Privacy notice
Your health information is personal. Here is exactly what we collect, why, and how we keep it safe.
Last updated: 6 October 2026
Who we are
Wellness Garden is a massage and holistic therapy practice in Cullen, Moray, run by Nina Thornton. We are the "controller" of the personal information described here. If you have any questions, or want to use any of your rights, contact us at bookings@wellnessgardencullen.co.uk.
What we collect
- Contact details - your name, email address and phone number.
- Booking details - the treatments you book, dates and times, and any messages you send us.
- Consultation and health information - for example medical conditions, medication, allergies, pregnancy, injuries, areas of pain or tension you mark on our body chart, your date of birth, address and emergency contact.
- Treatment notes - what was worked on in each session, how you responded, and any aftercare advice.
- Website usage - which pages are visited, the type of device and browser, and a shortened (anonymised) version of the IP address. We do not use advertising or tracking cookies.
Why we use it, and our legal basis
| What we do | Legal basis (UK GDPR) |
|---|---|
| Take and manage your bookings, send confirmations and reminders | Performing our contract with you |
| Use your health information to check a treatment is safe and suitable, and to tailor it to you | Your explicit consent (Article 9(2)(a)), which you give on the consultation form |
| Keep treatment notes so each session builds on the last | Your explicit consent, and our legitimate interest in providing safe, consistent care |
| Reply to enquiries and let you know when bookings open | Your consent |
| Keep the website secure and understand how it is used | Our legitimate interests |
| Keep financial records | Legal obligation |
You can withdraw consent at any time. If you withdraw consent to us holding your health information we may not be able to safely provide some treatments.
Translation
Nina's first language is Vietnamese. To make sure nothing is misunderstood, written answers on your forms may be translated between English and Vietnamese. Where possible this happens on Nina's own device. If an online translation service is used, only the text to be translated is sent - never your name, contact details or the rest of your record - and we only use services that do not keep or reuse the text.
How we keep it safe
- The website and client area use an encrypted (HTTPS) connection.
- Health information and treatment notes are encrypted in our database.
- Only Nina (and our web developer, when needed for technical support) can access client records. Access is password protected and logged.
- Your client area uses one-time sign-in codes sent to your email, so there is no password to be guessed or reused.
Who we share it with
We do not sell or share your information for marketing. It is only shared with the companies that help us run the practice - our website hosting and email provider - who process it on our instructions, or where we are required to by law. In an emergency during a treatment we may share relevant health information with the emergency services.
How long we keep it
- Client records and treatment notes: for 7 years after your last appointment (as recommended by our insurers), then securely deleted.
- Enquiries that do not lead to a booking: 12 months.
- Website statistics: 13 months.
Cookies
We only use cookies that are strictly necessary: one to keep you signed in to the client area, and one used by our staff to preview the website. We do not use analytics, advertising or social media cookies.
Your rights
You have the right to ask for a copy of your information, to have it corrected or deleted, to restrict or object to how we use it, to have it transferred to you or someone else, and to withdraw consent. Contact us at bookings@wellnessgardencullen.co.uk - we will respond within one month.
If you are unhappy with how we handle your information you can complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113. We would appreciate the chance to put things right first.
Changes
We may update this notice from time to time. The latest version will always be on this page.