This policy explains how The Colonic Pod collects, uses and looks after your personal information when you visit our website, contact us, book an appointment, attend the clinic or join the Pod Membership.

1. Who we are

The Colonic Pod is operated by The Colonic Pod Ashford Limited, company number 17376180. We are the data controller for the personal information covered by this policy. This means we are responsible for deciding why and how that information is used.

Clinic address: The Creative Quarter, 11 Javelin Way, Ashford, Kent, TN24 8FN
Email: admin@thecolonicpod.co.uk

You can use these contact details to ask a privacy question, exercise your rights or withdraw consent where we rely on it.

2. What information we collect

The information we collect depends on how you use our services. It may include:

• Contact details, such as your name, date of birth, address, phone number and email address.

• Appointments and membership details, such as your bookings, changes, cancellations and membership payments.

• Payment records, such as the amount paid, the payment date and the transaction reference.

• Health and treatment information, such as your consultation answers, relevant medical history, medication, allergies, treatment consent, treatment notes and aftercare records.

• Correspondence, such as enquiries, feedback, complaints and messages about your appointments.

• Marketing preferences, such as whether you have opted in or unsubscribed.

• Website information, such as cookie preferences and technical information about your visit, depending on the website settings and choices you make.

We usually receive this information directly from you through an enquiry, booking, consultation form or conversation at the clinic. We may also receive booking and payment confirmations from the providers we use. We explain separately below where former Harmony Health records came from.

3. How we use your information and why

Enquiries, bookings and memberships. We use relevant information to respond to requests for our services, arrange appointments, send reminders, manage memberships and process payments. Where this is necessary to take steps you request before booking or to provide a service you have agreed to purchase, we rely on contract as our lawful basis.

Accounting and tax records. We use and keep relevant transaction information where necessary to meet our legal obligations, including accounting and tax requirements.

Consultations and treatment. We use relevant health information to assess whether treatment is suitable, provide your care and keep consultation and treatment records. Health information receives extra protection under data protection law. Our consultation form asks for your explicit consent to use it for these purposes. [Confirm and state the lawful basis for this processing and the separate condition for using health information.]

You can withdraw consent to the use of your health information by emailing us. This does not affect processing that took place lawfully before you withdrew it. If we cannot use the information needed to assess suitability and provide treatment safely, we may be unable to proceed. Any information we continue to hold or use after withdrawal needs its own legal justification.

Complaints and claims. We may use relevant records to investigate a concern, respond to a complaint or deal with a legal claim. [Confirm the lawful basis for each purpose and the separate condition that applies if health information is involved.]

4. Former Harmony Health client records

We hold paper client records received from Harmony Health. These are kept in locked storage and are accessible to authorised staff.

[Explain when staff refer to these records, why you use them to contact former clients, and the legal grounds for those uses. If you use inherited contact details for reopening announcements or offers, confirm the permissions that apply before describing that use here.]

5. Marketing messages

We send marketing emails and texts only when you have opted in. You can unsubscribe using the instructions in the message or by emailing admin@thecolonicpod.co.uk.

If you unsubscribe, we can still send essential messages about your appointments, payments or membership. You can object to direct marketing at any time.

6. Who receives your information

We use the following providers to help run the clinic and website. Each receives the information needed for the service it supports.

ProviderWhat we use it forTimelyAppointment bookings, consultation forms and client recordsStripeOnline paymentsmyPOSPayments made at the clinicGoCardlessMembership Direct DebitsLeadConnectorClient communications and marketingSquarespaceHosting and operating our website

[Add any other recipients that apply, such as testing providers, independent practitioners or professional advisers. For testing or independent services, explain what information the clinic sends or receives and where clients can read the provider’s own privacy notice.]

7. Information handled outside the UK

[Confirm whether any of the providers above handle personal information outside the UK. If they do, explain which transfers apply, what safeguards protect the information and how clients can obtain details of those safeguards.]

8. How long we keep your information

We normally keep client records for six years after your last treatment. We may keep relevant records longer where the law requires it or where necessary for an ongoing claim. We consider the reason for keeping the information when deciding when to delete or securely destroy it.

[Add the periods or criteria you use for other information, including enquiries that do not lead to treatment, payment and accounting records, marketing preferences and historic records.]

9. Cookies and website choices

Cookies are small files that a website can store on your device. They can help a site work, remember choices or support features such as analytics, depending on the tools in use.

[Describe the cookies and tracking tools actually used on this website, what they do and how long they last. Explain how visitors can accept, reject or change their choices and link to your cookie settings or cookie notice if available.]

10. Your privacy rights

Depending on why we use your information and the circumstances, you may have the right to:

• Ask for a copy of your personal information.

• Ask us to correct inaccurate information.

• Ask us to delete information or restrict how we use it.

• Object to particular uses of your information.

• Ask for certain information in a format you can transfer to another provider.

• Withdraw consent where we rely on it.

To exercise your rights or raise a concern, email admin@thecolonicpod.co.uk.

11. Changes to this policy

We update this policy when our services or the way we handle information changes. You can find the latest version on this page. We show the date at the top so you can see when it was last updated.