Effective: 29 April 2026
Last updated: 29 April 2026
This Privacy Policy explains what personal information Holistic Reform collects when you use our website or book a therapy with us, what we do with it, who we share it with, and what rights you have over your data.
We’ve tried to write this in plain English. If anything is unclear, email us at info@holisticreform.com.
1. Who we are
Holistic Reform is a small wellness clinic based in Forest Gate, East London. We provide holistic therapies (Mizan, cupping, acupuncture, and others) and sell related wellness products.
For UK GDPR purposes, Holistic Reform is the data controller — we decide what personal information to collect about you and what to do with it.
Address: Holistic Reform, City Gate House, Room 212, 246-250 Romford Road, Forest Gate, London E7 9HZ
Contact: info@holisticreform.com
2. What we collect
Depending on how you interact with us, we may collect:
- Account details — your name, email address, phone number, and (when you book) your billing or postal address.
- Booking details — the therapy you booked, date, time, practitioner, and any rescheduling or cancellation events.
- Payment references — for online payments via Stripe, we receive a transaction reference (we never see your card number — that stays with Stripe). For bank transfers, Zelle, PayPal, or Venmo payments, we record the amount, date, and reference you provide.
- Intake form completion — to comply with health service guidelines, we ask you to confirm intake form completion. We only record that you’ve completed it (and your gender, to ensure the right form is offered) — we do not store the intake form’s contents on our servers. Completed paper forms are kept in physical files at the clinic.
- Communications — any email or contact form messages you send us.
- Technical data — IP address, browser type, pages visited (in server logs, retained for security purposes).
- Cookies — see Section 7 below.
3. Why we collect it (legal basis)
Under UK GDPR, every use of your personal data needs a legal basis. Ours are:
- Performance of contract (Article 6(1)(b)) — to fulfil your booking, process payment, and send confirmations and reminders.
- Provision of healthcare services (Article 9(2)(h)) — to deliver therapy services and keep records consistent with professional standards. This is our basis for processing health-related information.
- Legitimate interests (Article 6(1)(f)) — to run the clinic safely (for example, security logs, fraud prevention, and basic analytics).
- Legal obligation (Article 6(1)(c)) — to retain financial records as required by HMRC.
- Consent (Article 6(1)(a)) — for non-essential cookies and (if introduced) marketing communications. You can withdraw consent at any time.
4. Who we share it with
We do not sell your data. We share it only with the service providers we need to run the clinic:
| Provider | Purpose | Data shared |
|---|---|---|
| SiteGround (UK/EU servers) | Website hosting and automated backups | All data stored on the website |
| Stripe | Online payment processing | Name, email, payment details (Stripe is the controller for card data) |
| Resend | Transactional email delivery (booking confirmations, reminders, receipts) | Name, email, message content |
| Cloudflare | Network performance and basic security | IP address, request metadata |
Each is a data processor under a written agreement with us. We do not currently use Google Analytics, Meta Pixel, or other third-party tracking services.
We may disclose data when required by law (for example, an HMRC tax inquiry, court order, or lawful police request).
5. How long we keep your data
| Data type | Retention |
|---|---|
| Account information | While your account is active, plus 1 year after closure |
| Booking and appointment records | 7 years (HMRC tax record requirement) |
| Payment records | 7 years (HMRC tax record requirement) |
| Email correspondence | 2 years |
| Server logs | 30 days |
| Cookies | See Section 7 |
When the retention period ends, we delete or anonymise the data.
6. Your rights
Under UK GDPR you have the right to:
- Access — request a copy of the personal information we hold about you.
- Correct — ask us to fix anything inaccurate.
- Delete — ask us to remove your data (“right to be forgotten”), subject to legal retention requirements.
- Restrict — ask us to pause processing while a query is investigated.
- Object — object to certain uses of your data, particularly those based on legitimate interests.
- Portability — receive your data in a structured, machine-readable format so you can move it elsewhere.
- Withdraw consent — for anything we process based on your consent.
- Complain to the ICO — the UK Information Commissioner’s Office at ico.org.uk, helpline 0303 123 1113.
To exercise any of these rights, email info@holisticreform.com. We aim to respond within 30 days.
7. Cookies
We use a small number of cookies:
- Essential cookies — required for the website to work (login session, shopping cart contents, security tokens). These don’t need consent.
- Functional cookies — remember settings such as your therapy gender filter preference.
- Marketing or analytics cookies — none currently. If we add any in future, we’ll ask via the cookie banner first.
You can manage your preferences any time via the cookie banner that appeared on your first visit, or through your browser’s privacy settings.
8. Children
The website is intended for users aged 18 or over. We do not knowingly collect data from children. If a parent or guardian believes their child has provided us with information, please email us and we’ll delete it.
9. Changes to this policy
If we update this policy, we’ll change the “Last updated” date at the top of this page. Material changes will be flagged by email if we have your address on file.
10. Contact us
For any privacy or data protection question — including to exercise your rights:
Email: info@holisticreform.com
Address: Holistic Reform, City Gate House, Room 212, 246-250 Romford Road, Forest Gate, London E7 9HZ
If you’re not satisfied with our response, you can contact the Information Commissioner’s Office:
Website: ico.org.uk
Helpline: 0303 123 1113