top of page

Privacy Policy

Last updated: 15 August 2025

​

The Retreat Brecon (“we”, “us”, “our”) respects your privacy and is committed to protecting your personal data. This policy explains what data we collect, how we use it, how it is stored, and your rights under UK data protection laws, including the UK GDPR and the Data Protection Act 2018.

​

1. Who We Are

The Retreat Brecon operates within the Oak House alongside Robs No Worries Yoga. Each business is responsible for its own client data. Your personal information will only be accessible to the business you book with, unless you provide explicit written consent for it to be shared.

​

2. Data We Collect and Why

We collect personal information to provide you with safe and effective treatments, process your bookings, and manage our business. This may include:

  • Consultation information – medical history, allergies, treatment preferences, and relevant health details to ensure there are no contraindications.

  • Booking details – date, time, and type of treatment, services provided, and costs.

  • Contact details – name, address, telephone number, and email address for appointment confirmations, reminders, and essential updates.

  • Payment details – processed securely via our payment provider; we never store full card information.

Our lawful bases for processing your data are:

  • Contract – to provide the treatment or service you have requested.

  • Legal obligation – to maintain treatment records in compliance with our insurance requirements.

  • Consent – for any optional marketing communications.

​

3. Consultation Forms

Your consultation form is stored securely in paper format or on the Ovatu booking system and is only accessible by the therapist you are receiving treatments from. If you book with Robs No Worries Yoga, you will be required to complete a separate form.

You may choose to give written consent for your information to be shared between the two businesses.

​

4. Booking System & Communications

We use Ovatu as our online booking system. You can read Ovatu's privacy policy here.
When you book, your details are recorded in the system and used to send automated appointment confirmations and reminders via text or email. You can opt out at any time by contacting us.

​

5. Payment Processing

Card payments are processed securely via Worldpay. We can only see the last four digits and expiry date of your card. Payment receipts are stored securely for accounting purposes and destroyed once legally no longer required.

​

6. Data Retention

We keep treatment records for seven years after your last appointment. For clients under the age of 18, records are kept for seven years after their 18th birthday.

​

7. Marketing

We do not send regular marketing communications unless you have opted in.
You can withdraw consent at any time by contacting us.

​

8. Your Rights

Under the UK GDPR, you have the right to:

  • Access the personal data we hold about you.

  • Request correction of inaccurate data.

  • Request deletion of your data (subject to legal obligations).

  • Restrict or object to processing.

  • Request data portability.

  • Withdraw consent for marketing at any time.

If you wish to exercise any of these rights, please contact us using the details below.

​

9. Cookies

Our website uses cookies to improve your browsing experience and analyse site traffic. Cookies cannot personally identify you. You can control or delete cookies through your browser settings. For more information, visit: About Cookies.

We use Google Analytics to understand how visitors use our website. You can read Google’s cookie policy here.

​

10. Data Sharing & Security

We do not sell or trade your personal data. Your information is only shared with:

  • Our booking system provider (Ovatu) for appointment management.

  • Our payment processor (Worldpay) for secure payments.
    We take appropriate security measures to prevent your data from being lost, accessed without authorisation, or disclosed unlawfully.

​

11. Contact Us

If you have any questions about this policy or how we use your data, please contact:

The Retreat Brecon
retreatbrecon@gmail.com

07900551265

​

If you are unhappy with how we handle your data, you can also complain to the Information Commissioner’s Office (ICO): www.ico.org.uk.

​

12. Policy Changes

We may update this policy from time to time. The latest version will always be available on our website.

bottom of page