Privacy policy

Privacy Policy

Last Updated: April 2026

Evolve Mind Body is committed to ensuring that your privacy is protected. All personal information is treated in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Data Act 2025.

Your Personal Data

Our aim is to safeguard the privacy of our customers while providing a personalised and valuable service. Any information you are asked to provide will only be used to enable us to effectively interact with you, deliver and improve our services, and (with your consent) inform you on topics which we think you may find relevant.

Data Retention Schedules

In accordance with the Data Act 2025, we apply the following retention periods to your information:

  • Clinical Records: We retain adult clinical records and treatment notes for 7 years from the date of your last treatment. For minors, records are retained until the individual reaches the age of 25.

  • Financial & HMRC Records: Data relating to financial transactions and tax (invoices, payments) is retained for 6 years plus the current tax year to comply with HMRC statutory requirements.

  • Marketing Data: We retain your contact details for marketing purposes until you withdraw your consent (unsubscribe). We perform a data cleanse every 24 months to ensure we are not holding data for inactive subscribers.

How We Store Your Data

Evolve Mind Body utilises third-party software (Practice Hub) to manage client information and bookings. Your data is stored securely and is archived or anonymised once the legal retention periods outlined above have expired.

  • Digital Data: Stored in encrypted cloud-based systems compliant with UK data standards.

  • Paper Records: Where paper forms are used, they are stored in a locked cabinet accessible only by authorised practitioners.

Third Parties

We do not sell your data. We may share information with third-party contractors (e.g., virtual assistants) who perform services for us. These contractors are contractually bound to safeguard your information. We also use Mailchimp for newsletters; your data is handled according to their privacy policy.

Your Statutory Rights

Under current data protection legislation, you have the following rights:

  • Right of Access: You may request a copy of the data we hold (Subject Access Request).

  • Right to Rectification: You can ask us to correct inaccurate information.

  • Right to Erasure: You can ask us to delete your data (subject to our legal retention obligations for clinical and HMRC records).

  • Right to Complain: You have the right to lodge a formal complaint regarding our handling of your data.

How to Complain & ICO Escalation

If you have a concern about how we handle your data, please contact us directly in the first instance:

  • Email: alana@evolvemindbody.com

  • Address: Evolve Mind Body, 3 Miller Lane, Midhopestones, Sheffield, S36 4GQ

  • Complaint Form

    Upon submission, we will issue a manual acknowledgement via email within 48 hours. This receipt serves as your proof of submission. If you do not receive an acknowledgement within this timeframe, please contact alana@evolvemindbody.com directly. We aim to provide a full clinical response or resolution within 7 working days of our acknowledgement.

If you remain dissatisfied with our response or believe we are not processing your personal data in accordance with the law, you have the right to escalate your complaint to the Information Commissioner’s Office (ICO):

Subject Access Request (SAR)

We are obliged to respond to data requests within 30 days. Please contact alana@evolvemindbody.com to initiate this process.

Changes To Our Policy

From time to time, we review and revise this policy to remain compliant with evolving legislation. By using our website or booking system, you consent to the collection and use of information by Evolve Mind Body in accordance with these terms.