1. Who We Are

centred is an integrative wellbeing practice offering massage therapy, psychotherapy, counselling, and coaching. This policy explains how we handle the personal information of clients, prospective clients, and visitors to our website.

For the purposes of UK data protection law, the “data controller” is the person or organisation responsible for deciding how your personal information is collected, stored, and used. At centred, your data is controlled by the practitioner providing your care:

Massage Therapy

Zac Botham is the data controller for all clients receiving massage therapy.

Psychotherapy, Counselling, and Coaching

Ben Campbell is the data controller for all clients receiving therapy, counselling, or coaching.

Each practitioner is independently responsible for the personal information relating to their own clients. Client information is not shared between practitioners unless you have given your explicit consent for us to do so (for example, if you choose to receive both massage and therapy and would like us to coordinate your care).

Our contact details are:

hello@centredlife.com

Each practitioner is registered with the Information Commissioner’s Office (ICO) as a data controller.

Registration numbers:

Zac Botham:

Ben Campbell: 

2. The Law We Follow

We adhere to current UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 as amended by the Data (Use and Access) Act 2025, and the Privacy and Electronic Communications Regulations 2003.

As regulated practitioners, we also follow the confidentiality and ethical standards set by our professional bodies.

Our massage therapy practice follows the standards of the Sports Massage Association (SMA) and the Federation of Holistic Therapists (FHT).

Our therapy, counselling, and coaching practice follows the ethical framework of the UK Council for Psychotherapy (UKCP).

Where our professional obligations and data protection law interact, we hold ourselves to the higher standard.

3. The Information We Collect

The information we collect depends on the service you receive and the stage of your relationship with us. We only collect what we genuinely need.

Information you provide when you make an enquiry

When you first contact us, whether by email, telephone, our website, or our online booking system, we collect the information needed to respond to you and, if you choose to proceed, to arrange your first appointment. This typically includes your name, contact details, and a brief indication of what you are seeking support with.

Information we collect when you become a client

Before your first session, we will ask you to provide further information so that we can offer safe and appropriate care. For massage therapy, this includes a health and medical history relevant to treatment, such as injuries, medical conditions, medications, and any contraindications. For therapy, counselling, and coaching, this includes relevant background information, your reasons for seeking support, and, where appropriate, emergency or GP contact details.

Records we keep during your care

For massage therapy, Zac keeps treatment records that note the areas worked on, techniques used, and any relevant observations, so your care remains consistent and safe across sessions. For therapy, counselling, and coaching, Ben keeps brief, confidential notes recording the key themes of each session, any significant developments, and any actions taken. These are not verbatim transcripts. They are concise professional records kept to support continuity of care and to meet professional obligations.

Payment information

We keep records of payments and invoices as required to run the practice and to comply with tax and accounting law. We do not store full card details. Where you pay through a third-party booking or payment provider, your payment is processed securely by that provider under their own terms.

Special category information

Health information and the content of therapy, counselling, and treatment records are what the law calls “special category” personal information. This is sensitive information that the law gives extra protection. We treat it with particular care, and we explain our lawful basis for holding it in the next section.

4. Our Lawful Basis For Using Your Information

UK data protection law requires us to have a valid “lawful basis” for processing your personal information. The basis we rely on depends on the stage of your relationship with us.

When you are enquiring or actively receiving a service

When you are in contact with us to consider a service, or while you are actively receiving care, we process your personal information because it is necessary for the performance of our contract with you, that is, to provide the service you have asked for.

After your care has ended

Once your care has ended, we rely on our legitimate interests to retain your records for a defined period. This allows us to maintain a professional record of the work, meet the requirements of our professional bodies and insurers, and respond appropriately should you return or any question about your care arise.

For special category (health) information

For the sensitive health information described above, we rely on the additional condition in the law that processing is necessary for the provision of health and social care and treatment. In the case of therapy and counselling, we also rely on the condition relating to the provision of confidential counselling. This is what permits us to lawfully hold session notes and health records.

For payment and accounting records

We process and retain financial records in accordance with our legal obligations, principally tax and accounting law.

5. How We Use Your Information

We use your personal information only for the purposes for which it was given to us. Specifically, we use it to:

• Respond to your enquiry and answer your questions.
• Arrange, confirm, and manage your appointments.
• Provide safe, appropriate, and effective care.
• Keep professional records as required by our professional bodies and insurers.
• Take payment and maintain accurate financial records.
• Communicate with you about your care, including appointment reminders.
• Meet our legal, regulatory, and professional obligations.

We will never sell your personal information.

We do not use your information for marketing without your clear consent, which you may withdraw at any time.

6. Confidentiality and When It May Be Limited

What you share with us is treated as confidential. This is central to the work we do, and we take it seriously across all the services we offer.

There are, however, rare and specific circumstances in which we may need to share information without your consent. These are limited to situations where:

• There is a serious and identifiable risk of harm to you or to another person.
• There is a concern about the safety or welfare of a child or a vulnerable adult.
• We are required to disclose information by law or by court order.
• Disclosure is required under specific legislation, such as in relation to terrorism or serious crimes.

