Privacy Policy

Privacy Policy — Ben Calder Practice

Last updated: July 2026

This privacy policy explains how I collect, use, and protect your personal data when you visit www.bencalder.co.uk or engage with my professional health and wellness services (including Bowen Technique, McLoughlin Scar Tissue Release, Kinesiology, Qigong, and retreats).

I am committed to safeguarding your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who I Am (Data Controller)

Ben Calder is the data controller responsible for your personal data. If you have any questions about this privacy policy or how your data is handled, please get in touch:

2. Information I Collect

Depending on how you interact with my services, I may collect the following types of information:

  • Contact Information: Name, email address, phone number, and postal address.
  • Special Category Health Data: To provide safe and effective treatments (such as Bowen, MSTR, or kinesiology), I collect relevant health history, lifestyle notes, treatment records, and feedback on physical or emotional wellbeing. Under UK GDPR, health data is classified as "special category data" and is handled with the highest level of confidentiality and care.
  • Booking and Payment Data: Transaction details, booking histories, and basic financial or billing information processed securely through third-party payment providers. (I do not store full credit or debit card details).
  • Technical Data: IP address, browser type, and usage data collected via cookies when you visit the website to help me understand how the site is used and ensure its security.

3. Lawful Bases and Conditions for Processing

Under UK data protection laws, I must have a valid lawful basis to collect and use your personal data:

  • Consent: Where you have explicitly agreed (such as subscribing to a newsletter, filling out a health intake form, or consenting to treatment notes). You have the right to withdraw your consent at any time.
  • Contract: Where processing is necessary to fulfil a service you have booked (such as a 1- to-1 treatment, workshop, or residential retreat).
  • Legal Obligation: Where I am required by law to keep records (such as accounting records or maintaining professional standards).
  • Vital Interests & Healthcare Provision: Health data is processed specifically under UK GDPR Article 9(2)(h) for the provision of health or social care, managed by a professional bound by confidentiality.

4. How Your Information Is Used

I use the data collected for clear, limited purposes:

  • To provide professional health treatments, consultations, and bodywork therapies safely.
  • To manage bookings, appointments, and communication regarding your sessions, courses, or retreats.
  • To respond to your enquiries and provide customer support.
  • To send occasional updates, newsletters, or educational content—only where you have opted in to receive them. You can unsubscribe at any time using the link at the bottom of any email.
  • To maintain the security and proper functioning of the website.

5. Data Retention

  • Client Treatment Records: In accordance with professional indemnity insurance guidelines, clinical notes and client consultation records are securely retained for a minimum of 7 years following your last appointment (or until a minor turns 25, if applicable).
  • General Enquiries & Marketing Data: Contact details for newsletters or general enquiries are kept only as long as you remain subscribed or active, and are promptly removed if you request unsubscription or deletion.

6. Sharing Your Information

Your privacy is treated with the utmost respect. I do not sell, rent, or trade your personal data.

I may share your data only in the following limited circumstances:

  • Trusted Service Providers: With third-party software providers necessary to run the practice (such as secure booking systems, website hosting, or email platforms). These providers are bound by strict data processing agreements and cannot use your data for their own purposes.
  • Legal & Regulatory Requirements: If required by law, court order, or to protect the vital interests of an individual or the safety of the practice.

7. Your Data Protection Rights

Under UK data protection law, you have several rights regarding your personal data:

  • The right to access: You can request copies of your personal data or treatment notes.
  • The right to rectification: You can ask to correct inaccurate or incomplete information.
  • The right to erasure: You can request the deletion of your personal data, subject to legal retention requirements (such as insurance requirements for clinical notes).
  • The right to restrict or object to processing: You can object to how your data is used, particularly regarding direct marketing.
  • The right to data portability: You can request that I transfer your data to another service provider.

To exercise any of these rights, please contact Ben directly. If you have concerns about how your data is handled, you also have the right to lodge a complaint with the UK's supervisory authority, the Information Commissioner’s Office (ICO).

8. How to Raise a Data Protection Concern or Complaint

I always aim to handle your personal details with the utmost care, respect, and confidentiality. However, if you ever feel that your data has not been managed in line with UK data protection laws, you have a formal statutory right to lodge a complaint directly with me.

You do not need to use formal legal language to raise a concern. You can get in touch in whatever way feels most comfortable for you:

What happens next:

  • Acknowledgement: I will formally acknowledge your complaint within 30 calendar days of receiving it.
  • Investigation: I will look into the matter thoroughly and without undue delay, assessing exactly how your information was processed.
  • Updates & Outcome: If an investigation requires more time due to its complexity, I will keep you clearly updated on my progress. Once resolved, I will provide you with a meaningful written outcome explaining the steps taken.
  • Further Escalation: While I hope we can resolve any reflections or concerns together, you always retain the right to escalate your complaint to the Information Commissioner’s Office (ICO) at any time via their website (www.ico.org.uk).

9. Changes to This Privacy Policy

I review and update this privacy policy periodically to reflect changes in legal requirements or practice operations. The latest version will always be available on this page.