Important Information - Menu

1. Terms and Conditions

2. Privacy Notice

3. Privacy Policy

4. GDPR Complaints Procedure

Frequency of Treatments
To gain the most benefit from reflexology, I generally recommend an initial course of 6–7 sessions. These are usually taken weekly, gradually reducing to fortnightly, and then moving to monthly maintenance appointments.

This can always be adapted to suit your individual needs, preferences, and lifestyle.

Healing Responses
Reflexology is a holistic therapy that aims to support balance within the body. Occasionally, you may notice temporary responses following a treatment as your body adjusts.

I recommend taking note of how you feel:

• Immediately after your treatment
• Within the first 24 hours
• Over the next few days
• Leading up to your next session

If you have any questions or concerns, please feel free to contact me.

Cancellation Policy
I operate a 48-hour cancellation policy. As my business depends on the number of clients I am able to see during clinic hours, I kindly ask that you provide at least 48 hours’ notice if you need to cancel or rearrange your appointment.

This allows me the opportunity to offer the appointment to someone else.

Cancellations with less than 48 hours’ notice may incur a 50% fee of the treatment cost. This fee is payable before any further bookings can be made.

Fees
Fees are payable in full at the time of booking and prior to the start of your treatment.

Payment details will be provided at the time of booking.

Bank transfer (BACS) is preferred.

Cash is also accepted (please note I do not carry change).

• Single session (45–75 minutes): see current page on pricing for updates
• A discount may be available for a package of 6 sessions when paid in advance or at the first appointment

Promotional offers may be available at certain times but are not usually applicable after 3pm or at weekends.

Vouchers
Gift vouchers are available and can be purchased for treatments.

• Valid for use during normal working hours
• Must be used within 6 months
• Non-refundable

If an appointment booked with a voucher is missed or cancelled with less than 48 hours’ notice, the cancellation policy will apply and a proportion of the treatment will be deducted.

All voucher bookings remain flexible with appropriate notice.

Professional Membership and Standards
As a full member of the Association of Reflexologists (AoR), I:

• Hold a nationally recognised Diploma in Reflexology
• Provide bespoke treatments tailored to your needs
• Adhere to the AoR Code of Practice and Ethics
• Follow AoR hygiene and good practice guidelines
• Maintain full professional and medical malpractice insurance
• Undertake continuing professional development to keep my practice current
• Comply with GDPR data protection regulations (please see separate policy). Your information is treated in the strictest confidence.

Health, Hygiene and Wellbeing Policy
I maintain high standards of hygiene and cleanliness to ensure a safe and comfortable environment for all clients.

• Equipment is thoroughly cleaned between each client
• Fresh couch roll is used for every treatment
• Blankets are laundered after each use (you are welcome to bring your own if preferred)
• Good ventilation is maintained where possible, including in mobile settings

Client Health Considerations
To protect both you and others, I kindly ask that you contact me to rearrange your appointment if you are feeling unwell, particularly if you have symptoms such as:

• Fever
• Persistent cough
• Sore throat
• Flu-like symptoms
• Any contagious illness

It may also be advisable to postpone your appointment if you have recently been exposed to illness or are recovering.

My Commitment to You
I will apply the same care and consideration to my own health. If I am unwell or unable to safely provide treatment, I will inform you as soon as possible and rearrange your appointment.

This policy is reviewed regularly to reflect current best practice and to support a safe, professional and welcoming environment for all clients.

Policy last reviewed: June 2026. This policy may be updated periodically to reflect current practice.

Four Seasons Reflexology
Privacy Notice

Your Personal Information – UK GDPR

The UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 provide protection for your personal information. This notice explains what data I collect, why I collect it, how it is used, and your rights.

Therapist Details

Karen Smith
Four Seasons Reflexology
Four Seasons, The Green, Clayton, Doncaster, DN5 7DD
Telephone: 07887 854200
Email: fourseasonsreflexology@gmail.com

Data Controller: Karen Smith

Purpose of Collecting Your Information

In order to provide professional reflexology treatments, I need to collect and retain personal and sensitive health information. This is used to:

• Assess your suitability for treatment
• Plan and provide safe reflexology sessions
• Offer appropriate wellbeing advice related to your treatment

Basic contact details may also be collected to manage bookings and communication.

Lawful Basis for Processing

Under UK GDPR, I rely on:

• Legitimate interests – to provide safe and appropriate treatments
• Legal obligation – including:
  • ‘Claims occurring’ insurance requirements
  • Legal requirements relating to children’s records

As I process special category data (health information), I do so as a healthcare practitioner bound by confidentiality under the Association of Reflexologists Code of Practice and Ethics.

What Information I Hold

• Contact details
• Medical history and relevant health information
• Treatment records and notes

This information is used only for your treatments and related advice.

Your information will not be shared with third parties without your explicit consent, unless required by law.