Wherever it is safe and appropriate to do so, we will discuss any such disclosure with you first and aim to keep you informed. We will always share the minimum necessary, and only with the appropriate person or authority.

Each practitioner also discusses their work during regular clinical supervision, a professional requirement that supports safe and ethical practice. Supervision is itself confidential, and your identity is protected within it.

7. Who We Share Information With

We share personal information only where necessary, and only with appropriate safeguards in place. The third parties we may share information with include:

Service providers who help us run the practice

For example, our booking and scheduling system, our secure note-keeping or practice-management software, and our payment provider. These providers act on our instructions under a contract that limits how they may use your data, and we carefully audit and select service partners who align with our ethical ways of working.

Your GP or another healthcare professional

Only where necessary and, other than in the rare circumstances described in section 6, only with your knowledge and consent.

Your insurer or health cash plan provider

If you are claiming the cost of your sessions back through an insurer or health care cash plan, you will be required to provide only the information they reasonably require to process your claim.

Relevant authorities

Where we are legally required to disclose information or where there is a safeguarding or serious-risk concern, as described in section 6.

We have carefully selected the providers we work with. Where any provider stores or processes data outside the UK, we take steps to ensure your information is protected to a standard consistent with UK law.

8. How We Store and Protect Your Information

We take the security of your information seriously and take appropriate steps to protect it. The specific measures we use include:

• Electronic records are stored on password-protected and encrypted devices.
• Where session notes or client records are held digitally, they are kept in secure, access-controlled practice-management or note-keeping software.
• Any paper records are kept in a locked cabinet, accessible only to the relevant practitioner.
• Contact details are kept separately from clinical or treatment notes wherever practicable.
• Email is sent and received using secure, reputable providers, and sensitive information is shared with care.
• Access to your information is limited to the practitioner responsible for your care.

For security reasons, we do not retain text messages or routine email correspondence longer than necessary. Where a message contains information relevant to your care, the relevant detail is transferred to your secure record and the original message is deleted.

9. How Long We Keep Your Information

We keep your information only for as long as necessary. The periods we apply are as follows:

If you enquire but do not proceed

We delete your personal information within six months, unless you ask us to delete it sooner.

Therapy, counselling, and coaching records

Are retained for seven years from the end of our work together, in line with professional guidance, after which they are securely destroyed.

Massage therapy records

Are retained for seven years from your last appointment, after which they are securely destroyed.

Financial and payment records

Are retained for at least six years to comply with tax and accounting requirements.

If you would like us to delete your information sooner, please let us know. We will always do so unless we are required to keep it, for example, by our insurer, our professional body, or a court of law.

10. Your Rights

Under UK data protection law, you have a number of rights regarding your personal information. You have the right to:

• Be informed about how your information is used, which is the purpose of this policy.
• Request access to the personal information we hold about you.
• Ask us to correct any inaccurate or incomplete information.
• Ask us to delete your information in certain circumstances.
• Ask us to restrict how we use your information in certain circumstances.
• Object to our use of your information in certain circumstances.
• Request a copy of certain information in a portable format.

Some of these rights are qualified rather than absolute. For example, we may be unable to delete records that we are professionally or legally required to keep for a set period. Where a request relates to therapy or counselling notes, we will also consider carefully and discuss with you the potential impact of reading clinical notes, so that any access is handled sensitively.

To exercise any of these rights, please contact the relevant practitioner in writing using the contact details in section 1. You can read more about your rights at ico.org.uk/your-data-matters. We will respond within one month, though this may be extended for complex requests, in which case we will let you know.

11. How To Raise a Concern or Complaint

If you have any concerns about how we have handled your personal information, please tell us first.

You have the right to make a complaint directly to us, and we will take it seriously, look into it properly, and respond without undue delay. We will acknowledge your complaint within 30 days of receiving it.

To raise a concern, please contact the relevant practitioner using the details in section 1. We would also genuinely welcome any suggestions you have for improving how we look after your information.

If you remain unhappy after raising your concern with us, you have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent regulator for data protection. You can contact the ICO at ico.org.uk/make-a-complaint or by calling 0303 123 1113. We would, however, always appreciate the chance to put things right ourselves first.

12. Our Website

This section explains how we handle information collected through our website, centredlife.com.

Website analytics

When you visit our website, we may collect standard internet log information and details of visitor behaviour patterns, such as the number of visitors to different parts of the site. This is processed in a way that does not identify anyone. We use this information to understand how our website is used and to improve it.

Cookies

Like most websites, ours uses cookies to help it work effectively. You can control or disable cookies through your browser settings.

Website forms and booking

If you complete a contact form or make a booking through our website, the information you provide is used to respond to your enquiry or arrange your appointment.

13. Changes To This Policy

We may update this policy from time to time to reflect changes in our practice or in the law. The current version is always available on our website. This policy was last updated on 28th June 2026.