Privacy Policy

About this policy

This privacy policy explains how The Hale Clinic collects, uses, stores, and protects your personal information when you use this website. We are committed to handling your data responsibly and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Please read this policy carefully. By using this website or submitting your information through our forms, you acknowledge that your data will be handled as described here.

Who we are

The data controller for this website is The Hale Clinic, 4 Harley Street, London, W1G 9PB.

For any questions about this policy or your personal data, please contact us at Bookings@haleclinic.com.

What personal data we collect

We collect personal data only when you voluntarily provide it. We do not collect data automatically through tracking tools, advertising pixels, or analytics software.

Enquiry form — your name, email address, the content of your message, and your mailing list preference (if you tick the opt-in checkbox).

Reservation form — your name, email address, preferred room type (double or single), the content of any message you include, and your mailing list preference.

We do not collect any special category data (such as health information, racial or ethnic origin, or religious beliefs) through this website.

How and why we use your data

We process your personal data only where we have a lawful basis to do so under UK GDPR.

To respond to your enquiry — data used: name, email, message. Lawful basis: legitimate interest. We have a legitimate interest in responding to people who contact us about our retreat.

To process your reservation — data used: name, email, room preference. Lawful basis: performance of a contract. Processing your reservation and arranging your place on the retreat requires these details.

To send you information about future retreats and events — data used: name, email. Lawful basis: consent. We will only contact you for marketing purposes if you have explicitly opted in by ticking the mailing list checkbox on our form. You may withdraw your consent at any time by emailing Bookings@haleclinic.com.

To administer our records — data used: name, email, booking details. Lawful basis: legitimate interest. We maintain internal records for the proper administration of the retreat programme.

Who we share your data with

We share your personal data only with the following third-party service provider, who processes it on our behalf and under appropriate safeguards:

Netlify, Inc. (United States) — hosts this website and processes form submissions. Netlify is certified under the EU–US Data Privacy Framework. Their privacy policy is available at netlify.com/privacy.

Your data is transferred to the United States under the safeguards of the EU–US Data Privacy Framework and, where applicable, Standard Contractual Clauses approved by the UK Information Commissioner’s Office.

We do not sell, rent, trade, or otherwise share your personal data with any other third party.

How long we keep your data

We retain your personal data only for as long as necessary for the purpose it was collected.

Enquiry form submissions — retained for 12 months from the date of submission, then securely deleted. If your enquiry leads to a booking, your data is retained under the booking category below.

Booking and reservation records — retained for the duration of the retreat programme and for 24 months afterwards, to allow for any post-retreat administrative matters, feedback, or future correspondence. After this period, your data is securely deleted.

Mailing list subscribers — your name and email are retained until you withdraw your consent by requesting removal. You may do so at any time by emailing Bookings@haleclinic.com.

How we protect your data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. This includes the use of encrypted connections (HTTPS/TLS) across the entire website, secure form handling through Netlify’s infrastructure, and limited access to personal data within our organisation.

No method of transmission over the internet is completely secure. While we take reasonable steps to protect your data, we cannot guarantee absolute security.

Your rights

Under UK GDPR, you have the following rights in relation to your personal data:

Right of access — you may request a copy of the personal data we hold about you.

Right to rectification — you may ask us to correct any inaccurate or incomplete data.

Right to erasure — you may ask us to delete your personal data where there is no compelling reason for us to continue processing it.

Right to restrict processing — you may ask us to limit how we use your data in certain circumstances.

Right to data portability — you may request that we transfer your data to another organisation in a structured, commonly used format.

Right to object — you may object to our processing of your data where we rely on legitimate interest as our lawful basis.

Right to withdraw consent — where we rely on your consent (such as mailing list communications), you may withdraw it at any time. Withdrawal does not affect the lawfulness of processing carried out before you withdrew.

To exercise any of these rights, please email Bookings@haleclinic.com. We will respond within one calendar month, as required by law.

If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Telephone: 0303 123 1113. Website: ico.org.uk.

Cookies

This website does not use analytics cookies, advertising cookies, or social media tracking cookies.

Essential cookies may be set by our hosting provider (Netlify) to ensure the website functions correctly. These are strictly necessary cookies and do not track your browsing behaviour or identify you personally.

We do not operate a cookie consent banner because we do not use any non-essential cookies. If this changes in the future, this policy and the website will be updated accordingly.

Photography and image use during the retreat

Section 8 of our Terms and Conditions covers photography consent during the retreat. Attendees may opt out of being photographed by notifying us in writing before the retreat start date. For full details, please refer to our Terms and Conditions.

Children’s data

This website and the retreat programme are intended for adults aged 18 and over. We do not knowingly collect personal data from children. If you believe a child has submitted personal data through our forms, please contact us at Bookings@haleclinic.com and we will delete it promptly.

Changes to this policy

We may update this policy from time to time to reflect changes in our practices or legal requirements. The date at the top of this page shows when it was last revised. We encourage you to review this page periodically.

Contact

The Hale Clinic, 4 Harley Street, London, W1G 9PB. Bookings@haleclinic.com.