Pause Mind & Body Reset
Privacy Policy
Privacy Policy
Sue Davies t/a Pause Mind & Body Reset
Last updated: July 2026
Pause Mind & Body Reset is the trading name of Sue Davies, a sole trader. For data protection purposes, the data controller is Sue Davies t/a Pause Mind & Body Reset.
This privacy policy explains how I collect, use, store and protect your personal information when you visit this website, make an enquiry, book an appointment, complete a consultation form, attend a treatment, join the email list, leave a review or take part in a Pause event or retreat.
I take your privacy seriously and aim to handle your information carefully, respectfully and in line with UK data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018.
For privacy or data protection questions, please contact:
Sue Davies t/a Pause Mind & Body Reset
Email: [email protected]
The information I collect
The personal information I collect depends on how you interact with Pause. This may include your name, address, email address, phone number, date of birth, appointment details, booking history, payment information, consultation form answers and treatment notes.
For treatments and wellbeing support, I may also collect health and wellbeing information. This may include medication, health conditions, allergies, pregnancy status, relevant GP or clinical information, emergency contact details, treatment goals, stress levels, sleep, hormonal wellbeing, fertility-related information, menopause-related information, anxiety, confidence or emotional wellbeing, depending on the treatment or support you are booking.
This type of information may include special category data, which means information that needs extra protection under UK data protection law. I only collect this where it is relevant to your treatment, safety, suitability, wellbeing support, insurance, record keeping or professional responsibilities.
I do not knowingly provide treatments to anyone under 18.
How I collect your information
I may collect information when you:
book an appointment through Setmore
complete a consultation form through Jotform or Setmore
contact me by email, phone, SMS, WhatsApp, website form or social media
attend an appointment
join the Pause email list
leave a review or testimonial
make a payment
take part in a retreat, event or workshop
use the Pause website
Some basic technical information may also be collected when you visit the website, depending on the cookies, forms, booking tools or embedded content used on the site.
Why I use your information
I use your information to manage bookings, provide treatments and wellbeing support, assess whether a treatment is suitable for you, keep appropriate client records, communicate with you about your appointment, respond to enquiries, process payments, manage events or retreats, send marketing emails where you have opted in or where the law allows, improve the services I offer, and meet legal, tax, insurance or professional obligations.
I may also use relevant information if needed for insurance purposes, professional advice, safeguarding concerns, legal claims, emergency situations or treatment approval from a GP or clinical team.
Lawful basis for using your information
Under UK data protection law, I need a lawful basis for using your personal information.
For bookings, enquiries, appointments and payments, I usually use your information because it is necessary to take steps before entering into a contract with you, or to provide the service you have booked.
For health, wellbeing and consultation information, I use this because it is necessary to assess suitability, provide safe and appropriate treatments, keep professional records and meet insurance or legal responsibilities. Where required, I may also rely on your explicit consent to process health-related information.
For accounting and tax records, I use your information because I have a legal obligation to keep certain records.
For appointment reminders and practical appointment communication, I use your information because it is necessary for the service you have booked and for the legitimate interest of running Pause safely and efficiently.
For email marketing, I use your consent where you have opted in. In some circumstances, I may use a soft opt-in where you have previously bought from me or enquired about similar services and have been given a clear way to opt out.
For reviews and testimonials, I only use client feedback in marketing where it has been left publicly, such as on Google, or where you have given permission for it to be used.
Health and consultation information
Because Pause provides treatments and wellbeing support, I need to ask questions before your appointment. This helps me understand whether a treatment is suitable, whether adaptations are needed, and whether I need to ask you to seek GP, midwife, consultant or clinical approval before treatment.
Your consultation information may be held digitally through Jotform and/or Setmore. Some notes may also be printed and held securely. Treatment notes may be kept after appointments as part of your client record.
I do not share your health information as standard practice. I may share relevant information only where necessary, for example with your consent, for GP or clinical approval, in an emergency, for insurance or legal purposes, for safeguarding reasons, or where required by law.
Appointment communication
I may contact you by email, phone, SMS or WhatsApp about your appointment, consultation form, treatment suitability, booking changes, payment, directions, access information or follow-up advice.
WhatsApp is currently used for direct appointment-related communication where appropriate, not for general broadcast marketing. If WhatsApp broadcast marketing is introduced in future, this will only be used where lawful and with a clear way to opt out.
Setmore may send appointment reminders by SMS or email.
Marketing emails
Pause uses MailerLite for email marketing.
You may join the Pause email list through an opt-in form, website pop-up, booking route or other sign-up method. You may also be added manually if you become a client and have chosen to receive updates, or where a soft opt-in is lawful.
Marketing emails may include treatment updates, availability, wellbeing information, event or retreat news, gift voucher updates and Pause offers.
