Privacy Policy - Updated June 2026
Introduction: at Zen with Jen Bromsgrove I am committed to maintaining the trust and confidence of visitors to my treatment room or website by protecting and respecting your privacy. This Privacy Policy explains how I collect, use, and share your personal information when you engage with my (Jennie Pearson) Reiki, Sekhem and/or Reflexology services.
Who am I: Zen with Jen Bromsgrove is a sole practitioner business. I act as the data controller for the personal data you provide.
Contact details: Email: zenwithjenbromsgrove@gmail.com
Address: 17 Andressy Mews, Bromsgrove, Worcestershire. B61 0BE Tel 07813328881
1. Lawful Basis for Processing: Under UK GDPR, I rely on the following lawful bases:.
Contract: to provide Reiki, Reflexology and Sekhem treatments.
Legitimate Interests: to manage my practice effectively and communicate with you
Consent: for sending newsletters and marketing emails (you may withdraw this at any time)
Legal Obligation: where I must retain records for insurance or legal purposes
Some of the information I collect (such as health information) is classified as “special category data”. This is processed only with your explicit consent and to ensure your safety and wellbeing.
2. Information I Collect:
Personal Information: Name, address, phone number, email address, date of birth, GP information.
Medical Information: Current medications, allergies, medical conditions, surgeries, current treatments. This may include special category health data, which is handled with additional care.
3. How I Use Your Information:
provide holistic therapy information you have expressed interest in
share updates about services and offers
ensure my records are accurate
maintain contact where appropriate
You can unsubscribe at any time by emailing me directly. I will never sell, rent, or trade your personal data.
4. Sharing Your Information: I will not share your personal information with third parties except in the following circumstances:
In a medical emergency where necessary for your safety
With your explicit consent.
To comply with legal obligations or requests from law enforcement.
To protect the rights, property, or safety of Zen with Jen Bromsgrove, my clients, or others.
with trusted service providers (e.g. Gmail, Stripe, website host), where necessary and with appropriate safeguards
I do not share your information for marketing purposes.
5. Data Security: I take appropriate technical and organisational measures to protect your personal information from unauthorised access, use, alteration, or disclosure. All paper information is stored under lock and key and computer files are password protected and encrypted. Access is limited to me as the practitioner.
6. Data Retention: Client records and treatment notes are retained for 8 years, in line with insurance and professional requirements. General enquiries are typically retained for a limited period unless you become a client or request deletion. After this time, data is securely destroyed.
7. Payments: Payments are made via cash, bank transfer, or Stripe. I do not store debit or credit card details. For Stripe payments, please refer to Stripe’s privacy policy.
8. Website Use: My website is hosted by Squarespace, who process data on my behalf. You can view their privacy policy on their website. When you visit my website, Squarespace analytics collects anonymised data about how visitors use the site (such as pages visited and traffic sources). This helps me understand and improve the website. I do not use this information to identify individual visitors.
9. Your Rights: (To exercise any of your rights, please email:zenwithjenbromsgrove@gmail.com)
Under UK GDPR, you have the right to:
Access and request a copy of the personal data I hold about you.
Request correction of any inaccurate or incomplete information.
Request deletion/erasure of your personal information, subject to legal requirements.
Object to or restrict the processing of your personal information.
Withdraw consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
Lodge a complaint with the Information Commissioner’s Office (ICO)
10. Data Protection Complaints Procedure
If you have any concerns about how your personal data has been collected, used, or stored, you have the right to make a data protection complaint.
How to make a complaint: Please submit your complaint in writing by email or post using the contact details above.
To help me investigate, please include:
your name and contact details
a clear description of your concern
relevant dates or supporting information
What you can expect:
I will acknowledge your complaint within 30 days of receipt
I will investigate promptly and fairly
I may contact you to request further information if needed
I will keep you informed of progress where appropriate
I will provide an outcome without undue delay
Further escalation: If you are not satisfied with the response, you have the right to contact:
Information Commissioner’s Office (ICO) Website: www.ico.org.uk Telephone: 0303 123 1113
Updates to This Policy
This Privacy Policy may be updated from time to time to reflect changes in legal requirements or how I operate. Please check this page periodically for updates.
Terms & Conditions
Complementary Reiki & Reflexology Therapies:
All Reiki, Sekhem and Reflexology consultations include treatment and consultation time.
I ask for at least 24 hours notice of a cancellation so that the appointment may be offered to another client. If bookings are cancelled within 24 hours the treatment fee in full may be charged.
Clients under the age of 16 must be accompanied by a parent/guardian who will give their written consent prior to treatment and remain with the child/young person during treatment.
As there is not a supervised waiting area, clients are not permitted to bring children with them.
A 50% deposit is required to secure all appointments. Payment for Reiki, Sekhem or Reflexology sessions or gift vouchers can be made through the website, by cash or by bank transfer. Payment is due on completion of appointment (or on purchase of gift voucher(s). Credit terms are not offered.
Client records are kept as electronic records which are password protected and encrypted. No client details will be passed on to third party organisations without the specific written request of the client, unless required to do so by law or in order to resolve payment disputes.
When booking a session, clients accept that Reiki and Reflexology are complementary therapies and that they should consult a GP for any known or suspected medical issues. I do not recommend discontinuing any medication or stopping any course of medical treatment. Such decisions should be made in consultation with a qualified GP or relevant medical expert. Furthermore, it is recommended that, if clients are receiving medical treatment from GP/hospital, they inform all parties that they are receiving Complementary Therapies.
Reiki and Reflexology does not involve the removal of clothing and practitioners do not offer medical diagnoses or advice.
I reserve the right to refuse or discontinue client complementary therapy sessions at my discretion.
Zen with Jen Cancellation Policy
1. Notice Period
Minimum 24 hours’ notice is required to cancel or reschedule an appointment.
This allows Zen with Jen to offer the slot to another client and ensures efficient use of time.
2. Late Cancellations
Cancellations made with less than 24 hours’ notice may incur a fee of 50% of the session cost.
Exceptions may be made for emergencies or unforeseen circumstances at the practitioner’s discretion.
3. No-Shows
Clients who fail to attend without prior notice will be charged the full session fee.
Future bookings may be withheld until outstanding payments are settled.
4. Arriving Late
Appointment times are reserved specifically for each client.
If you arrive late, your session may be shortened to avoid impacting subsequent clients.
The full fee will still apply.
5. Practitioner Cancellations
If Zen with Jen needs to cancel, clients will be offered an alternative appointment at the earliest convenience.
No charges will apply, and deposits (if any) will be refunded or transferred.
6. Client Wellbeing & Safeguarding
Clients experiencing illness or circumstances that may affect treatment are encouraged to notify the practitioner promptly.
This ensures sessions remain safe, ethical, and in line with CNHC’s safeguarding standards.
7. Continuous Improvement
Feedback on the cancellation policy is welcomed to ensure it remains fair, transparent, and supportive of client wellbeing.
