Privacy Policy

Who we are

SoulSync Wellness is a sole-trader wellbeing practice operated by Joshua Hanson, based in Nottingham, United Kingdom. We offer trauma-informed breathwork, massage therapy, coaching, and workplace wellbeing services in person and online.

For the purposes of UK data protection law, Joshua Hanson is the data controller. Contact: [email protected]

What personal data we collect

We collect the following types of personal information:

• Name and email address when you complete our free Stress and Nervous System Assessment, book a session, complete our intake form, or sign up to our mailing list.
• Self-reported wellbeing information if you complete the assessment, including your responses to questions across six areas of wellbeing. This is provided voluntarily and is not shared with third parties.
• Optional written reflections you choose to enter in the free text boxes within the assessment.
• Session notes and health information shared during intake forms or sessions, which we hold securely and use only to deliver your sessions safely.
• Payment and booking information processed via third-party platforms (see below). We do not store card details directly.

How we use your information

• To send you a copy of your assessment results by email.
• To communicate about bookings, appointments, and session preparation.
• To send occasional newsletters, offers, or wellbeing resources only if you have explicitly opted in to receive them. You can unsubscribe at any time.
• To improve our services and understand how people engage with our tools.
• To comply with our legal and professional obligations as a massage and coaching practitioner.

Our legal basis for processing

• Contract for bookings and session delivery.
• Legitimate interests for sending assessment results and improving our services.
• Consent for marketing emails. You can withdraw consent at any time by clicking Unsubscribe in any email or contacting us directly.

Who we share your data with

We do not sell your personal data. We use a small number of third-party services to operate our practice:

• Cal.com for appointment booking.
• Google Workspace for email, forms, and data storage.
• Bluehost as our website host.
• Substack if you subscribe to our newsletter directly.

Each of these services has its own privacy policy and is contractually bound to handle your data in line with UK/EU data protection law.

How long we keep your data

• Assessment results are retained for up to 2 years to support ongoing client relationships, then deleted.
• Session and health notes are retained for 7 years in line with professional practice standards, then securely deleted.
• Marketing list data is held until you unsubscribe or request deletion.

Your rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you.
• Ask us to correct inaccurate data.
• Ask us to delete your data (subject to any legal retention requirements).
• Withdraw consent for marketing at any time.
• Object to processing based on legitimate interests.
• Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

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

Cookies and website analytics

The SoulSync Wellness website does not currently use cookies for tracking or analytics. If this changes, this policy will be updated and visitors will be notified.

Changes to this policy

We may update this policy from time to time. The date at the top of this page shows when it was last revised. Continued use of our services after any changes constitutes acceptance of the updated policy.

Contact

If you have any questions about how we handle your data, please get in touch: [email protected]