Privacy Notice

Last updated: July 2026

Art Willow Soul Privacy Notice

At Art Willow Soul, your privacy is important to us. We are committed to protecting your personal information and being transparent about how it is collected, used and stored.

This Privacy Notice explains what information we collect, why we collect it, how we use it, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who We Are

Art Willow Soul is owned and operated by Siobhan Smallwood.

Website: https://www.artwillowsoul.com

Email: siobhan@artwillowsoul.com

If you have any questions about this Privacy Notice or how your personal information is handled, please contact us using the details above.

The Information We Collect

Depending on the service you request, we may collect the following information:

Personal Information

  • Full name

  • Email address

  • Telephone number

  • Postal address (where required)

Consultation Information

For Reiki treatments and other holistic services, we may ask for information that helps us provide a safe and appropriate treatment, including:

  • Current medical conditions

  • Medications

  • Previous treatments

  • Relevant injuries or health concerns

  • Emergency contact details (where appropriate)

  • Any other information you choose to share that may affect your treatment

This information is treated as confidential.

Workshop Information

When booking workshops or training, we may collect:

  • Contact details

  • Emergency contact details

  • Accessibility requirements

  • Dietary requirements (where applicable)

How We Collect Your Information

We collect information when you:

  • Complete a form on our website

  • Submit an enquiry

  • Book a treatment

  • Book a workshop or training course

  • Contact us by email or telephone

  • Contact us through social media

  • Meet us at an event or wellbeing fayre

How We Use Your Information

Your information is used to:

  • Respond to your enquiries

  • Arrange appointments

  • Deliver treatments and holistic services

  • Deliver workshops and Reiki training

  • Maintain consultation records

  • Send invoices

  • Communicate about bookings and appointments

  • Meet our legal, insurance and professional obligations

We will never sell your personal information.

Health Information

Some services require us to collect health-related information before treatment.

This helps us determine whether a treatment is suitable and allows us to provide a safe and personalised service.

Health information is treated as confidential and is only used:

  • to assess your suitability for treatment;

  • to tailor your treatment appropriately;

  • to maintain accurate client records;

  • to meet professional and insurance requirements.

Your health information will never be shared with third parties unless:

  • you have given your permission;

  • we are legally required to do so; or

  • there is a serious safeguarding concern.

Lawful Basis for Processing

We process your personal information under one or more of the following lawful bases:

  • Performance of a contract (providing the service you have requested)

  • Legitimate interests (running and improving Art Willow Soul)

  • Legal obligations (such as accounting and tax requirements)

  • Consent (where required, for example marketing communications)

Payments

Art Willow Soul primarily accepts payment by bank transfer following a QuickBooks invoice.

We do not store your bank account or payment card details.

Third-Party Services

To operate our business we use trusted third-party providers, including:

  • Squarespace (website hosting)

  • Tally (online enquiry and consultation forms)

  • Jotform (selected booking and information forms)

  • QuickBooks (invoicing and accounting)

  • Google Workspace (business email, calendar and document management)

These providers process information in accordance with their own privacy policies.

Marketing

We will only send marketing emails or newsletters if you have chosen to receive them.

You can unsubscribe at any time by following the unsubscribe link or by contacting us directly.

How We Protect Your Information

We take appropriate steps to protect your personal information from unauthorised access, loss, misuse or disclosure.

Only those who need access to your information in order to provide our services will have access to it.

How Long We Keep Your Information

We only keep your information for as long as necessary.

Client records may be retained to:

  • meet professional insurance requirements;

  • comply with legal and tax obligations;

  • maintain accurate treatment records where appropriate.

When information is no longer required, it will be securely deleted or destroyed.

Your Rights

Under UK data protection law you have the right to:

  • Request access to your personal information.

  • Request correction of inaccurate information.

  • Request deletion of your personal information where appropriate.

  • Restrict how your information is processed.

  • Object to certain types of processing.

  • Request a copy of your personal information.

  • Withdraw consent where processing relies on your consent.

To exercise any of these rights, please contact:

siobhan@artwillowsoul.com

Cookies

Our website uses cookies to improve your browsing experience and help us understand how visitors use our website.

You can manage or disable cookies through your browser settings.

Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our services or legal requirements.

The latest version will always be available on our website.

Contact

If you have any questions about this Privacy Notice or how your personal information is handled, please contact:

Art Willow Soul

Email: siobhan@artwillowsoul.com

Website: https://www.artwillowsoul.com

If you are not satisfied with how your personal information has been handled, you have the right to contact the Information Commissioner's Office (ICO).

Website: https://ico.org.uk