Privacy notice | Raven Holistics

We also collect or use the following special category information to provide services and goods, including delivery. This information is subject to additional protection due to its sensitive nature:

· Health information

We collect or use the following information for the operation of customer accounts and guarantees:

· Names and contact details

· Addresses

· Purchase history

We collect or use the following information for service updates or marketing purposes:

· Names and contact details

· Addresses

· Call recordings

· Purchase or viewing history

· Website and app user journey information

We also collect or use the following special category information for service updates or marketing purposes. This information is subject to additional protection due to its sensitive nature:

· Health information

We collect or use the following information for research or archiving purposes:

· Names and contact details

· Location data

· Recorded images, such as photos or videos

· Records of consent, where appropriate

· We collect detailed information regarding your sessions, including the types of treatments provided, the physiological and psychological effects, and your personal feedback. Purpose: This data is used to refine your personal treatment plan and to broaden our professional understanding of treatment routines and their efficacy. Educational & Professional Use: We may use insights gained from your treatments to support the care of other clients, or to contribute to professional literature and verbal knowledge-sharing within the industry. Marketing & Advertising: We may share success stories or treatment outcomes to demonstrate professional experience. Your Privacy: Your identity is our priority. No names, addresses, or identifying personal details will ever be shared in any public or professional context without your express, written permission. All case studies or shared experiences will be strictly anonymized to ensure you cannot be identified.

We also collect or use the following special category information for research or archiving purposes. This information is subject to additional protection due to its sensitive nature:

· Health information

We collect or use the following information to comply with legal requirements:

· Name

· Contact information

· Any other personal information required to comply with legal obligations

· Health and safety information

We also collect or use the following special category information to comply with legal requirements. This information is subject to additional protection due to its sensitive nature:

· Health information

We collect or use the following personal information for dealing with queries, complaints or claims:

· Names and contact details

· Address

· Payment details

· Purchase or service history

· Call recordings

· Witness statements and contact details

· Relevant information from previous investigations

· Customer or client accounts and records

· Financial transaction information

· Information relating to health and safety

· Correspondence

We also collect the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:

· Health information

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

· Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.

· Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.

· Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.

· Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.

· Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.

· Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organization, or to you. Read more about the right to data portability.

· Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods are:

· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

· Our legitimate interest for collecting and processing personal information is to ensure the safety, wellbeing, and optimal care of our clients. We use this data to: Conduct thorough consultations: Allowing us to accurately direct each client to the most suitable and effective treatment for their specific needs. Ensure Client Safety: To identify any contraindications or health risks that may impact the safety of a treatment. Maintain Professional Standards: To keep accurate records of progress and outcomes, ensuring a high level of consistent service and informed decision-making for future sessions.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

· Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

· We collect personal information, including names and contact details, to facilitate professional communication and maintain accurate service records. Communication Preferences: Clients have the right to opt out of appointment reminders and non-essential communications at any time. Data Retention: In accordance with legal and insurance requirements, client records are retained for a minimum period of 7 years [or specify your insurance term] following the final treatment, after which they are securely destroyed. Physical & Digital Security: All physical records are stored in secure, locked facilities when not in use by the therapist. Digital data is protected by industry-standard encryption and access controls. Financial Data: We do not store bank account or credit card details. Any financial information shared electronically for the purpose of processing refunds or payments is deleted immediately once the transaction is confirmed.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for research or archiving purposes are:

· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for legal requirements are:

· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Where we get personal information from

· Directly from you

How long we keep information

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

Data is retained for a minimum of 8years from the last treatment provided. To ensure ease of accessing regular clients information, record cards unused for more than 1 year may be moved into a separate storage area.

Who we share information with

Data processors

Naomi Kazantzis

This data processor does the following activities for us: The Data processor: ensures accurate data is being collected, determines what data should be shared and when, records any requests for data release to entitled organisations including the client to who the Data relates, Ensures safe storage of Data.

Others we share personal information with

· Insurance companies

· Organisations we’re legally obliged to share personal information with

· Emergency services

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

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

Last updated 18/04/2026

Important notes:

Data Storage & Security

We use a dual-system approach to ensure maximum client privacy:

Physical Records (Paper): Detailed consultation forms and treatment notes are recorded on paper. These are stored in a locked filing cabinet accessible only by the therapist and are never scanned or uploaded to the cloud.
Digital Records (Electronic): We limit electronic storage to essential contact details only (First Name, Surname Initial, and Phone Number). This is stored on a password-protected device to facilitate appointment scheduling and reminders.
Data Minimisation: We do not store full names or sensitive health history electronically, reducing the risk of data exposure in the event of a digital breach.

07933 189216

Chaddesden Derby