Privacy
policy.

1. Who we are

Urban Oasis is a massage business operated by a sole trader in the United Kingdom. The sole trader operating Urban Oasis is the data controller responsible for personal information described in this policy.

For privacy questions or to exercise your data protection rights, contact urbanoasislondonmassage@gmail.com.

2. Information we collect

Depending on how you interact with Urban Oasis, we may collect:

• Contact and enquiry details, such as your name, email address, telephone number and the information you choose to include in a message.
• Appointment information, including appointment dates, communication history and the postcode needed to plan travel.
• Consultation and treatment information that you provide in a written consultation form, which may include health information relevant to treatment suitability and safe delivery.
• Basic technical information generated when you visit the website, such as device/browser information and server logs, where collected by the hosting provider.

Please do not send detailed medical histories or other sensitive health information through the general website enquiry form, email or social media. Relevant health information is collected separately through the consultation process.

3. How we use information and our lawful bases

We use personal information to respond to enquiries, discuss and arrange appointments, provide massage services safely, manage payments and business records, and maintain the security of our website.

• Enquiries and booking requests: to take steps at your request before entering into a contract and, where appropriate, for our legitimate interests in responding to prospective customers.
• Providing and managing appointments: to perform our contract with you.
• Consultation and health information: to assess treatment suitability and provide safe, appropriate massage. Health information is special-category data. Before processing it, Urban Oasis must identify and document both an Article 6 lawful basis and an Article 9 condition. The relevant condition and the wording on the consultation form should be checked and confirmed before publication.
• Accounting and legal records: to meet legal obligations and establish or defend legal claims where necessary.
• Website security: for legitimate interests in operating and protecting the website.

4. Where information is kept

Appointment communications are managed through WhatsApp. A personal Google Calendar is used to organise appointments; calendar entries contain postcodes only, rather than clients’ full names or consultation details.

Written consultation forms are kept securely at home and retained for five years in line with the insurance requirements you have been given. At the end of the applicable retention period, records should be securely destroyed unless a legal claim, complaint or other valid reason requires them to be retained for longer.

Website enquiries are handled through the business email address. If an online form provider is connected to the website, submitted information may also be processed by that provider. The provider, its data-processing terms, storage location and international transfer arrangements will be identified here once the service has been configured and checked.

5. Who we share information with

We only share personal information where needed to operate the business, provide a service, comply with law or protect our rights. Depending on the service being used, this may include:

• WhatsApp/Meta, for appointment-related messages you choose to send through WhatsApp.
• Google, for calendar services used to organise appointments.
• Hostinger, as the website hosting provider, which may process technical information and server logs.
• A website enquiry-form provider, if enabled, to receive and deliver submitted enquiries.
• Professional insurers, legal or accounting advisers, or public authorities where necessary and lawful.

Third-party providers may process information outside the UK. Before launch, the relevant provider terms and any required safeguards for international transfers must be checked and reflected accurately here.

6. How long we keep information

Written consultation forms are retained for five years in line with the stated insurance requirements. Other information, including email enquiries, WhatsApp messages, calendar entries and accounting records, is kept only for as long as reasonably necessary for the purpose for which it was collected, taking account of legal, insurance and record-keeping requirements. These separate retention periods should be documented and reviewed regularly.

7. Keeping information secure

Urban Oasis takes reasonable technical and organisational steps to protect personal information against loss, misuse, unauthorised access or disclosure. Paper consultation forms are stored securely at home. Access to digital accounts should be protected with strong, unique passwords and multi-factor authentication where available. Only information needed for the relevant purpose should be recorded.

8. Your data protection rights

Under data protection law, you may have the right to request access to your personal information, ask for inaccurate information to be corrected, request erasure or restriction in certain circumstances, object to processing based on legitimate interests, and request data portability where applicable. Where processing relies on consent, you can withdraw that consent; this does not affect processing carried out before withdrawal.

To make a request, email urbanoasislondonmassage@gmail.com. You also have the right to complain to the Information Commissioner's Office (ICO).

9. Children

Urban Oasis services and this website are intended for adults. Please do not submit personal information about a child through the website.

10. Changes to this policy

This policy may be updated when our services, website technology or data-handling arrangements change. The latest version will be published on this page with its update date.