PRIVACY POLICY

Last updated: June 2025

At Lochar Mill Riverside Retreat & Lochar Mill Wellness C.I.C., we are committed to protecting your privacy and handling your personal data with care and transparency.

1. What Information We Collect

We collect personal information when you:

Make a booking through our online booking system (via Acuity)
Sign up to receive our newsletter via the website

The information we collect may include:

Full name
Email address
Telephone number
Basic health confirmation (you confirm that you do not have any health conditions that would exclude you from participating in sauna or cold water therapy)

2. How We Use Your Information

We use your information to:

Confirm and manage your booking
Communicate with you about your appointment
Send occasional email newsletters (only if you opt in)

You can unsubscribe from marketing emails at any time using the link provided in each email or by contacting us directly.

3. How Your Information Is Stored

Booking data is securely stored via Acuity Scheduling (a third-party booking platform).
Mailing list data is stored via Mailchimp or Wix, depending on how you subscribed.

We do not share your personal information with any third parties, and we only use it for purposes directly related to your interactions with us.

4. Retention of Data

Booking information is retained in Acuity indefinitely, unless you request its removal. Newsletter subscriptions are retained until you choose to unsubscribe.

5. Your Rights

Under GDPR, you have the right to:

Access the data we hold about you
Correct any inaccurate information
Request that your data be deleted
Withdraw your consent to receive marketing emails at any time

To exercise any of these rights, please contact us at:
📧 lucy@locharmillwellness.co.uk

6. Cookies and Website Tracking

Our website may use cookies or third-party tools (e.g. Google Analytics, Wix visitor stats) to help improve user experience and understand site traffic. You can manage your cookie preferences through your browser settings.

7. Changes to This Policy

We may update this policy occasionally. Any changes will be reflected on this page with an updated date.

For Clients Referred to Lochar Mill Wellness CIC for Funded Wellbeing Sessions

The following section outlines how we collect and protect data for individuals referred by a hospice, GP, or healthcare professional to receive wellness support under our CIC-funded programme.

1. Who This Policy Is For This policy applies to individuals referred to Lochar Mill Wellness C.I.C by a GP, hospice, healthcare professional, or nutritional therapist to receive funded wellness services, including therapies such as infrared sauna, cold water immersion, breathwork, and nature-based sessions.

2. What Information We Collect We collect the following personal and sensitive (special category) data: - Initials and date of birth - General health status and any conditions relevant to therapy safety - Referring professional’s name and contact details - Contact information (phone and/or email) - Therapy preferences or support needs

This data may be collected via our online referral form, consent form, or through direct communication with you or your referrer.

3. Why We Collect This Data We collect your information to: - Review your referral and suitability for services - Allocate and manage your funded sessions - Record your attendance and session history - Communicate with you about appointments or wellbeing support - Report anonymised usage statistics to funders

4. How Your Data Is Stored All client information is stored securely using Google Workspace Shared Drives, with strict access permissions limited to essential Lochar Mill Wellness CIC staff. Your name is never included in funder reports or public materials.

Each client is assigned a unique Client ID used to track services anonymously. Sensitive health information is kept confidential and is only accessed by qualified staff.

5. Consent and Your Rights We will only process your data with your clear, written consent. By completing our consent form, you confirm that you: - Understand what services you are being referred for - Know what data is being collected and why - Can withdraw your consent at any time

Under UK GDPR, you have the right to: - Access your data - Request corrections - Request deletion of your data - Withdraw consent for further use

To exercise these rights, please contact us at:
lucy@locharmillwellness.co.uk

6. Data Retention We retain referral and session data for up to 7 years, in line with good practice for healthcare and audit purposes. After that, records will be securely deleted.

7. Feedback and Quotes With your additional consent, you may be invited to provide feedback. Anonymised quotes from your experience may be used in reports or promotional materials. This is always optional and never includes identifiable information.

8. Third Parties and Data Sharing We do not share your data with any third parties except: - If required by law (e.g. safeguarding concerns) - For anonymised reports to grant funders (no names, initials, or contact info shared)

9. Updates to This Policy This policy may be updated periodically. The latest version will always be available on our website or upon request.