You can unsubscribe at any time by using the unsubscribe link in an email or by contacting [email protected].
I do not sell your personal information to third parties.
Reviews and testimonials
If you leave a review on Google, Setmore or another public platform, it may be visible to others according to that platform’s own privacy settings. I may use client reviews or testimonials on the Pause website, social media, email marketing or other promotional materials.
Where a review is already public, I may share it as part of Pause marketing. Where feedback has been sent privately, I will ask permission before using it publicly.
Payments
Payments may be made through Setmore, Stripe, PayPal, Klarna, bank transfer or in person.
I do not directly store your full card details. Payment providers process payment information according to their own privacy and security policies. I may keep records of payments, invoices, transactions and appointment history for accounting, tax and business purposes.
Third-party services I use
To run Pause, I use trusted third-party services. These may include:
Funnel Sketchers for the website, forms, CRM or related website tools
Setmore for bookings and appointment reminders
Jotform for consultation forms
Stripe, PayPal and Klarna for payments
MailerLite for email marketing
Google services such as Google Business Profile, reviews, Drive or Workspace
Meta platforms such as Facebook and Instagram for communication, social media and marketing
Canva for design
Simply Business for insurance
Federation of Holistic Therapists for professional membership or guidance
These providers may process personal information on my behalf or as separate data controllers depending on the service. They have their own privacy policies and security arrangements.
I may also share information with professional advisers, insurers, legal advisers, regulators, tax authorities, emergency services, medical professionals or safeguarding authorities where necessary and lawful.
International transfers
Some third-party platforms may process or store information outside the UK. Where this happens, I rely on the safeguards provided by those platforms, such as UK-approved data transfer mechanisms, contractual protections or other lawful safeguards required under data protection law.
How long I keep your information
I only keep personal information for as long as needed for the purpose it was collected, or for legal, tax, insurance or professional reasons.
As a working guide:
Client consultation forms and treatment records are normally kept for 7 years after your last appointment.
Payment, accounting and tax records are normally kept for 7 years.
Enquiry emails from people who do not become clients are normally kept for up to 1 year.
Email marketing records are kept until you unsubscribe or ask to be removed, although a suppression record may be kept so that you are not added again by mistake.
Reviews may remain visible on the platform where they were left unless you remove them or the platform removes them.
Some information may be kept for longer if required for insurance, legal claims, safeguarding, complaints or professional obligations.
How I keep your information secure
I take reasonable steps to protect your personal information from loss, misuse, unauthorised access or disclosure.
Digital records may be held in password-protected systems such as Jotform, Setmore, MailerLite, Funnel Sketchers, Google services or payment platforms. Paper records, where used, are held securely.
Access to client information is limited to what is needed to run Pause, provide services, manage bookings, meet legal or insurance requirements and respond to client needs.
No system can be guaranteed completely secure, but I use appropriate care and safeguards for the size and nature of the business.
Cookies and similar technologies
The Pause website uses cookies and similar technologies. Some cookies are essential for the website to work properly, for example to support basic website functions, security, forms or booking features.
The website may also use third-party tools such as booking widgets, embedded forms, payment links or video content. These tools may place their own cookies or similar technologies when you interact with them.
Where non-essential cookies or similar technologies are used, you can choose to accept all cookies or accept essential cookies only through the website cookie banner.
Pause does not currently use Meta Pixel. Google Analytics is not intentionally used unless added through the website platform or future website settings.
You can also manage cookies through your own browser settings, although some website features may not work properly if cookies are disabled.
If analytics, advertising pixels, embedded video tracking or other non-essential tracking tools are added in future, the cookie notice and consent settings should be reviewed and updated.
Links to other websites
The Pause website may link to other websites or platforms, such as Setmore, Jotform, MailerLite, PayPal, Stripe, Klarna, YouTube, Google, Facebook or Instagram or online business directories.
I am not responsible for the privacy practices of other websites or platforms. You should read their privacy information if you use them.
Your data protection rights
You have rights under UK data protection law. These may include the right to:
request a copy of the personal information I hold about you
ask for inaccurate information to be corrected
ask for information to be deleted in certain circumstances
ask me to restrict how I use your information
object to certain uses of your information
ask for information to be transferred where applicable
withdraw consent where consent is the lawful basis
These rights do not always apply in every situation. For example, I may need to keep certain records for legal, tax, insurance or professional reasons.
To make a request, contact:
I will normally respond within one month.
Complaints
If you have a concern about how your personal information is handled, please contact me first so I can try to resolve it.
You also have the right to complain to the Information Commissioner’s Office, which is the UK regulator for data protection.
Changes to this policy
I may update this privacy policy from time to time to reflect changes in services, platforms, legal requirements or how Pause operates.
The latest version will be available on the Pause website.