Privacy Notice

Pure Reflexology | Pure Menopause
Julia Archer

Last updated: 21st October 2026

1. Who I am

I'm Julia Archer, a Women's Health Reflexologist and Certified Menopause Coaching Specialist, based in Cornwall.

I provide in-person reflexology and wellbeing treatments through Pure Reflexology, alongside online menopause coaching, personalised wellbeing guidance and digital resources through Pure Menopause.

I am the data controller responsible for how personal information is collected, used and protected across both services.

If you have any questions about your personal information, you can contact me:

Email: hello@puremenopause.co.uk
Website: https://puremenopause.co.uk

 

2. Information I collect

Depending on how you use my services, I may collect:

  • Personal and contact details: Your name, email address, telephone number, postal address, date of birth or age, and relevant appointment details.

  • Health and wellbeing information: Medical history, health conditions, medication, symptoms, menopause experiences, sleep, stress, lifestyle and other information relevant to the service you request.

  • Consultation and coaching information: Information provided through consultation forms, coaching client intake forms and questionnaires, including Your Menopause Compass, together with treatment records, coaching notes and feedback.

  • Booking and purchase information: Appointment details, services purchased, payment status and transaction records.

  • Communications: Information you share with me by email, telephone, text message, website contact form or social media messaging.

  • Newsletter information: Your email address, subscription preferences and information about newsletter engagement.

  • Website information: Information collected through cookies and analytics, where applicable and permitted.

I only aim to collect information that is relevant and necessary for the purpose concerned.

Please avoid including unnecessary sensitive information about other people when contacting me or completing questionnaires.

 

3. How I use your information

I use your information to:

  • Respond to enquiries and manage appointments.

  • Assess whether treatments are appropriate for you.

  • Tailor treatments, coaching and wellbeing guidance to your individual circumstances.

  • Maintain accurate consultation, treatment and coaching records.

  • Deliver Your Menopause Compass, online coaching and digital products.

  • Process purchases, payments and refunds.

  • Send booking confirmations, appointment reminders and practical service information.

  • Send email newsletters where you have chosen to receive them.

  • Manage my business, accounting, insurance and professional responsibilities.

  • Maintain the security and functionality of my website and online services.

  • Understand website usage through analytics where you have given the necessary consent.

 

4. Lawful reasons for using your information

Under UK GDPR, I must have a lawful basis for processing your personal information.

Depending on the purpose, I may rely on:

Performance of a contract - Article 6(1)(b)

Where information is necessary to arrange and provide treatments, coaching, personalised guidance or products you have requested.

Legal obligation - Article 6(1)(c)

Where I must process or retain information to comply with applicable legal requirements, including tax and accounting obligations.

Legitimate interests - Article 6(1)(f)

Where necessary and proportionate for purposes such as responding to enquiries, maintaining business security, administration or protecting my legal rights.

Consent - Article 6(1)(a)

Where I ask for your permission, including subscribing to my email newsletter and the use of non-essential website cookies.

 

Health information

Information about your health is classified as special category personal data and receives additional protection under UK GDPR.

Where appropriate, I rely on your explicit consent under Article 9(2)(a) to collect and use relevant health information to assess treatment suitability, adapt treatments and provide personalised coaching or wellbeing guidance.

Where processing relies on explicit consent, you may withdraw that consent at any time by contacting me. This may mean I am unable to continue providing a particular treatment or service.

I may separately retain relevant professional records where necessary to establish, exercise or defend legal claims, including potential professional liability matters. Where applicable, I rely on legitimate interests under Article 6(1)(f) and the legal-claims condition under Article 9(2)(f).

Withdrawal of consent does not automatically require the deletion of information that I have a separate lawful reason to retain.

 

5. Clinic treatments and consultation records

When you attend Pure Reflexology, I collect relevant information about your health, medical history, medication and wellbeing.

This helps me assess whether a treatment is suitable, tailor it to your needs and maintain accurate professional records.

Consultation forms and treatment notes are primarily kept as paper records in secure storage at my clinic.

I am responsible for managing these records. The clinic owners may occasionally handle closed client files for administrative purposes, such as retrieving or putting them away.

Older records are archived separately in a restricted-access area of my home, organised by year.

 

How long I keep clinic records

In accordance with my FHT professional insurance requirements, I normally retain:

  • Adult client records: Five years from the date of the last treatment.

  • Children's records: Until age 21.

Records may be retained longer where necessary and lawful, for example in connection with an ongoing legal claim.

When records are no longer required, they are securely destroyed.

 

6. Online coaching and Your Menopause Compass

For online coaching and Your Menopause Compass, I may ask you to provide detailed information about your health, menopause experience, sleep, stress, lifestyle, responsibilities and wellbeing.

I use this information to understand your circumstances and provide the personalised support or guidance you have requested.