How Long I Keep Your Information

• Adult records: 7 years after your last treatment
• Children’s records: until age 25 (or 26 if treated at age 17)

Protecting Your Data

I take appropriate steps to ensure your data is secure and protected from unauthorised access, loss or disclosure.

Communication

I will contact you according to your preferences regarding:

• Appointment scheduling
• Information related to your treatment
• Occasional updates (you may opt out at any time)

Your Rights

You have the right to:

• Access your personal data (Subject Access Request)
• Correct inaccurate or incomplete data
• Request erasure (where legally permitted)
• Restrict processing
• Object to processing
• Request transfer of your data (data portability)

You also have the right to complain to the Information Commissioner’s Office (ICO).

For full details of your rights, visit:
https://ico.org.uk

If you wish to exercise your rights, please contact me using the details above.

Therapist’s Rights

If you do not consent to the collection and use of your information as outlined, I may not be able to provide treatment safely.

I am required to retain records for the periods stated above, even if you request deletion.

Policy last reviewed: June 2026. This policy may be updated periodically to reflect current practice.

Four Seasons Reflexology
Privacy Policy
(Updated June 2026)

Contact Details

Karen Smith
Four Seasons, The Green, Clayton, Doncaster, DN5 7DD
Telephone: 07887 854200
Email: fourseasonsreflexology@gmail.com
Website: https://fourseasonsreflexology.co.uk/

The Personal Information I Collect

To provide reflexology treatments, I collect:

• Contact details
• Medical history and relevant health information
• Treatment notes

How I Collect Your Information

Most personal information is provided directly by you during consultation, treatment, or when booking an appointment.

Why I Collect Your Information

I use your information to:

• Provide safe and appropriate treatments
• Maintain accurate records
• Offer relevant wellbeing advice

I do not share your personal information with third parties unless required by law or with your explicit consent.

Lawful Basis for Processing

I rely on:

• Legitimate interests – to provide safe treatments
• Legal obligation – including insurance and legal record-keeping requirements

As I process health data, I do so as a practitioner bound by confidentiality under the Association of Reflexologists Code of Practice and Ethics.

How I Store Your Information

I take appropriate technical and organisational measures to protect your data from unauthorised access, loss or misuse.

How Long I Keep Your Information

• Adult records: 7 years after your last treatment
• Children’s records: until age 25 (or 26 if treated at age 17)

After this period, your data is securely deleted or destroyed.

Your Data Protection Rights

You have the right to:

• Access your data
• Correct inaccurate data
• Request erasure (where permitted)
• Restrict processing
• Object to processing
• Request transfer of your data

You will not be charged for exercising your rights. I will respond within one month.

Cookies

This website uses cookies to improve your experience and help the site function effectively.

Cookies are small text files stored on your device. They may be used for:

• Essential website functionality
• Basic performance and analytics

You can accept or decline cookies via the banner when you visit the website, or through your browser settings.

Therapist’s Rights

If you do not consent to the use of your information, I may not be able to provide treatment.

I am required to retain records for legal and insurance purposes.

How to Complain

If you have concerns about how your data is used, please see my GDPR Complaints Procedure on this website.

You can also complain to the Information Commissioner’s Office (ICO):
https://ico.org.uk

Policy last reviewed: June 2026. This policy may be updated periodically to reflect current practice.

Four Seasons Reflexology
GDPR Complaints Procedure

1. About This Procedure

This document explains how I handle complaints about the way I collect, use, store or process personal data under the UK GDPR and Data Protection Act 2018.

This applies to data protection complaints only.

2. Contact Details

Karen Smith
Four Seasons Reflexology
Four Seasons, The Green, Clayton, Doncaster, DN5 7DD

Email: fourseasonsreflexology@gmail.com

3. Your Rights

You have the right to:

• Access your data (Subject Access Request)
• Correct inaccurate data
• Request erasure (where appropriate)
• Restrict processing
• Object to processing
• Request data portability
• Withdraw consent where applicable

4. How to Make a Complaint

Please submit your complaint in writing by email or post, including:

• Your name and contact details
• A description of your concern
• Relevant dates
• Any supporting documents

5. Complaints Process

I aim to handle all complaints fairly and promptly.

Acknowledgement
I will acknowledge your complaint as soon as reasonably possible, usually within 5 working days.

Investigation
I will review your complaint thoroughly and may contact you for further information.

Outcome
I will respond within one calendar month of receiving all necessary information. If needed, this may be extended by up to two further months, and I will inform you if this applies.

Closure
If you are satisfied, your complaint will be closed.

6. Escalation

If you remain dissatisfied, you can contact the Information Commissioner’s Office (ICO):

https://ico.org.uk/make-a-complaint/

ICO Helpline: 0303 123 1113

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Policy last reviewed: June 2026. This policy may be updated periodically to reflect current practice.