Privacy Policy & FAQ's

Privacy Policy

The Reflexology Garden is committed to protecting your privacy and handling your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and applicable UK data protection laws.
Contact Details
Business Name: The Reflexology Garden
Address: 3 Hemingford Road, Cheam, SM3 8HG.
Email: nicolalgibson@hotmail.co.uk
Telephone: 07939248070
Website: www.thereflexologygarden.co.uk

What Information I Collect
I may collect and process the following personal information:
Website Enquiries
When you contact me through my website, email, telephone, or social media, I
may collect:
•Name
•Email address
•Telephone number
•Details of your enquiry
•Consultation and Treatment Records

To provide reflexology treatments safely and effectively, I may collect:
•Name and contact details
•Date of birth
•Emergency contact details (where provided)
•Medical history

•Current health conditions
•Medication information
•Lifestyle information relevant to treatment
•Treatment notes and records
•Information you provide during consultations

Health information is classified as special category personal data and is handled with additional care and confidentiality. As I hold special category data (i.e.
health related information), the additional condition under which I hold and use this information is: for me to fulfil my role as a health care practitioner bound under the AoR Confidentiality as defined in the AoR Code of Practice and Ethics.

Why I Collect Your Information
I collect and use your information to:
•Respond to enquiries
•Arrange and manage appointments
•Assess suitability for reflexology treatment
•Provide safe and effective treatments
•Maintain accurate treatment records
•Comply with legal, professional and insurance obligations
•Manage complaints or queries

I do not sell your personal information to third parties.
Lawful Basis for Processing. Under UK GDPR, I process your personal information using the following lawful bases:
•Contract
•To provide reflexology services requested by you.
•Legal Obligation
•To comply with legal, tax, insurance, and professional requirements.
•Legitimate Interests
•To manage and operate my business effectively.

Explicit Consent
Where health information is collected and processed for treatment purposes, I rely on your explicit consent and the provision of healthcare-related services.

How Your Information Is Stored
Paper consultation forms and treatment records are stored securely and only accessible to me. Where records are held electronically, they are stored on password protected devices with appropriate security measures in place to protect personal information. Reasonable measures are taken to prevent unauthorised access, loss, misuse, or disclosure of personal information.
Sharing Your Information
Your information will remain confidential and will not be shared with third parties except:
•Where you have provided consent
•Where required by law
•Where necessary to protect your vital interests or those of another person
•Where requested by insurers or professional advisers in connection with a legal or insurance claim

How Long Information Is Kept.
I retain records only for as long as necessary to meet professional, insurance, legal, and business requirements. Adult treatment records are retained for seven years following your last treatment. For clients under the age of 18 records are retained until the clients reaches the age of 25. Where treatment is provided at the age of 17 records are retained until the client reaches the age of 26.

Your Rights

Under UK GDPR, you have the right to:
•Request access to your personal information
•Request correction of inaccurate information
•Request deletion of your information where applicable
•Request restriction of processing in certain circumstances
•Object to certain types of processing
•Withdraw consent where consent is relied upon
To exercise any of these rights, please contact me using the details above.

Therapist Rights
If you don’t agree to your therapist keeping records of information about you and your treatments, or if you don’t allow them to use the information
in the way they need to for treatments, the therapist may not be able to treat you. Your therapist must keep your records of treatment for a certain period as described above, which may mean that even if you ask them to erase any details about you, they might have to keep these details until after that period has passed. Your therapist can move their records between their computers and IT systems without your permission if your details are protected from being seen by others

Data Protection Complaints
If you have concerns about how your personal information is handled, please contact me in the first instance. I will acknowledge your complaint and aim to respond within 30 days. If you remain dissatisfied, you have the right to complain to the Information Commissioner's Office (ICO). The ICO can be contacted via their website at www.ico.org.uk.

Website Contact Forms

When you submit an enquiry through my website, the information you provide will only be used to respond to your enquiry and any related correspondence. Changes to This Privacy Notice. This Privacy Notice may be updated from time to time to reflect changes in legal requirements or business practices. The latest version will always be available upon request and, where applicable, on my website. Last Updated: 18/06/2026

Complaints

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The Reflexology Garden Complaints Procedure. At The Reflexology Garden, I am committed to providing a professional, caring, and high-quality service. I value client feedback and take any concerns or complaints seriously. If you are dissatisfied with any aspect of your treatment or experience, I encourage you to raise your concerns so that I can work towards a fair resolution.
How to Make a Complaint
Complaints may be made in person, by telephone or by email.
Please provide:
•Your name and contact details
•Details of your concern or complaint
•The date of your appointment (if applicable)
•Any information that may help me understand the issue
Contact details:
Name: Nicola Gibson-Truss
Business: The Reflexology Garden
Email: nicola@thereflexologygarden.co.uk
Telephone: 07939248070
What Happens Next
Step 1 – Acknowledgement
I will acknowledge receipt of your complaint within 5 working days.
Step 2 – Investigation
Your complaint will be reviewed carefully and fairly. This may involve reviewing treatment records and discussing the matter with you to gain a full
understanding of your concerns.
Step 3 – Response

I aim to provide a full response within 30 days of receiving your complaint. If further time is required, I will keep you informed of progress and explain the
reason for any delay.
Resolution
Where appropriate, I will:
•Provide an explanation
•Offer an apology if a mistake has occurred
•Take reasonable steps to address the issue
•Review procedures to help prevent similar concerns arising in the future
If You Remain Dissatisfied
If you remain dissatisfied following my response, and where appropriate, you may seek advice from my professional association, insurer, or other relevant
organisation.
Record Keeping
A record of complaints and their outcomes will be maintained confidentially and in accordance with applicable data protection requirements.
Review of Policy
This Complaints Procedure will be reviewed periodically and updated when necessary.
Last Reviewed: 19/06/2026

GDPR Complaints

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Frequently Asked Questions:

1. What is reflexology?
Reflexology is a gentle therapy that applies pressure to specific points on the feet, hands, or face, which correspond to different parts of the body. It helps promote relaxation, reduce stress, and support the body’s natural healing.

2. How does reflexology work?
By stimulating reflex points, reflexology encourages better circulation, balances the nervous system, and helps the body release tension and toxins, allowing it to heal and function optimally.

3. What should I expect during a session?
A typical session lasts about 45-60 minutes. You’ll sit or lie comfortably while I apply gentle pressure to your feet (or hands/face if facial reflexology). Many clients find sessions deeply relaxing, sometimes feeling warmth or tingling sensations.

4. Is reflexology safe?
Yes, reflexology is a safe, non-invasive therapy suitable for most people, including pregnant women and older adults. However, it’s not recommended for those with certain medical conditions—please discuss this during your consultation.

5. How many sessions will I need?
It depends on your individual needs and goals. Some people feel benefits after one session, while others prefer regular treatments for ongoing support. We’ll discuss a plan that works best for you.

6. Can reflexology help with menopause symptoms?
Absolutely! Reflexology can help ease common symptoms like hot flashes, mood swings, anxiety, and sleep disturbances by promoting hormonal balance and relaxation.

7. Do I need to remove my shoes and socks?
Yes, reflexology is usually done barefoot to allow access to reflex points on the feet. If you prefer hand or facial reflexology, shoes stay on.

8. What should I wear?
Wear comfortable clothing that allows you to relax during the session.

9. Can reflexology replace medical treatment?
Reflexology complements conventional medicine but isn’t a substitute for medical care. Always consult your healthcare provider for serious or ongoing health issues.

10. How do I book a session?
You can book a session by contacting me via the website, phone, or email. I’m happy to answer any questions before you book!