Privacy Notice

The Calm Barn respects your privacy and is committed to protecting your personal information.

This Privacy Notice explains what personal information I collect, why I collect it, how I use it, who I may share it with, and your rights in relation to your information.

The Calm Barn is a sole trader business operated by Jo.

For the purposes of UK data protection law, I am the data controller for the personal information I collect and use in connection with The Calm Barn.

1. Contact details

The Calm Barn
North Wales

Jo
Telephone: 07919 200771
Email: jo@thecalmbarn.co.uk
Website: www.thecalmbarn.co.uk

If you have any questions about this Privacy Notice or how your personal information is handled, please contact me using the details above.

2. What information I collect

Depending on how you interact with The Calm Barn, I may collect and use the following types of information:

Contact and booking information

This may include:

  • your name;

  • email address;

  • telephone number;

  • booking details;

  • the Session you have booked;

  • date and time of your Session;

  • correspondence between you and The Calm Barn; and

  • information needed to manage cancellations, rescheduling or refunds.

Payment information

Payments for Sessions are processed through Stripe.

I may receive information such as confirmation that a payment has been made, the amount paid and information necessary to identify and administer your booking.

I do not need to collect or store your full card number or security code myself.

Health and wellbeing information

Where relevant to the Session you have booked, I may ask you to provide information about your health, wellbeing or circumstances.

This may include information about:

  • medical conditions;

  • injuries;

  • disabilities or mobility requirements;

  • pregnancy;

  • allergies or sensitivities;

  • physical or mental wellbeing;

  • medication where relevant to your safe participation;

  • sensory sensitivities; and

  • any other information you choose to provide that may be relevant to your safety or comfort during a Session.

Some of this information may constitute special category personal data, including health data, which is subject to additional protection under UK data protection law.

I will only ask for information that is relevant to the safe and comfortable provision of the Session.

3. How I use your information

I use your personal information for purposes including:

  • processing and managing bookings;

  • taking and administering payments;

  • communicating with you about your booking;

  • providing yoga, Reiki, sound bath and other wellbeing Sessions;

  • understanding relevant health, wellbeing or accessibility information so that Sessions can be adapted where appropriate;

  • helping to keep you safe during Sessions;

  • responding to questions, requests or complaints;

  • managing cancellations, refunds and rescheduling;

  • keeping appropriate business and financial records;

  • complying with legal and regulatory obligations;

  • establishing, exercising or defending legal claims where necessary; and

  • protecting the safety and security of The Calm Barn, its practitioners and participants.

I will not use your health or wellbeing information for marketing purposes.

4. Lawful bases for using your personal information

UK data protection law requires me to have a lawful basis for processing personal information.

Depending on the circumstances, I may rely on one or more of the following lawful bases:

Contract

I may process information where it is necessary to provide the Session or service you have booked, manage your booking or administer your payment.

Legal obligation

I may process information where this is necessary to comply with a legal obligation, for example accounting, tax or other legal requirements.

Legitimate interests

I may process information where this is necessary for my legitimate business interests, provided that those interests are not overridden by your rights and interests.

This may include managing and improving my business, maintaining appropriate business records, dealing with enquiries and complaints, and establishing or defending legal claims.

Consent

Where appropriate, I may ask for your consent to use your information for a particular purpose.

Where I rely on consent, you can withdraw your consent at any time. Withdrawal of consent does not affect processing that took place before the withdrawal.

5. Health and special category information

Health information is treated as special category data under UK GDPR and has additional legal protection.

Where I collect and use health or wellbeing information to help provide a Session safely, I will:

  • only collect information that is relevant and necessary;

  • explain why the information is being requested;

  • keep the information secure;

  • limit access to the information;

  • not use it for unrelated purposes; and

  • retain it only for as long as reasonably necessary.

Where explicit consent is relied upon for processing health information, I will ask you to give that consent through a clear affirmative statement separate from other consents.

You do not need to provide information that is not relevant to your Session.

However, if you choose not to provide information that is reasonably necessary to assess how a Session can be provided safely, I may need to discuss whether the Session can go ahead or whether it can be adapted.

6. Booking and payment providers

I use third-party service providers to operate aspects of The Calm Barn.

Squarespace

My website is hosted and operated using Squarespace.

Squarespace may process personal information when you visit or interact with my website.

Acuity Scheduling

I use Acuity Scheduling to manage appointments and bookings.

Information provided through the booking process may include your name, contact details, Session information and any health or wellbeing information you choose or are asked to provide.

Stripe

Payments are processed using Stripe.

Stripe processes payment information on my behalf in order to process your payment and support payment-related services.

