Privacy Policy

Privacy policy

Privacy Policy

Privacy Policy for Solluna Touch
Last updated: July 2026

At Solluna Touch, protecting personal information is taken seriously. This Privacy Policy explains how personal data is collected, used, stored and shared when someone visits the website, makes an enquiry, books an appointment, or otherwise gets in touch. This notice is intended to help meet the transparency requirements of UK GDPR and UK data protection law.business.gov+1

1. Who is responsible for your data

Solluna Touch is responsible for deciding how personal data is used for the purposes described in this Privacy Policy.

Business name: Solluna Touch
Contact name: Lauren Southwell
Email: laurensouthwell6@gmail.com
Phone: +44 7862 135343
Business location: Shaw TA’S Hair and Treatment Spa, 46 Shop Lane, Kirkheaton, Huddersfield, HD5 0DB

If you have any questions about this Privacy Policy or how your data is handled, you can use the contact details above.

2. What personal data may be collected

Solluna Touch may collect and process the following types of personal data:

  • Name
  • Email address
  • Phone number
  • Appointment or booking details
  • Information submitted through website contact forms
  • Information submitted through booking or scheduling forms
  • Messages or enquiries sent by email
  • Any other information voluntarily provided when making an enquiry or booking

Depending on how the website is set up, technical information may also be collected, such as IP address, browser type, device information, and website usage data. If cookies, analytics or tracking tools are added later, this policy should be updated to reflect that. The ICO says privacy information should be kept under review and updated when new uses of personal data are introduced.ico.org

3. How your personal data is collected

Personal data may be collected when:

  • You fill in a contact form on the website
  • You request information about treatments or services
  • You book or request an appointment
  • You contact Solluna Sanctuary by phone, email or website form
  • Your details are sent through website automations, webhooks or connected systems used to manage enquiries and appointments

As you mentioned, the website may use automation workflows and webhooks to send submitted data into connected email and scheduling systems. Because the ICO expects people to be told how their data is collected, used and shared, this should be explained clearly in the privacy notice.ico.org+1

4. Why your personal data is used

Personal data may be used for the following purposes:

  • To respond to enquiries
  • To arrange, confirm, manage or change appointments
  • To provide massage, facial or related treatment services
  • To keep records of client communications and bookings
  • To send service-related messages, such as appointment confirmations, reminders or follow-ups
  • To manage the day-to-day operation of the business
  • To comply with legal or regulatory obligations where required

UK guidance says businesses must explain the purposes for processing personal data and the lawful basis for doing so.business.gov+1

5. Lawful bases for processing

Solluna Sanctuary may rely on one or more of the following lawful bases under UK GDPR:

  • Contract: where personal data is needed to respond to a booking request or provide requested services
  • Legitimate interests: where personal data is used to manage enquiries, appointments, business administration and communications in a way people would reasonably expect
  • Legal obligation: where data must be kept or disclosed to comply with the law
  • Consent: where consent is required, for example if marketing emails or optional marketing messages are sent

UK business guidance says personal data should only be used where there is a lawful basis, and that marketing should not be sent where people have not agreed to receive it.gov+1

6. How your data is stored and shared

Personal data submitted through the website may be processed through website automations and webhooks and then stored in connected systems such as:

  • Email platforms or inboxes used to manage enquiries
  • Scheduling or booking systems used to manage appointments
  • Website hosting, form handling or automation providers where relevant

Data will only be shared with service providers where this is necessary to operate the website, manage bookings, respond to enquiries or run the business. The ICO says privacy information should tell individuals who their data is shared with and how it is used.ico.org+1

If third-party platforms are used, those providers may process data on behalf of Solluna Touch. Their own privacy policies and security measures may also apply.

7. Data retention

Personal data will only be kept for as long as necessary for the purpose it was collected, including to manage bookings, deal with enquiries, keep business records, and meet legal, tax or insurance obligations. After that, personal data should be securely deleted or destroyed when no longer needed, in line with UK guidance.business.gov

Because actual retention periods depend on how Lauren runs the business, this section should ideally be refined before publishing. For example:

  • Enquiry form submissions: kept for a limited period unless they become a booking
  • Appointment and client records: kept for as long as reasonably necessary for business and legal purposes
  • Email records: retained only as long as needed for communication and record-keeping

The ICO says retention periods should be explained in the privacy information where possible.ico.org

8. Keeping your data secure

Reasonable technical and organisational measures will be taken to help protect personal data from loss, misuse, unauthorised access, disclosure or alteration. UK business guidance says personal data must be stored securely and protected against loss, theft and misuse.gov+1

However, no online system can ever be guaranteed to be completely secure, and anyone submitting information online does so with that understanding.

9. Your rights

Under UK data protection law, individuals may have the right to:

  • Request access to the personal data held about them
  • Request correction of inaccurate or incomplete personal data
  • Request deletion of personal data in certain circumstances
  • Request restriction of processing in certain circumstances
  • Object to certain uses of personal data
  • Request transfer of their data where applicable
  • Withdraw consent where processing is based on consent

UK government and ICO guidance both state that individuals must be told about their rights and how to exercise them. Businesses must also respond to subject access requests within one month in most cases.gov+2

To exercise any of these rights, contact Solluna Touch using the contact details listed above.

10. Complaints

If you are unhappy with how your personal data has been handled, you can raise the issue directly with Solluna Touch first.

You also have the right to complain to the Information Commissioner’s Office (ICO), which is the UK regulator for data protection matters. UK guidance identifies the ICO as the body responsible for enforcing data protection law.business.gov

11. Changes to this Privacy Policy

This Privacy Policy may be updated from time to time to reflect changes to the website, systems used, legal requirements, or the way personal data is handled. The ICO recommends that privacy information is regularly reviewed and updated where necessary.