What personal information do we process?
When you become a member, make a booking with us or visit the Spa we will collect personal information from you and use it as further described below.
Your Customer Record includes personal information, visit information and financial data. This information is only used for our own operational purposes and for the purposes of providing you with the goods and/or services requested. If you provide an email address you will be asked if you consent to receiving emails from Pulse 8 for marketing purposes. For further information regarding marketing emails, please see the section below headed “Marketing Communications”.
Staff with access to your Customer Record have all been DBS checked and have signed our data protection policy. If any information requires updating please inform a member of staff at Reception. Information in your Customer Record is kept for seven years from the date of your last interaction with Pulse 8.
We store personal information for identification purposes. Personal information may include your name, address, email address, contact number, date of birth, age, gender, log in data.
We record data relating to your visits to the Spa including date and time of visit, treatment bookings, guest bookings.
We record financial data relating to your customer account including bank account and payment card details. In the event you complete a Health and Safety form or Treatment Disclaimer we will make a note against on your Customer Record.
Finally we may record notes regarding a conversation with you if this is relevant to your account.
When you visit us or become a member, we may collect certain types of Special Categories of personal data (also known as sensitive personal data) which might include health and medical information. We will only collect such information where you give it to us and where it is directly relevant to your visit or your use of our facilities, such as the spa and treatment area or the restaurant. If you have any allergies or intolerances we will note those on your Customer Record for your wellbeing.
Health and Safety Record
If you are involved in a health and safety incident we will record this information on a Health and Safety Record Form and on a spreadsheet. We are required to do so in order to comply with our legal obligations and as necessary for the establishment, exercise or defence of legal claims. This information may include Special Categories of data (also known as sensitive personal data)
This information is accessible only by the Health and Safety Team and the Operations Managers, all of whom have been DBS checked. In the event of a serious incident the information will be shared with our insurers and may also be shared with our legal advisors and other professional advisors. The information recorded will be kept for three years after the date of the incident or if the incident involves a child for three years after the child turns 18 years old.
If you are required to complete a Treatment Disclaimer Form we will record this information on your Customer Record and store the form for three years.
This information is accessible only by the Treatment Team and the Operations Managers, all of whom have been DBS checked and is used for the purpose of providing your treatment and for your wellbeing.
Wellness Orientation Record
If you have a one to one session with one of our Wellness Coaches the information discussed will be recorded on an appointment card which is stored in a cabinet accessible by the Wellness Team. Information relating to the appointment may be added to your Customer Record. The Wellness Coaches have all been DBS checked and have signed our data protection policy.
We employ CCTV around the Spa for monitoring and security purposes to ensure a safe environment for our staff and guests. We also use it for evidential purposes in the case of an incident or where there has been a complaint.
In all locations, signs are displayed notifying you that CCTV is in operation and providing details of who to contact for more information about the scheme. We will only disclose CCTV images to others for the purposes stated above. For more information regarding our use of CCTV please contact our Data Protection Officer.
We will collect personal information when you communicate with us ( whether via email, telephone, post or in person) or interact with us in any other way, including but not limited to social media interactions, attending events, entering competitions, signing up for special offers and/or completing surveys.
When you visit our Website, we will collect certain personal information as further described below.
Personal information collected by our Website
Our website uses Google Analytics (GA) to track user interaction. We use this data to determine the number of people using our site, to better understand how they find and use our web pages and to see their journey through the website. This information does not identify you personally to us.
Contact forms and email links
Should you choose to contact us using any of our contact forms or email links on our Website, the information you submit will only be used to respond to and deal with your enquiry.
We will not use this information for any other purpose, this includes marketing communications. The information you submit will not be stored by our Website, instead the data will be collated into an email to be actioned by our team. Where relevant, information may be transferred to your Customer Record.
This includes information that you voluntarily share with us about your experience in using our products and services and is used for our legitimate interests to allow us to develop and improve our products and services. This information is collected via email using Dotmailer. Your personal information is only used if you have asked for a response to your feedback. Details of a response to you will be noted on your Customer Record. Feedback data is anonymised before statistical analysis takes place.
Marketing Communications and Newsletters
We may use your personal information to form a view on what we think you may want or need, or what may be of interest to you. Where we do so it is for our legitimate interests.
You will receive marketing communications from us if you have subscribed to receive them or otherwise requested to receive them from us. We will not send marketing communications to you where you have not consented to or have opted out of receiving these.
If you choose to subscribe to our email list, the email address that you submit to us will be forwarded to Dotmailer who provide us with email marketing services. You will receive our regular newsletter and occasional emails regarding events, special offers and our facilities.
You can ask us to stop sending you marketing emails at any time by following the opt-out links on any marketing email sent to you or by contacting us at any time via [email protected]
Where you opt out of receiving these marketing emails, we may still contact you for other purposes where we have a lawful basis to do so.
Online voucher purchase
Data relating to any purchase you make via our Website will be held within your Customer Records and shared with our suppliers and fulfilment providers. The data will be used for the purpose of providing you with the item requested.
Our Website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our Website, we encourage you to read the privacy notice of every website you visit.