exchanged.
• Your consultation and consent form.
• Brief notes for each one-to-one healing session.
• Health information (including health conditions, allergies, medication, recent operations) plus name and address of GP.
• Payment card details (processed and held by Square).
• Transaction data such as details about payments to and from you and details of services you have purchased from us.

Why do we need to hold your personal data?

• In order to be able to communicate with you via phone or e-mail, in relation to services booked, information requested, or notification of upcoming services and offers.
• To receive payments, send booking confirmations and reminders for services that will be delivered.
• To identify whether clients are under-16 and require parental consent and supervision.
• So that there is a record of your attendance and a note of important factual information that may be of significance in our sound healing sessions.
• It is a requirement of The Retune Room’s insurance provider.

Will we share your personal information with third parties?

All personal information will be stored securely and kept completely confidential. However, there are a limited number of circumstances in which we may share your personal data and other information with third parties:

• Where required by the court of law.
• If your safety or that of a vulnerable adult or child is imminently at risk.
• If you request and/or give us consent to share your information with another health professional for the purposes of improving your care.

How long will we keep your personal data for?

• The Retune Room’s insurance provider requires client records to be kept for 7 years after sound healing sessions have been completed.
• 7 years after sound healing sessions have been completed, all electronic data will be permanently deleted, and any hard copies shredded and disposed of.

Important information about The Retune Room website and electronic storage: 

The security of your personal data is important to us, but remember that no method of transmission over the internet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal data, we cannot guarantee its absolute security.

Neither The Retune Room nor The Retune Room website knowingly permit the use of malware, spyware, viruses, and/or other similar types of software.

The Retune Room is not responsible for the content or practices of third-party websites that may be linked to this website. The Retune Room is also not responsible for any information that you might share with such linked websites. You should refer to each website’s respective privacy policy and practices prior to disclosing any information.

We use some essential cookies to optimise your website experience. We'd also like to use analytics cookies so we can understand how the website is used and make improvements. By accepting our use of cookies, you are consenting to the use of cookies for tracking website traffic, your data will be aggregated with all other user data. Advanced tracking allows cookies to be placed in the browsers of our website visitors. This enables our website host, GoDaddy, to tell us how many people come to our website, optimise how fast our site loads, and send metrics related to third party integrations.

The cookie policy window appears when our website loads and will persist until the visitor accepts or declines. If visitors select Accept, behavioural data such as clicks and individual page visits, or any information tracked by third parties (such as Facebook, Google, etc.) can be tracked. If visitors select Decline, click outside the box, or otherwise close the box, then data won’t be tracked. Tracking tools will only be loaded if visitors accept. 

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 data.
• Your right to rectification: You have the right to ask us to rectify personal data 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 data in certain circumstances.
• Your right to restriction of processing: You have the right to ask us to restrict the processing of your personal data in certain circumstances.
• Your right to object to processing: You have the right to object to the processing of your personal data in certain circumstances.
• Your right to data portability: You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
• Your right to withdraw consent: When we use consent as our lawful basis you have the right to withdraw your consent.

You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you. To make a data protection rights request, please email retuneroom@outlook.com

What should you do if you have a complaint?

We hope that you will be satisfied with the way in which we approach and use your personal data. If you have any concerns about our use of your personal data, you can make a complaint to us by emailing retuneroom@outlook.com.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the information regulator, the Information Commissioner’s Officer (ICO), using the details below.

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint