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Privacy Policy

How we collect, use, and protect your personal information.

Last updated: April 2026

Calm Space Wellbeing ("we", "us", "our") is committed to protecting your privacy. This policy explains what personal data we collect, how we use it, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

The data controller is Paulina Plowman, trading as Calm Space Wellbeing, 16 Stockwood Way, Farnham, Surrey GU9 9TE. If you have any questions about this policy, please contact us at [email protected].

1. Information We Collect

Information you provide directly

  • Name, email address, and phone number when you contact us or complete an enquiry form
  • Health and wellbeing information you share during intake consultations or sessions
  • Payment details when you book or pay for a service (processed securely — we do not store card details)
  • Any correspondence you send us by email, phone, or social media

Information collected automatically

  • Basic analytics data (pages visited, time on site, referral source) via our website platform
  • Device type and browser information for technical purposes

2. How We Use Your Information

We use your personal data only for the purposes for which it was collected, including:

  • Responding to your enquiries and booking requests
  • Delivering coaching and therapy services to you
  • Sending appointment confirmations and session reminders
  • Maintaining client records as required for our professional practice
  • Sending occasional updates or offers where you have given consent — you can unsubscribe at any time
  • Complying with legal or regulatory obligations

3. Our Legal Basis for Processing

We process your data on the following legal bases:

  • Contract: to fulfil our agreement with you when you book a service
  • Legitimate interests: to respond to enquiries and manage our business effectively
  • Consent: for marketing communications — you may withdraw consent at any time
  • Legal obligation: where we are required to retain records by law

Where we process special category data (such as health information shared in a therapeutic context), we do so on the basis of your explicit consent and for the purposes of providing health and wellbeing services.

4. How We Store & Protect Your Data

Your data is stored securely and access is restricted to Paulina Plowman only. We use reputable third-party tools (such as email and scheduling platforms) that comply with UK GDPR. We do not sell or share your personal data with any third parties for marketing purposes.

Client notes and health records are stored securely and retained for a minimum of seven years in line with professional practice guidelines, after which they are securely deleted.

5. Cookies

Our website uses essential cookies to ensure it functions correctly, and may use analytics cookies to help us understand how visitors use the site. You can control cookies through your browser settings. By continuing to use our website, you consent to our use of essential cookies.

6. Third-Party Services

We may use the following third-party services, each of which has its own privacy policy:

  • Email service provider (for client communication)
  • Online scheduling/booking tool (for appointment management)
  • Payment processor (for secure payments — we never store your card details)

7. Your Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you
  • Rectify any inaccurate or incomplete data
  • Erase your data (where there is no legal obligation to retain it)
  • Restrict or object to how we process your data
  • Data portability — receive your data in a portable format
  • Withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact us at [email protected]. We will respond within 30 days.

If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

8. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated date. We encourage you to review this policy periodically.

9. Contact Us

If you have any questions or concerns about this privacy policy or how we handle your data, please get in touch: