Privacy Policy
Nature's Embrace Therapy
Nature’s Embrace Therapy is a sole trade company registered as a data controller with the ICO (ZB899151). Nature’s Embrace Therapy is owned and run by me, Lucinda Weis. My business phone number is: 07942 356013 and my email address is: lucinda@lucindaweis.com
Background
Your privacy is important to me and you can be confident that I am committed to keeping your personal information safe and secure and that it will only be used for the purposes it was given to me. I adhere to current UK data protection legislation, including the General Data Protection Regulation (EU/2016/679) (the GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications (EC Directive) Regulations 2003.
This privacy policy applies to my use of all information collected by me or provided by you in relation to your use of my services and my website: www.lucindaweis.com.
What is the lawful basis for holding and using your personal information?
My legal bases for collecting and processing your personal information includes:
· Contract – providing clients with a service that they have signed up to
· Legal obligation –in order that I can comply with the law (e.g. tax and crime prevention)
· Legitimate interests – allowing me to market events and services I am running to clients who have bought from me previously
· Consent – email marketing where someone has opted-in to receive emails from me
What personal information do I collect?
The information I collect includes (depending on the needs of my individual therapy or clinical supervision sessions, workshops or groups):
a. Full name, date of birth, contact information (telephone number, email/postal address)
b. Emergency contact details
c. Health data and GP contact details
d. Case/session notes: a brief, factual record of our therapy sessions to support our work. These are anonymised and stored separately from personal details and are for my professional use to ensure the quality and continuity of care.
e. Newsletter and marketing preferences
f. Financial Information: If you pay by bank transfer, your account details will appear on my bank statements. I am required to keep financial records for tax purposes.
It is important that the information I hold about you is accurate and current. Please keep me informed if there are changes to your information during the period for which I hold it.
How do I collect your personal information?
I collect your personal information in the following ways:
Provided by you via telephone or email
Provided by you when you contact me through my social media channels
Provided by you when you sign up to a newsletter, workshop or group on my website
Provided by me in note form after a therapy/supervision/workshop/group session
Via my website (see under Notes About Personal Information and My Website)
Via social media platforms
How do I use your personal data?
To provide an effective service to my clients whether they are accessing Individual Therapy, Clinical Supervision or Groups/Workshops
To manage client relationships
To create invoices, process payments and keep financial records for tax purposes
To send marketing communications
To improve my website and services
How do I store your personal information?
I store the following information:
a) Hand-written Information: Your signed client contract and any handwritten session notes are kept in a locked filing cabinet in my home.
b) Digital Information: Your mobile number is stored in my business mobile phone, and your email address in my business email account. My phone and computer are password protected and are not accessed by any other person. Emails, whatsapp and text messages are deleted when they are no longer needed. If they contain relevant information, I will add this to my hand-written record file.
How long do I retain your personal information?
In line with my professional insurance requirements, I keep your personal data and session notes for 7 years after our last session. After this period, all your records will be securely destroyed. If you wish me to destroy your information sooner than this, please let me know.
Who do I share your personal information with?
Everything you discuss with me is confidential and remains private. However there are a number of circumstances where I am ethically or legally required to share your information:
Ethically
a) In my monthly Clinical Supervision sessions (a requirement of my registration with the Health and Care Professions Council to ensure my practice remains ethical and safe) I use anonymised names to discuss clients. b) In the event of my death or sudden and serious incapacity, I have appointed a trusted professional colleague, Adele Greaves as my Clinical Executor. She would be given access to your name and contact details for the sole purpose of informing you of the situation and discussing how best to manage the ending of your therapy.
Legally
a) If I believe you or another person is at serious risk of harm
b) If I am compelled by a court of law, or if you disclose information relating to acts of terrorism, money laundering, or drug trafficking
I will always attempt to discuss any potential breach of confidentiality with you beforehand, unless there are legal or safety reasons that prevent me from doing so.
A note on data collection for direct marketing
In order to send you direct marketing communications via e-mail, I need your consent, either via
a. soft opt-in consent, e.g. after you have contacted me for more details about a particular service or event, and I am marketing similar events
b. explicit consent: in order for me to send you direct marketing materials, you need to take positive and affirmative action by signing up to it e.g. via my website You have the right to withdraw your consent at any time either by responding to my emails or by contacting me via email: lucinda@lucindaweis.com
A note on data collection and my website
Like most websites, my website uses cookies to help the site work more efficiently. Cookies are a small text file placed on your computer by my website when you visit certain parts of the website and/or when you use certain features of the website. My website uses essential cookies required for site functionality and analytics cookies to help me understand how visitors use my site. No user-specific data is collected by me or any third party. If you fill in a form on my website, that data will be temporarily stored on the web host before being sent to me.
My website may, from time to time, provide links to other websites. I have no control over these websites and am not responsible for their content. This privacy policy does not extend to your use of such websites. You are advised to read the privacy policy or statement of other websites prior to using them.
What are your rights?
You have the right to contact me to:
Access the personal information I hold on you (Subject Access Request)* Correct inaccurate information
Request that information be deleted (Please note that my requirement to keep records for 7 years for insurance purposes may override this right.)
To withdraw your consent for me to continue to hold your information (where consent is the basis).
* If I provide you with access to the information I hold about you, I won’t charge you for this, unless your request is “manifestly unfounded or excessive.” Where I am legally permitted to do so, I may refuse your request. If I refuse your request, I will tell you the reasons why.
To make a Subject Access Request (SAR) or ask for your data to be removed from my systems, please contact me on: lucinda@lucindaweis.com. If you submit a SAR, I will provide the information to you within 30 working days. If you aren’t happy with how I handle your request, please contact me in the first instance. If you’re not satisfied with my response after that, please contact the ICO which is the statutory body that oversees data protection law in the UK at https://ico.org.uk/concerns/ or by calling 0303 123 1113. You can read more about your rights at ico.org.uk/your-data-matters.
What happens in the event of a data breach?
In the unlikely event of a data breach, I will report it to the ICO and to you within 72 hours.
Changes to this privacy policy
I reserve the right to change this privacy policy as I deem necessary from time to time or as may be required by law. Any changes will be immediately posted on my website: www.lucindaweis.com, and you are deemed to have accepted the terms of the privacy policy on your first use of the website following the changes. Please direct any questions you have to me by email at lucinda@lucindaweis.com.
Privacy Policy Last Updated: 12-06-2026