Sound Bath Studio Ltd Policies
Customer Privacy Notice
Retention Schedule
Cookie Policy
Customer Privacy Notice
This privacy notice tells you what to expect us to do with your personal information.
Contact details
Email: paul@soundbathstudio.co.uk
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
Names and contact details
Purchase or account history
Payment details (including card or bank information for transfers and direct debits)
Health information (including dietary requirements, allergies and health conditions)
Website user information (including user journeys and cookie tracking)
Photographs or video recordings
Information relating to compliments or complaints
We collect or use the following information for service updates or marketing purposes:
Names and contact details
Marketing preferences
Location data
Recorded images, such as photos or videos
Purchase or viewing history
Website and app user journey information
Records of consent, where appropriate
We collect or use the following personal information for dealing with queries, complaints or claims:
Names and contact details
Purchase or service history
Relevant information from previous investigations
Financial transaction information
Correspondence
We also collect or use the following special category information to provide services and goods, including delivery. This information is subject to additional protection due to its sensitive nature:
Health information (including dietary requirements, allergies and health conditions)
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing
Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods are:
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
Managing bookings, payments, and attendance records so we can run sessions smoothly.
Communicating with clients about their sessions, including reminders, changes, or cancellations.
Collecting limited health information (when offered by you) to ensure your wellbeing during sessions.
Reviewing feedback and attendance patterns to help us improve our services.
Collecting dietary requirements, where offered by you, so we can provide appropriate catering at events or retreats, ensure your safety, and pass only the necessary information to trusted outside caterers.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
Letting current and past clients know about updates to sessions they already attend.
Sharing relevant information about new classes, events, or retreats where it is reasonable to think the client would expect to hear from us.
Growing our community in a way that supports the sustainability of our studio, while always giving individuals the right to opt out.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
Responding properly to queries so people receive clear and timely information.
Investigating and resolving complaints fairly and efficiently.
Retaining relevant information to manage disputes, legal claims, or insurance requirements.
Using feedback from queries or complaints to improve our customer experience.
Ensuring respectful and safe communication to protect both our participants and staff.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Where we get personal information from
Directly from you
How long we keep information
For information on how long we keep personal information, see our retention schedule below:
Who we share information with
Others we share personal information with
Suppliers and service providers
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated: 01/10/2025
Retention Schedule
Last updated: 01/10/2025
| Data type | Purpose | Retention period | Deletion method | |
|---|---|---|---|---|
| Booking and contact details (name, email, phone number) | To manage bookings, communications, and customer relationships | Up to 3 years after last attendance | Secure deletion from booking and contact systems | |
| Payment records (invoices, receipts, transaction history) | To meet accounting, tax, and legal obligations | 6 years (HMRC requirement) | Secure deletion from financial and accounting systems | |
| Special category data: Health information (including dietary requirements, allergies, and health conditions) | To ensure participant safety, adapt sessions, and provide appropriate catering at events | Up to 1 year after last attendance, unless needed longer for safeguarding or legal reasons | Secure deletion or anonymisation; dietary info passed to external caterers is shared on a need-to-know basis only | |
| Marketing consent records (e.g. mailing list sign-ups) | To manage consent and send marketing communications | Until consent is withdrawn, or reviewed after 2 years of inactivity | Removal from mailing list and secure deletion | |
| Queries, complaints, or claims | To investigate, resolve issues, and protect legal rights | Up to 6 years (in line with legal claim limitation periods) | Secure deletion from records and communication systems | |
| CCTV or venue security logs (if applicable) | To ensure security and investigate incidents | Normally 30 days, longer only if needed for an active investigation | Automatic deletion/overwriting or secure erasure |
Cookie Policy
Last updated: 01/10/2025
This Cookie Policy explains how Sound Bath Studio (“we”, “our”, “us”) uses cookies and similar technologies on our website. It should be read together with our Privacy Policy.
By using our website, you consent to the use of cookies as described in this policy, unless you have disabled them in your browser or through our cookie banner.
1. What are cookies?
Cookies are small text files that are stored on your device when you visit a website. They are widely used to make websites work, to improve their efficiency, and to provide information to website owners.
2. Types of cookies we use
Strictly necessary cookies
These cookies are essential for the website to function and cannot be switched off in our systems. They are usually only set in response to actions you take, such as setting your privacy preferences, logging in, or filling in forms.
Squarespace cookies (our website host) uses essential cookies for functions like:
Security and site integrity.
Load balancing and server routing.
Remembering login sessions.
Examples include:
crumb– prevents cross-site request forgery.ss_cid– identifies unique visitors and tracks sessions.ss_cpvisit– tracks session length.
Analytics and performance cookies
These cookies help us understand how visitors interact with our website, so we can measure and improve performance.
Google Analytics
We use Google Analytics to collect information about how visitors use our website, including pages visited, time spent, and how users arrived at our site.
| Cookie Name | Purpose | Expiry |
|---|---|---|
| _ga | Distinguishes unique users | 2 years |
| _gid | Distinguishes users daily | 24 hours |
| _gat / _dc_gtm_ | Throttles request rate | 1 minute |
| _gcl_au | AdSense conversion tracking | 3 months |
Squarespace Analytics
Squarespace also sets analytics cookies to help us understand site traffic and visitor behaviour.
Functional cookies
These cookies enable the website to provide enhanced functionality and personalisation.
YouTube (embedded videos)
Our website includes embedded videos hosted on YouTube. When you play a video, YouTube may set cookies such as:
| Cookie Name | Purpose | Expiry |
|---|---|---|
| PREF | Stores preferences like language and playback | 8 months |
| YSC | Tracks session ID for video views | Session |
| VISITOR_INFO1_LIVE | Measures bandwidth and player version | 6 months |
| GPS | Stores location data for mobile users | 30 minutes |
See YouTube’s Cookie Policy for more details.
Bookwhen (booking system)
Bookwhen, our booking system, sets cookies to provide secure logins, manage sessions, and support payments. Examples include:
_bookwhen_admin_session(session) – saves preferences.__stripe_mid(1 year) – fraud prevention for payments.intercom-id-{id}(9 months) – supports chat and user recognition.
Bookwhen may also use analytics cookies such as:
_ga(2 years) – Google Analytics tracking._gid(1 day) – Google Analytics tracking.ph_{id}_posthog(1 year) – Posthog analytics.
3. Managing cookies
You can manage your cookie preferences through our cookie banner at any time. Most browsers also let you control cookies through their settings. Please note that disabling essential cookies may affect how our website functions.
4. Updates to this policy
We may update this Cookie Policy from time to time to reflect changes in technology, law, or our services. When we do, we will update the “Last updated” date at the top of this page.
5. Contact us
If you have any questions about our use of cookies, please contact us at:: paul@soundbathstudio.co.uk