Privacy Policy

Embers Sauna Ltd is committed to protecting your personal information and ensuring transparency about how we collect, store, and use your data.

What client data do we collect and store?

We collect the following personal information from our clients:

Full Name
Email Address
Phone Number (optional)
Date of birth
Credit Card Details and billing address (this data is processed securely via our booking system and is not stored by us)

How do we collect client data?

We collect your data through the following methods:

1) Booking Forms - when a client makes a booking with us, their details are used to process their reservation. This information is sent to us via email and stored in our online booking system.

2) Email Correspondence - if a client contacts us regarding a booking or inquiry, we may retain their email communication as long as necessary for business purposes and legitimate interest.

3) In-Person Events - if a client provides personal details with us (or any of our staff) in person, we may store their data so we can contact them via phone or email if there is a legitimate business reason to do so.

4) Mailing List Subscription - if a client opts-in to our mailing list, we will use their email to send occasional updates, promotions, and exclusive offers related to Embers Sauna Ltd.

How do we use client data?

We may use a client's personal data for the following purposes:

1) To fulfilling bookings - we will use details that our clients enter into our booking system to allow us to provide the service they have purchased from us.

2) Essential Communication - we will use a clients details to contact them in specific circumstances, such as reporting issues or changes related to their booking, important information necessary for their session, and responses to any enquiries that they might have.

3) Marketing & Mailing List - we may send occasional emails to our clients that have opted into our mailing list regarding upcoming events, special offers, or company updates. Clients can unsubscribe at any time using the link in our emails or by contacting us directly.

How do we store client data?

1) Booking System - all our customer data is stored within our online booking system (Acuity Scheduler), under the legal basis of legitimate interest.

2) Email Correspondence - any emails relating to bookings will be retained only as long as necessary for business operations or until deletion is requested.

3) Mailing List Data – if a client opts-in to receive emails from us, their email address will be stored securely for marketing purposes. They can unsubscribe at any time.

4) Access & Deletion Requests - clients have the right to request access to the personal data we hold about them and can ask us to delete it at any time.

Sharing of personal information

We do not share client data with third parties unless absolutely necessary. Data will never be shared for marketing purposes or sold to third parties. However, we may share limited information in specific circumstances, such as safety concerns – for example if there is an injury or incident.

Why do we need your data?

1) Service Fulfilment – we cannot process your booking or provide our services without collecting the necessary information.

2) Effective Communication – we only collect the information required to ensure a smooth booking process and a high-quality experience.

3) Marketing & Promotions – should a client consent to joining our mailing list we use their email to keep them informed about our news, events, and exclusive promotions.

Your Rights

Under the General Data Protection Regulations (GDPR), you have the right to:

Be informed about how your data is used
Access the data we hold about you
Request corrections to inaccurate data
Request the deletion of your personal data
Limit how your data is used
Request a copy of your data in a standard format
Object to certain types of data processing
Ensure decisions affecting you are not solely automated

If anyone wishes to exercise any of these rights, please contact us at hello@embers-sauna.co.uk