Privacy Policy

Privacy and Data Protection (UK GDPR)

Data Controller: Mara-Demetra Nicola (registered as Self-Employed: Mara Nicola)

Contact Email: mara-somatics@mailbox.org

ICO Registration Number: ZC089581

Lawful Basis for Processing

I collect and process your personal details and health history to provide safe, tailored sessions, fulfill insurance obligations, and manage client records. Health details provided on consultation forms or during sessions are classified as Special Category Data under UK GDPR. Processing this data is based on your explicit consent and my requirement to fulfill a healthcare/treatment contract.

Secure Storage & Data Processors

Your records are stored securely using specialized third-party data processors who act in accordance with UK GDPR:

  • Session Notes: Any notes taken during or between sessions are recorded using Notesnook, an end-to-end encrypted app. Individual notes are password-protected.

  • Consultation & Consent Forms: Online forms are digitally encrypted and password-protected via Jotform Encrypted Forms.

  • Historical Records: Consultation forms completed prior to Jotform are stored in a password-protected folder on CryptDrive, an end-to-end encrypted cloud service.

Your data will never be shared with third parties without your explicit consent, unless required by law or in emergency safeguarding situations.

Data Retention

For insurance and legal purposes, treatment records are retained for 8 years following your last appointment. Past this date, all associated data will be permanently and securely deleted.

Your Individual Rights

Under UK GDPR, you have the following rights regarding your personal data:

  • Access: Request a copy of the data held about you.

  • Rectification: Request corrections to inaccurate or incomplete data.

  • Erasure & Restriction: Request the deletion or restricted processing of your data (subject to mandatory legal and insurance retention requirements).

  • Objection & Withdrawal: Object to processing or withdraw your consent at any time.

Therapeutic Executor

In the event of my death or sudden incapacitation, my nominated Therapeutic Executor—who will always be my acting professional supervisor at that time—will gain access to client contact details to notify current participants and ensure all records are safely destroyed in compliance with data regulations.

Concerns & Complaints

If you have any questions or concerns about how your data is handled, please contact me directly at mara-somatics@mailbox.org so I can address them.

You also have the right to lodge a formal complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.