These companies have their own privacy policies and terms governing their processing of personal information.

I select and use third-party providers that are appropriate for the services they provide, and I only provide them with information reasonably necessary for the relevant purpose.

7. Who I share your information with

I do not sell your personal information.

I may share relevant personal information with trusted third parties where necessary to operate The Calm Barn, including:

  • Acuity Scheduling, for booking and appointment management;

  • Stripe, for payment processing;

  • Squarespace, for website hosting and related website services;

  • professional advisers where necessary;

  • insurers where necessary, for example in connection with an incident or insurance claim; and

  • public authorities, regulators, law enforcement or other organisations where I am legally required or permitted to do so.

I will not routinely share your health or wellbeing information with third parties unless this is necessary, legally permitted, or you have given appropriate consent.

8. Insurance

The Calm Barn has professional and public liability insurance through Balens.

If an incident occurs that requires an insurance claim or investigation, relevant personal information may need to be shared with Balens, their representatives, insurers, legal advisers or other parties involved in handling the matter.

Only information reasonably necessary for the relevant purpose will be shared.

9. How I protect your information

I take reasonable steps to protect personal information against:

  • unauthorised access;

  • accidental loss;

  • misuse;

  • alteration; and

  • unauthorised disclosure.

Access to health and wellbeing information will be restricted as appropriate.

However, no method of storing or transmitting information online can be guaranteed to be completely secure.

10. How long I keep your information

I will keep personal information only for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, accounting, insurance and record-keeping requirements.

Different types of information may therefore be retained for different periods.

In particular, health and wellbeing information will not be kept indefinitely simply because it was collected. I will periodically consider whether it is still necessary to retain it.

Where information is no longer required, it will be securely deleted or otherwise disposed of.

11. Your rights

Under UK data protection law, you have rights in relation to your personal information.

Depending on the circumstances, these include the right to:

  • be informed about how your information is used;

  • request access to the personal information I hold about you;

  • request correction of inaccurate or incomplete information;

  • request deletion of your information in certain circumstances;

  • request restriction of processing in certain circumstances;

  • object to certain types of processing;

  • request transfer of certain information to another organisation where applicable; and

  • withdraw consent where processing is based on consent.

These rights are subject to certain legal exceptions and are not absolute in every situation.

If you would like to exercise a right or ask a question about your personal information, please contact me using the details at the beginning of this Privacy Notice.

12. Withdrawing consent

Where I rely on your consent to process personal information, you can withdraw that consent at any time.

If you withdraw consent relating to health or wellbeing information, I will stop using that information for the purpose for which consent was given, unless I have another lawful basis for continuing to process it.

Please note that withdrawing consent may affect my ability to provide a particular Session safely where the information is necessary to understand your needs or circumstances.

13. Cookies and website information

The Calm Barn website may use cookies and similar technologies.

Some cookies are necessary for the website to function, while others may be used for analytics, preferences or other purposes.

Where required, appropriate information and choices about cookies will be provided through the website.

Third-party services used on the website may also use cookies or similar technologies in accordance with their own privacy information.

14. Direct marketing

If I send you marketing communications, I will do so in accordance with applicable data protection and electronic marketing laws.

You can opt out of marketing communications at any time.

I will not use your health or wellbeing information to send you targeted marketing.

15. Children and young people

Unless specifically stated otherwise, The Calm Barn's Sessions are intended for adults.

Where Sessions are provided to children or young people, information will be collected and handled in accordance with applicable data protection requirements and any additional arrangements communicated at the time of booking.

16. International transfers

Some of the third-party service providers used by The Calm Barn may process personal information outside the UK.

Where personal information is transferred outside the UK, I will take appropriate steps to ensure that the transfer is made in accordance with applicable UK data protection law.

This may include relying on an adequacy decision or appropriate safeguards where required.

17. Complaints

If you have concerns about how I have handled your personal information, please contact me first using:

Email: jo@thecalmbarn.co.uk
Telephone: 07919 200771

I will try to resolve your concern.

You also have the right to complain to the Information Commissioner's Office (ICO) if you believe your personal information has been handled unlawfully.

The ICO's website is:

www.ico.org.uk

18. Changes to this Privacy Notice

I may update this Privacy Notice from time to time to reflect changes to my business, the services I provide, the technology I use or applicable data protection requirements.

The latest version will be published on the The Calm Barn website.

Contact

The Calm Barn
North Wales

Jo
Telephone: 07919 200771
Email: jo@thecalmbarn.co.uk
Website: www.thecalmbarn.co.uk

Last updated: September 2026