Nu Clear Wellbeing
Terms & Conditions and Privacy Policy

Terms & Conditions of Booking

By booking an appointment, package, or purchasing a gift voucher with Nu Clear Wellbeing, you agree to the following terms and conditions:

1. Appointments

• All appointments require pre-payment to secure the booking.

• Please arrive on time for your session. Late arrival may result in reduced treatment time.

• In the case of late arrival, the full fee remains payable.

• Consultation Time: Up to 15 minutes of consultation is usually included in addition to your booked treatment length and does not reduce hands-on time. Occasionally consultation may take longer where needed for safe and effective therapy. If additional consultation cannot be added due to scheduling, this may reduce treatment time unless an extended session has been agreed in advance.

2. Cancellations, Rescheduling & No-Shows

• A minimum of 24 hours’ notice is required to cancel or reschedule an appointment.

• Cancellations or reschedules with less than 24 hours’ notice, or non-attendance (“no-shows”), will result in the full fee being payable.

• If cancellation is due to illness with less than 24 hours’ notice, a 50% fee will apply unless the appointment can be reallocated to another client.

• Please contact me as soon as possible if you are unwell – each situation will be handled with care and reasonable discretion.

3. Gift Vouchers

• Gift vouchers are valid for the period stated at the time of purchase (typically 12 months from issue).

• Refunds are available within 14 days of purchase only, provided the voucher has not been redeemed.

• After 14 days, vouchers are non-refundable but may be transferred to another recipient.

4. Block Bookings & Packages

• Standard block bookings and discounted therapy packages are non-refundable once the first appointment has been taken.

• If you are diagnosed with a chronic condition that contraindicates all therapies available within the scope of your package, the remaining sessions will be refunded on a pro-rata basis, calculated at the standard single-session rate for the number of sessions already received.

• Certain specialist packages (such as the Nurture & Grow series) are offered at a reduced rate to support practitioner training and are non-refundable in all circumstances.

• Block bookings must be used within the validity period stated at purchase.

5. Practitioner Duty of Care

• Treatments are provided only where they are safe and appropriate for the client. A full consultation will be carried out prior to your first session.

• Clients must disclose any medical conditions, recent injuries, allergies, or changes to health.

• I reserve the right to refuse treatment if it is considered unsafe or inappropriate.

6. Payments & Fees

• All prices are stated clearly at the time of booking.

• Payment is required in advance via the online booking system unless otherwise agreed.

• Any outstanding fees must be settled before further appointments can be booked.

7. Client Responsibility

• Clients are responsible for ensuring they can attend scheduled sessions.

• All therapies offered are complementary in nature and are not a substitute for medical treatment.

Privacy & Data Protection Policy (GDPR)

This Privacy Policy explains how Nu Clear Wellbeing (“I”, “me”, or “my clinic”) collects, uses, and protects your personal information. I am committed to ensuring your privacy is protected and that all personal information is handled lawfully, securely, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By booking an appointment, purchasing a package, using my website, or contacting me, you consent to the practices described in this policy.

1. What information I collect

• Contact details (name, phone number, email address, postal address).

• Medical and health information (provided during consultation, on booking forms, or through ongoing communication).

• Payment and booking details (including appointments booked, cancellations, packages purchased).

• Communication records (emails, text messages, WhatsApp messages, or direct messages on social media).

• Preferences and consents (e.g. marketing subscriptions, communication preferences).

• Website interaction data (cookies, IP address, device details, and usage data collected by Wix).

2. How I collect information

• Booking systems: Acuity Scheduling.

• Consultations: in person, written notes, or Heidi transcription software.

• Digital storage: Google Drive, password-protected calendars, secure files.

• Communication: email, phone, text, WhatsApp, social media direct messages.

• Email marketing: Mailchimp (when you opt in to newsletters/offers).

• Website & hosting: Wix (technical data and form submissions).

• AI tools: ChatGPT by OpenAI (used for anonymised, non-identifiable text such as templates, blogs, or admin support – never identifiable client or medical data).

• Payments: Square, bank transfer, or other approved providers.

3. Lawful basis for processing

• Contract – to provide therapies and manage bookings.

• Legal obligation – to meet tax, insurance, and regulatory requirements.

• Legitimate interests – for business administration and service improvement.

• Consent – for newsletters or optional communications (withdrawable anytime).

• Special category data (health information) – processed under Article 9(2)(h) UK GDPR (health and social care purposes).

4. How I use your information

• To arrange, confirm, and manage appointments.

• To record health information for safe and effective therapy.

• To issue invoices, receipts, and manage payments.

• To maintain client records for continuity of care.

• To meet legal and insurance obligations.

• To communicate with you about services.

• To send marketing/newsletters (Mailchimp) if opted in.

• To operate and improve my website (via Wix cookies and analytics).

• To draft anonymised business content via ChatGPT (never identifiable client data).

5. Data storage & security

• Heidi: secure transcription use only.

• Google Drive: encrypted, password-protected.

• Acuity Scheduling: appointment history stored.

• Calendars: secured and password-protected.

• Mailchimp: secure servers (outside UK/EU, GDPR safeguards in place).

• Wix: hosts website, processes data with GDPR safeguards.

• ChatGPT (OpenAI): no identifiable client data is shared.

• Emails, text, WhatsApp, social media: short-term communication only.

• Paper notes: securely stored and destroyed when no longer needed.

6. Data retention

• Client records: 7 years after last treatment (or until age 25 for minors).

• Financial records: minimum 7 years for tax.

• Marketing data: retained until you unsubscribe.

• Messages/emails: cleared regularly; relevant details stored in records.

7. Sharing of information

I will never sell your data. Data may only be shared:

• Where required by law.

• For insurance or legal claims.

• With GDPR-compliant service providers (Wix, Mailchimp, Acuity, Square).

• With your explicit consent.

7a. Sharing with Partner Organisations, Practitioners, Co-hosts & Venues

• For booking and administration purposes, your appointment information may be shared with TruthPie, where I also practise, in order to confirm bookings, manage room availability, or process scheduling requests.

• In some cases, I may work in collaboration with other practitioners under a shared care agreement (for example, where therapies are combined or referrals are made within the TruthPie collective or with other trusted practitioners). In these cases, relevant information may be shared to ensure safe, effective, and joined-up support.

• If you attend a retreat, workshop, or group event co-hosted with other practitioners or held at an external venue, I may need to share relevant booking and health information with co-hosts and venue staff for administrative, access, insurance, or safety purposes. This ensures smooth organisation, safe participation, and delivery of the agreed service.

• Only the minimum necessary information will be shared, and this will always be done securely. Sensitive medical or consultation details will only be shared where directly relevant to your care or to the event.

• Where broader information sharing is required, or where consent is needed by law, this will be requested before proceeding.

8. Cookies & Website Use

• My website is hosted on Wix, which uses cookies and similar technologies to ensure security, analyse performance, and personalise your browsing experience.

• Cookies are small files stored on your device; you can adjust or block them through your browser settings.

• Wix and any integrated tools (e.g. analytics, forms, payment gateways) may process website usage data, including IP address, device type, and browsing behaviour.

• By continuing to use my website, you consent to the use of cookies as outlined here.

9. Your rights

You have the right to:

• Access your personal data.

• Request correction or erasure.

• Restrict or object to processing.

• Withdraw consent (for marketing) at any time.

• Request data portability.

Contact: 📧 joanna@nuclearwellbeing.co.uk

10. Complaints

If you are dissatisfied with how your personal data has been handled, you may lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk.