Last updated: 31 July 2025
Your trust means everything to us. At Maddox Massage, we take your privacy seriously and are committed to protecting your personal data. This privacy policy outlines how we collect, use, and safeguard the information you provide, in accordance with the UK General Data Protection Regulation (UK GDPR).
1. Who We Are
Maddox Massage is a sole trader massage therapy and physiotherapy service based in Llangollen, UK, run by a qualified therapist (Qualifications are: Level 3 ITEC Extended Diploma in Sports Massage and Soft Tissue Therapy and BSc (Hons) in Physiotherapy)
For any questions about your data, please get in touch:
📧 Email: [email protected]
đź“ž Phone: 07458008553
đź“Ť Address: The Verve, 2 George St, Llangollen LL20 8PT
2. What Information We Collect
We may collect and process the following types of personal data:
- Contact Information: Name, email address, phone number, postal address
- Health & Medical History: Information relevant to your treatment (e.g. injuries, conditions, lifestyle factors)
- Appointment Data: Dates, times, and session notes for appointments
- Payment Information: Payment method, transaction IDs (Note: card details are handled by secure third-party processors and are not stored by us)
- Marketing Preferences: Your consent status for receiving promotions or updates
- Communication Records: Emails, texts, or online messages you send us
We only collect the data we genuinely need to provide safe, effective treatments and support your wellbeing.
3. How We Use Your Data
Your data helps us to:
- Deliver Care: Offer tailored massage or physiotherapy treatments based on your needs
- Manage Appointments: Book, confirm, and follow up on your sessions
- Stay in Touch: Send you reminders, respond to queries, and follow up on treatment plans
- Marketing (Optional): If you’ve opted in, we may send you occasional offers, seasonal tips, or updates
- Business Operations: Keep accurate records for accounting, insurance, and legal obligations
- Improve Services: Understand how we can make your experience better
We’ll never use your information for anything unrelated to your care or experience with Maddox Massage.
4. Legal Grounds for Processing
Under UK GDPR, we must have a valid reason (“legal basis”) for using your data. We rely on:
- Contractual Obligation: To provide the service you’ve booked with us
- Legal Requirement: To maintain records for tax and professional standards
- Legitimate Interests: To run our business efficiently and safely (e.g. client records, service improvements)
- Consent: For marketing or collecting sensitive health data – and you can withdraw your consent at any time
5. Marketing and Communication
We only send marketing messages (like promotions, updates, or seasonal wellbeing tips) if you’ve agreed to receive them. You can unsubscribe at any time by:
- Clicking “unsubscribe” in our emails
- Texting “STOP” to any SMS from us
- Emailing us directly with your request
We’ll always respect your choice.
6. How We Store and Protect Your Data
We use secure systems to store and manage your data, including:
- GenieAI (GHL): Our booking and client management platform, which is encrypted and GDPR-compliant
- Password-Protected Devices: Access to records is restricted and regularly monitored
- Paper Files (if used): Stored securely and destroyed when no longer needed
We retain client records for a minimum of 7 years after your last treatment, in line with industry standards. After that, data is safely deleted or destroyed.
7. Sharing Your Information
Your data is never sold or passed on for marketing purposes. We may share your information only when:
- You’ve given explicit consent
- It’s needed to deliver our service (e.g. booking platform, payment provider)
- Required by law (e.g. HMRC, insurance claims, or safeguarding issues)
All third-party providers we use (like Stripe for payments or GenieAI for bookings) are GDPR-compliant and handle your data securely.
8. Your Rights Under UK GDPR
You have the right to:
- Access the data we hold about you
- Correct any inaccurate or outdated information
- Request deletion of your data (where legally allowed)
- Object to or restrict how we process your data
- Withdraw consent at any time for non-essential data use (like marketing)
To exercise these rights, just contact us – we’re always happy to help.
9. Cookies and Website Tracking
Our website may use cookies to improve functionality and help us understand how visitors use our site. Cookies are small files stored on your device. You can choose to accept or reject cookies through your browser settings.
We only use cookies where necessary, and we do not collect personally identifiable information via cookies without your knowledge.
10. Changes to This Privacy Policy
We may occasionally update this policy to reflect changes in the law or how we run Maddox Massage. The latest version will always be available on our website.