Privacy Policy

I Am Calm

Last updated: 5 November 2026

At I Am Calm, your privacy matters to me. This policy explains how I collect, use, store and protect your personal information when you visit my website, contact me, book a treatment or class, participate in breathwork coaching or subscribe to my emails.

1. Who I am

I Am Calm is operated by Sue Hall, a sole trader providing massage, Reiki, breathwork coaching, group breathwork sessions and movement and wellbeing classes.

I am responsible for the personal information collected and used through I Am Calm.

Website: www.iamcalm.co.uk
Email: sue@iamcalm.co.uk

2. Information I collect

Depending on how you use my services, I may collect:

Your name, email address and telephone number.
Booking details, attendance information and appointment history.
Health information, medical history, medications and relevant treatment considerations.
Consultation questionnaires, treatment notes and breathwork coaching records.
Payment and transaction information.
Messages, enquiries and feedback.
Your preferences regarding receiving marketing emails.
Photographs or testimonials where you have agreed to their use.

I aim to collect only the information necessary for providing my services and operating my business.

3. How I collect information

Personal information may be collected through:

Fresha, for massage and Reiki bookings.
Bookwhen, for classes, workshops and online events.
Google Forms, for consultation and health questionnaires.
Google Drive and Google Docs, for individual breathwork coaching information.
My Wix website contact form.
Email, telephone, WhatsApp, iMessage, Instagram and Facebook Messenger.
MailerLite, for newsletter subscriptions and email marketing.

4. Why I use your information

I use your information to:

Provide treatments, coaching and classes. This includes arranging appointments, managing bookings, sending joining instructions and delivering services. The lawful basis is generally performance of a contract or taking steps towards one.

Assess health and suitability. I collect relevant health information to help assess whether treatments and activities are appropriate and to make adjustments where necessary. This generally supports the provision of contracted services. Health information receives additional protection under UK GDPR and requires a separate special category processing condition.

Respond to enquiries. I use contact details and messages to answer questions and provide information about my services, generally relying on legitimate interests or steps towards a contract.

Maintain financial records. I process transaction information for payments, accounting and tax compliance, relying on contractual and legal obligations.

Send marketing communications. Where I have appropriate consent, I send newsletters and updates about services, classes and events. You can unsubscribe at any time.

Manage complaints and legal matters. I may retain and use relevant records where necessary to address complaints, comply with legal requirements or establish, exercise or defend legal claims.

5. Health information and confidentiality

Some services require information about your health, medical history, injuries or medications.

This helps me assess your suitability for treatment, identify relevant precautions and provide services safely.

Health questionnaires are collected using Google Forms and stored in Google Drive. Treatment and consultation notes may be stored in Fresha. Breathwork coaching information may also be recorded in individual Google Docs.

Your health information is treated confidentially and is not used for marketing.

Where I rely on explicit consent to process health information, you may withdraw that consent by contacting me. Withdrawal does not affect processing already carried out lawfully, and certain records may need to be retained where another lawful basis and appropriate special category condition applies.

If you choose not to provide information necessary to assess your suitability for a treatment or activity, I may be unable to provide that service.

6. Children's information

I occasionally provide treatments for children under 18.

I ask a parent or person with parental responsibility to complete relevant consultation information and provide appropriate permission for treatment.

A parent or guardian is required to be present during treatments for children.

Children's information is handled with particular care and retained in accordance with applicable legal, professional and insurance requirements.

7. How information is stored and protected

I use established service providers to manage bookings, client information, payments and communications, including:

Fresha
Bookwhen
Google Forms, Google Drive and Google Docs
Wix
MailerLite
Stripe and other payment providers
Microsoft Teams, where online sessions are delivered

I use security measures including password protection, two-step verification where enabled and restricted access to client records.

Only I have direct access to my business management accounts. Individual coaching folders are shared with the relevant client using their email address.

I do not routinely download client health records onto personal devices.

8. Sharing information

I do not sell your personal information.

Information may be shared with relevant service providers where necessary to operate my business, or with professional advisers, insurers or authorities where there is an appropriate lawful reason.

Where I deliver online wellbeing sessions sponsored by Revise SQE, I Am Calm manages participant registrations. Revise SQE may receive attendance numbers and anonymised feedback, but individual booking details and health information are not routinely shared.

9. International data transfers

Some of the online services I use may process information outside the UK.

Where personal information is transferred internationally, appropriate safeguards must be in place in accordance with UK data protection law.

Further information about applicable safeguards can be requested by emailing me.

10. How long information is kept

I retain information only for as long as necessary for the purposes for which it was collected, taking account of relevant legal, professional, insurance and accounting requirements.

Treatment and consultation records are retained according to applicable professional and insurance requirements, with additional considerations for children's records.

Financial records are retained for the periods required by HMRC.

Marketing information is generally retained while you remain subscribed, with limited information retained where necessary to respect unsubscribe requests.

General enquiries and communications are reviewed and deleted when no longer needed.

Booking and attendance information is retained where necessary for administration, financial records or legitimate legal purposes.

Records are periodically reviewed and securely deleted or anonymised when no longer required.

11. Marketing communications

I use MailerLite to send newsletters and information about I Am Calm services and events.

People may subscribe through an appropriate signup process or give permission through a booking platform or direct communication.

Where consent is required, I only send marketing communications to people who have opted in.

You can unsubscribe at any time using the link in my emails or by contacting me directly.

Unsubscribing from marketing does not prevent important communications about existing bookings.

12. Photographs, testimonials and recordings

I may occasionally photograph events or use client feedback and testimonials.

I ask for appropriate permission before publishing identifiable photographs or personal testimonials.

Participation is voluntary.

I do not routinely record treatments, coaching sessions or group breathwork journeys. If a future session is to be recorded, participants will be informed beforehand.

13. Website cookies

My website is hosted by Wix and uses cookies and related technologies to support website functionality.

Cookie preferences are managed using Usercentrics. Visitors can choose whether to accept or reject non-essential cookies and can review their preferences through the cookie consent controls.

Some third-party website components may also use cookies or similar technologies.

Information about cookies and available choices is provided through the website's cookie consent system.

14. Your rights

Under UK data protection law, you may have rights to:

Access personal information I hold about you.
Request corrections to inaccurate information.
Request deletion in certain circumstances.
Restrict or object to certain processing.
Request transfer of information where applicable.
Withdraw consent where processing relies on consent.

You have the right to object to the use of your personal information for direct marketing at any time.

These rights may be subject to legal exceptions, including requirements to retain certain records.

Please contact sue@iamcalm.co.uk if you wish to exercise your rights or have concerns about your information.

You also have the right to complain to the Information Commissioner's Office (ICO).

Website: www.ico.org.uk

15. Changes to this policy

This policy may be updated when my services, systems or legal obligations change.

The most recent version will be available on my website.

For any questions about privacy or personal information, please contact:

Sue Hall
I Am Calm
sue@iamcalm.co.uk
www.iamcalm.co.uk