​1. Introduction

Welcome to The Wholeness Pod Ltd (“TWP”, “we”, “our”, “us”).
Your privacy, confidentiality, and data protection are of the utmost importance to us. This Privacy Policy explains how we collect, use, store, and protect your personal data when you interact with our website, centres, pods, or booking platforms.

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We are committed to full compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all other relevant privacy laws.

 

2. Who We Are

Data Controller: The Wholeness Pod Ltd
Registered Address: Britannia Court, 5 Moor Street, Worcester, Worcestershire,
England, WR1 3DB

Email: info@thewholenesspod.com
Website: www.thewholenesspod.com

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ICO Registration

The Wholeness Pod Ltd is registered with the Information Commissioner’s Office (ICO) as a Data Controller under the Data Protection Act 2018.
ICO Registration Number: 00011105042

 

3. What Information We Collect

We may collect and process the following categories of information:

• Personal identification data: Full name, date of birth, contact details, and address.

• Health and wellbeing data: Information provided on pre- and post-treatment forms, medical history, or health conditions relevant to safety screening.

• Booking and payment data: Appointment records, transaction information, membership details, and payment method (processed securely via Stripe or Square).

• Usage data: How you interact with our website, social media, and booking platform (Momence).

• Marketing preferences: Your consent to receive updates, offers, and newsletters.

• Images and media: Only where explicit consent is given by the client (see Section 13).

We do not collect or store payment card details directly. All financial data is securely processed by third-party PCI-DSS-compliant providers.

 

4. How We Collect Your Information

We collect data when you:

• Create a booking or purchase a membership via Momence or in-person.

• Complete consultation, consent, or medical screening forms.

• Contact us via email, phone, or social media.

• Subscribe to marketing communications.

• Visit our website (via cookies or analytics tools).

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5. How We Use Your Information

Your personal data is used only for legitimate purposes, including:

• Delivering and managing your treatments and services.

• Conducting pre-treatment screening for safety (e.g. HBOT clearance).

• Managing bookings, payments, and communications.

• Maintaining client safety and records for insurance or regulatory purposes.

• Personalising your experience and improving our services.

• Complying with legal or regulatory obligations.

We do not use your data for automated decision-making or profiling.

 

6. Lawful Bases for Processing

We process your personal data under the following lawful bases (as defined by UK GDPR):

• Contractual necessity – to perform our agreement with you (e.g. bookings, memberships).

• Legal obligation – to meet compliance or safety regulations.

• Legitimate interests – to improve our services, manage operations, and ensure safety.

• Consent – for optional activities such as marketing or the use of images.

You may withdraw consent at any time by contacting us.

 

7. Health & Confidentiality

Health information provided during pre- or post-treatment forms is treated as special category data under GDPR and is processed with heightened security. Access is restricted to trained staff and shared only when necessary for safety or medical clearance.

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HBOT Clearance

When booking Hyperbaric Oxygen Therapy, relevant information is securely shared via encrypted form with Dr. Zayd Ratansi (our external health partner) to ensure treatment suitability.

 

8. Emergency Situations

In the unlikely event of a medical emergency at our Pod, we may share relevant health or treatment details with attending medical professionals to safeguard your wellbeing.

 

9. Information Sharing with Third Parties

We do not sell or rent your personal data. We may share limited information only with:

• Service providers: Momence (booking), Stripe and Square (payments), Oru (landlord/CCTV), IT and email providers, and authorised contractors.

• Health professionals: For HBOT clearance or emergency care.

• Regulatory or insurance bodies: Where legally required.

All third parties are bound by strict confidentiality and data processing agreements.

 

10. Cookies & Tracking Technologies

We use cookies and similar technologies to improve functionality, personalise experiences, and analyse traffic. You can manage or disable cookies through your browser settings.
More information is available in our [Cookie Notice].

 

11. CCTV

For safety and security, CCTV is operated only at the building entrance by Oru, our landlord. The Wholeness Pod does not operate or retain footage within treatment areas.

 

12. Children’s Privacy

Our services are designed for adults aged 16 and above. We do not knowingly collect data from children under 13. If you believe we have inadvertently collected data from a child, please contact us and we will delete it promptly.

 

13. Images & Media Consent

At The Wholeness Pod, we respect your privacy and dignity at all times.

• We never record, photograph, or share images of clients during or after treatments without explicit prior consent.

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• Any promotional or educational content featuring clients (for example, testimonials, photos, or videos) is always arranged separately, with your written or verbal consent obtained in advance.

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• You will always be informed about how the image will be used (e.g., social media, website, marketing materials) and have the right to decline or withdraw consent at any time.

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• Clients who do not wish to be featured will never be photographed or filmed without their knowledge or agreement.

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Our focus is to ensure that every client feels safe, respected, and confident in their privacy when visiting The Wholeness Pod.

 

14. Data Retention

We retain your personal data only as long as necessary for the purposes collected, or as required by law.

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Typical retention periods:

• Client health and treatment records: 7 years after last treatment (for insurance/legal compliance)

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• Booking and payment data: 6 years (for accounting/tax)

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• Marketing data: until you unsubscribe or withdraw consent

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After these periods, data is securely deleted or anonymised.

 

15. Your Rights

Under UK GDPR, you have the following rights:

• Access: Request a copy of your personal data

• Rectification: Correct inaccurate or incomplete information

• Erasure: Request deletion (“right to be forgotten”) where legally permissible

• Restriction: Limit how your data is used in certain circumstances

• Portability: Receive your data in a transferable format

• Objection: Object to processing based on legitimate nterests or direct marketing

• Withdraw consent: Stop any consent-based processing at any time.

To exercise any of these rights, email info@thewholenesspod.com. We will respond within one month.

 

16. Security Measures

We implement appropriate organisational and technical safeguards to protect your data, including:

• Encrypted data storage and secure servers.

• Limited staff access based on need-to-know.

• Regular training and confidentiality agreements.

• Secure, PCI-DSS-compliant payment systems (Stripe and Square).

While we take all reasonable measures to safeguard your data, transmission over the internet is not completely secure. You use our website and booking platform at your own risk.

 

17. Third-Party Links

Our website or emails may contain links to third-party sites. We are not responsible for their privacy practices. Please review their policies before submitting any personal data.

 

18. Updates to This Policy

We may amend this Privacy Policy from time to time. The latest version will always be posted on our website with an updated effective date. For significant changes, we may notify you by email or via your booking account.

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Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your data, please contact:
The Wholeness Pod Ltd
info@thewholenesspod.com
We will respond promptly to all enquiries.