Privacy Policy
This notice explains how HEAL Collective handles personal information submitted through the website, during enquiries and as part of client intake, safety screening, consent and service delivery.
Who we are
HEAL Collective Ltd is a private wellness and performance studio. For privacy questions, email hello@healcollectiveuk.com.
Information we collect
When you send an enquiry, we may collect your name, email address, optional telephone number, interests, goals, acknowledgements and the message you choose to provide. Please avoid entering detailed medical information in the website enquiry form.
Client intake and health information
When you complete a client intake, safety screening or consent form, we may collect information about your health, symptoms, medical history, medication, allergies, previous treatment, pregnancy status where relevant, lifestyle, treatment goals and other information needed to assess safety and suitability. We may also collect emergency contact details. This information may be collected using Microsoft Forms and stored within HEAL Collective's Microsoft 365 environment.
Why we use it
We use this information to respond to your enquiry, discuss suitability, arrange a call or appointment, manage availability and keep an appropriate record of our communications. Where information may reveal health-related details, we handle it with additional care.
We use client health and intake information to assess whether our services are suitable and safe, plan and adapt sessions, maintain appropriate records, respond to safety concerns and, where necessary, discuss relevant information with our clinical overseer or an appropriate healthcare professional.
Lawful basis
We normally rely on taking steps at your request before providing a service and on our legitimate interests in answering enquiries and administering the studio.
We may also rely on contractual necessity where processing personal information is necessary to provide services you have requested or booked.
Health information is special category personal data. For the health information described above, HEAL Collective relies on your explicit consent as its special-category processing condition. You may withdraw consent by contacting us, although this may mean we are unable to provide certain services where the information is necessary for safety or suitability.
Who receives it
Website enquiry submissions are processed through Formspark (submit-form.com). Client intake, safety screening and consent information may be collected through Microsoft Forms and stored within HEAL Collective's Microsoft 365 environment. Website hosting, email and other service providers may also process limited personal or technical data on our behalf. We do not sell personal data.
Where reasonably necessary for safety, suitability or clinical oversight, relevant information may be shared with our clinical overseer or an appropriate healthcare professional. We will limit any information shared to what is relevant for that purpose.
How long we keep it
Unsuccessful or inactive enquiries are normally reviewed and deleted within 12 months. We retain client intake, screening, consent, session and related health records for as long as reasonably necessary having regard to service delivery, continuity of care, safety, safeguarding, insurance requirements and any applicable legal or regulatory obligations. Retention periods are reviewed periodically, and information is securely deleted or anonymised when it is no longer required.
Your rights
You may ask for access, correction, deletion, restriction or objection, subject to legal limits. You may also complain to the Information Commissioner’s Office. Contact us first and we will try to resolve the matter promptly.
Security and international processing
We use reasonable organisational and technical safeguards. Some service providers may process data outside the UK; where that happens, we require appropriate contractual or legal safeguards to be in place.