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Privacy Policy

Last Updated: October 2026

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Welcome to the Privacy Notice for Satori and Soul. We are committed to protecting your personal information and being transparent about how we collect, store, use, and protect it. This notice applies to personal data collected through our website, booking platforms, consultation forms, and during your Reiki sessions.

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1. Who We Are

Satori and Soul is a sole practitioner business based in Berwick-upon-Tweed, England. For the purposes of the UK General Data Protection Regulation (UK GDPR), we operate as the Data Controller for the personal information you share with us.

  • Business Name: Satori and Soul

  • Contact Email: azvanovec@gmail.com

  • Phone Number: +44 7460 791428

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2. The Information We Collect

Depending on how you interact with us, we may collect the following types of information:

  • Contact Information: Name, postal address, email address, and phone number.

  • Personal Details: Date of birth, gender, and emergency contact details.

  • Special Category Data (Health & Wellbeing): Medical history, current physical or mental health conditions, lifestyle details, medications, and session-by-session treatment notes. This information is necessary to provide safe and tailored Reiki treatments.

  • Children’s Data: Names, ages, and medical/health histories of minors, alongside the contact details and explicit written consent of their parent or legal guardian.

  • Technical & Website Data: IP address, browser type, and cookies collected automatically when you visit our website.

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3. How We Collect Your Data

We collect data directly from you when you:

  • Book an appointment through our Wix Bookings platform.

  • Complete an initial consultation or health intake questionnaire (online via Wix or on paper).

  • Sign up for our email newsletter via our website subscription forms.

  • Provide feedback or updates during your Reiki sessions.

  • Interact with us via phone, text message, social media, or email.

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4. Lawful Basis for Processing Your Information

Under the UK GDPR, we must establish a clear lawful basis to handle your data. We rely on the following bases:

  • Contractual Necessity: To book, administer, and deliver your Reiki treatments or workshops.

  • Legitimate Interests: To manage our business operations effectively, maintain client records, respond to enquiries, and handle professional insurance requirements.

  • Consent: For sending our email newsletter and promotional updates. You can withdraw your consent and unsubscribe at any time using the link at the bottom of our emails.

  • Explicit Consent (Special Category Data): Because health details are classified as sensitive "special category data", we process this strictly on the basis of your explicit, signed consent. For children and minors, this consent must be provided and signed by a parent or legal guardian.

  • Legal Obligation: To comply with tax, statutory, or financial laws (such as HMRC record-keeping requirements).

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5. Third-Party Service Providers

We use trusted third-party service providers to help run our website and business. Your data is shared with them only to the extent necessary to perform their services:

  • Wix: Our website and booking system are hosted on Wix.com. Your data may be stored through Wix’s data storage, databases, and general applications on secure servers behind a firewall. We also use Wix to send confirmation, reminder, and follow up emails when you book a session.

  • Email Marketing: We use MailChimp to distribute our email newsletter.

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6. How We Store and Secure Your Data

We treat your personal data with the utmost confidentiality. Security measures include:

  • Digital Records: Stored on secure, password-protected devices and encrypted cloud storage systems provided by our website and email providers.

  • Physical Records: We strive to keep away from paper documentation as much as possible, but in the case that we do take hand-written notes or forms, these are transferred to a digital copy as soon as possible at which time the physical record is destroyed.

  • Data Transfers: Wix may host data on servers located outside the UK (such as the US or EU). Wix complies with recognized international data protection frameworks to ensure your data remains safe.

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7. Sharing Your Information

We will never sell, rent, or lease your personal information to third parties for marketing purposes. Your information is only shared under specific conditions:

  • Professional Indemnity: With our insurance providers or legal advisors if necessary to defend a claim.

  • Legal/Safety Requirements: If required by law, a court order, or if we have a reasonable belief that there is a risk of serious harm to yourself, a child, or others.

  • Professional Bodies: If required for validation or auditing by professional regulatory bodies with whom we are registered.

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8. How Long We Keep Your Data

We only keep your personal information for as long as necessary to fulfill the purposes we collected it for.

  • Adult Treatment Records: In line with professional insurance guidelines, adult client records and treatment notes are retained for a period of 7 years following your final treatment session.

  • Children’s Records: Treatment records for minors are securely retained for 7 years after they reach the age of majority—meaning they are kept until their 25th or 26th birthday (depending on their age at the time of final treatment).

  • Newsletter & Enquiries: General web enquiries that do not result in a booking are deleted after 6 months. Your newsletter subscription details are kept until you choose to unsubscribe, at which point your data is deleted immediately from the mailing list.

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9. Your Legal Data Rights

Under UK data protection laws, you possess comprehensive rights over your personal data:

  • The Right of Access: You can request a free copy of all personal details and treatment notes we hold about you (or your child).

  • The Right to Rectification: You can ask us to correct inaccurate or incomplete details.

  • The Right to Erasure: You can request that we delete your data (subject to our legal/insurance requirements to retain treatment notes).

  • The Right to Object/Withdraw Consent: You can unsubscribe from our newsletter instantly at any time.

To exercise any of these rights, please contact us at azvanovec@gmail.com.

 

10. How to Complain

If you have questions or concerns about how your data is handled, please reach out to us directly so we can resolve it. If you remain unsatisfied, you have the right to lodge a formal complaint with the supervisory authority:

  • In England: The Information Commissioner’s Office (ICO) via the ICO Official Website or by calling 0303 123 1113.

  • In Scotland: The ICO Scotland Regional Office via email at scotland@ico.org.uk or by calling 0303 123 1115.

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