Privacy Policy
Wildflower Holistic Treatments – Privacy & Data Notice
Last updated: September 2026
Wildflower Holistic Treatments respects your privacy and is committed to protecting your personal information. This notice explains what information I collect, why I collect it, how it is used and stored, and your rights in relation to your personal data.
Wildflower Holistic Treatments is operated by Sarah Thorneycroft as a sole trader and is the data controller responsible for the personal information collected in connection with your treatments and bookings.
Information I collect
When you book or receive a treatment with Wildflower Holistic Treatments, I may collect information including your name, address, telephone number and email address; booking and appointment information; treatment history and preferences; emergency contact details; and information you provide during your consultation.
To ensure that treatments are appropriate and provided safely, I may also need to collect relevant health and wellbeing information. This can include medical conditions, symptoms, allergies, pregnancy or breastfeeding information, medications or other information that may affect the suitability of a treatment.
Health information is classed as special category personal data under UK data-protection law and is treated with additional care. I only ask for information that is relevant to providing your treatment safely and appropriately. The ICO requires organisations to minimise the health information they collect and to have an appropriate condition for processing special-category data.
Why I use your information
Your personal information may be used to:
manage your bookings and appointments;
communicate with you about your appointments;
provide treatments safely and appropriately;
identify possible contraindications to treatment;
maintain appropriate treatment and consultation records;
process payments, refunds, treatment courses and gift vouchers;
issue invoices and maintain financial records;
meet legal, tax, accounting and insurance obligations; and
respond to questions or requests relating to your treatment.
For ordinary personal information, the lawful basis will depend upon how the information is being used and may include performance of our contract, compliance with a legal obligation and Wildflower Holistic Treatments' legitimate interests in operating and administering the business.
Where explicit consent is relied upon for relevant special-category health information, you will be asked to give this separately. You may withdraw that consent, although this may affect my ability to provide a treatment safely where the information is necessary to assess suitability. The ICO requires explicit consent to be clear, specific and expressly confirmed rather than inferred.
Booking information – Acuity Scheduling / Squarespace
Wildflower Holistic Treatments uses Acuity Scheduling, provided by Squarespace, to manage appointments and client bookings.
When you make a booking, information such as your name, contact details, appointment information and information you provide through booking or consultation forms may be stored within Acuity/Squarespace.
If you complete a consultation form electronically through Acuity, the information you provide will be stored with your client/appointment record rather than on a paper consultation form.
Payments – Square
Payments may be processed using Square.
When you pay online, Square processes information necessary to complete the transaction, which may include payment-card information, contact information and transaction details. Square confirms that it processes customer data on behalf of sellers when providing payment-processing services.
Wildflower Holistic Treatments does not receive or store your full payment-card number. Square states that payment data is encrypted and that full card numbers are not displayed to sellers.
Square has its own privacy obligations and may process certain information in accordance with its own privacy notices and legal requirements.
Paper consultation records
Existing consultation and treatment records completed on paper are stored securely in a locked filing cabinet and are only accessed when necessary for the provision and administration of your treatments.
As Wildflower Holistic Treatments moves towards electronic consultation forms, older paper records may continue to be retained for the appropriate retention period rather than automatically being transferred into the electronic system.
How long I keep your information
I will not keep personal information for longer than is reasonably necessary for the purpose for which it was collected.
Different records may need to be retained for different periods. Treatment and consultation records may be retained where necessary for professional, insurance or legal purposes, while financial and transaction records may need to be retained to meet tax and accounting requirements.
When information is no longer required, it will be securely destroyed or deleted.
Sharing your information
I do not sell your personal information.
Information will only be shared where necessary for the operation of Wildflower Holistic Treatments, where you have asked or authorised me to do so, or where I am legally required to disclose it.
Service providers involved in processing or storing information may include Acuity/Squarespace for appointment scheduling and client records and Square for payment processing.
Where service providers process information internationally, they are responsible for putting appropriate data-protection safeguards in place where required.
Marketing
Booking a treatment does not automatically mean that you have agreed to receive marketing communications.
Where consent is required, marketing emails or messages will only be sent where you have chosen to receive them. You can unsubscribe or ask me to stop sending marketing communications at any time.
Service communications — for example appointment confirmations, reminders, changes or information necessary for your booking — are separate from marketing communications.
Keeping your information secure
Reasonable measures are taken to protect your personal information against loss, misuse, unauthorised access or disclosure.
Paper consultation records are stored securely in a locked filing cabinet. Electronic information is held using password-protected services and reputable service providers.
Square states that customer payment information transmitted through its services is encrypted and that its payment systems comply with relevant PCI security standards.
Your rights
Under UK data-protection law, depending on the circumstances, you may have rights relating to your personal information including the right to request access to your information, have inaccurate information corrected, request deletion or restriction of certain information, object to certain processing, request portability of certain information and withdraw consent where consent is the basis for processing.
Some rights are subject to legal exceptions — for example, I may need to retain certain records where there is a legal, tax, insurance or other legitimate requirement to do so.
If you would like to exercise any of these rights, please contact Wildflower Holistic Treatments.
Questions or concerns
If you have any questions about this Privacy & Data Notice or how your personal information is handled, please contact:
Sarah Thorneycroft
Wildflower Holistic Treatments
Email: sarahthorneycroft@yahoo.co.uk
Website: wildflowerholistictreatments.com
If you are unhappy with how your personal information has been handled, you also have the right to make a complaint to the Information Commissioner's Office (ICO).