 

Questionnaires and client records

For online coaching, I may send consultation and intake forms to clients by email, which they complete and return to me by email.

For Your Menopause Compass, clients complete their questionnaires through Google Forms.

Relevant responses, completed forms, coaching notes and personalised documents may be stored in my business email account and in restricted Google Workspace folders, with access managed to protect confidentiality.

 

Personalised documents and videos

For Your Menopause Compass, I provide personalised feedback through a recorded video and supporting written guidance.

These may be shared using restricted Google Drive links intended for the individual client.

The video is normally available for 30 days after delivery, after which I delete my shared copy. You may download and keep your own copy.

 

How long I keep online client records

I normally retain relevant completed questionnaires, coaching notes, assessments and personalised guidance for five years after the service ends, unless a different period is necessary and justified.

Unnecessary working copies and duplicate records are deleted when no longer needed.

 

7. Bookings, purchases and payments

I collect and use relevant contact and transaction information to manage bookings, purchases, payments, refunds and delivery of services.

Depending on how you purchase or pay, I may use:

  • ThriveCart for online checkouts.

  • Stripe and PayPal for payment processing.

  • My clinic card-payment provider for in-person card transactions.

  • QuickBooks for business accounting.

Payment providers process payment information according to their own security arrangements and privacy policies.

I do not store your full payment-card details myself.

Financial records are retained for the periods required by applicable tax and accounting rules.

 

8. Appointment communications and newsletters

Appointments and practical information

I may contact you by phone, text message, email or social media messaging about bookings, appointment reminders and practical matters relating to your treatment or purchase.

These communications are separate from marketing.

 

Email newsletters

From time to time, I send email newsletters with wellbeing tips, information about treatments, workshops, business news and occasional special offers.

I use Mailchimp to manage newsletter subscriptions and send these emails.

Mailchimp may collect information about newsletter delivery, opens and clicks to help me understand how my emails are performing.

You can unsubscribe at any time using the link at the bottom of each newsletter.

Choosing not to receive newsletters will not affect your ability to book treatments or purchase services.

 

9. Who I share your information with

I use selected third-party services to help operate Pure Reflexology and Pure Menopause.

Depending on how you interact with my business, these may include:

Website and communication

  • Name.com for website hosting and domain services.

  • Concrete CMS for managing website content and processing contact-form submissions.

  • Microsoft 365 for business email.

  • WhatsApp and Instagram for messages and enquiries.

  • Calendly for online appointment bookings.

Client information and online services

  • Google Workspace, including Google Forms, Google Drive and Google Docs, for questionnaires, client documents and secure information storage.

  • Zoom and Google Meet for online appointments and coaching sessions.

Purchases and payments

  • ThriveCart for online purchases.

  • Stripe and PayPal for payment processing.

  • My clinic card-payment provider, where applicable.

Newsletters and website analytics

  • Mailchimp for email newsletters.

  • Google Analytics for website usage information, where the required cookie consent has been given.

Accounting and professional services

  • QuickBooks for financial records.

  • My accountant, to whom I send relevant financial information for accounting and tax purposes. My accountant does not have direct access to QuickBooks.

  • My professional insurer, legal advisers or relevant authorities where sharing information is necessary and lawful.

I share only information reasonably necessary for the relevant purpose.

Some providers process information on my behalf, while others may act as independent data controllers under their own privacy policies.

I do not sell your personal information.

 

International data transfers

Some of the third-party services I use may process, store or access personal information outside the United Kingdom.

Where personal information is transferred internationally, I use providers whose published data protection arrangements describe safeguards for applicable transfers, such as UK adequacy arrangements or recognised contractual protections.

You can contact me if you would like further information about international transfers relating to your personal information.

 

10. How I protect your information

I take appropriate steps to protect personal information against unauthorised access, loss, misuse or disclosure.

These include:

  • Locked storage for current paper consultation and treatment records.

  • Restricted access to archived records.

  • Password-protected devices and account security measures.

  • Two-step verification on my Google Workspace account.

  • Restricted access to digital client folders and documents.

  • Sharing personal information only where necessary.

  • Secure disposal of paper and digital records when no longer required.

I also take care when communicating with clients and sharing sensitive documents electronically.

No method of electronic transmission or storage can be guaranteed completely secure, but I aim to use appropriate safeguards for the information I handle.

 

11. How long I keep your information

I keep personal information only for as long as necessary for the purpose for which it was collected, taking account of professional requirements, applicable law and the need to establish or defend legal claims.

My normal retention arrangements include:

  • Clinic treatment records: Five years from the last treatment for adults, or until age 21 for children.

  • Online coaching and Menopause Compass records: Normally five years after the service ends.

  • Personalised Menopause Compass videos: My shared copy is normally deleted 30 days after delivery.

  • Financial records: In accordance with applicable tax and accounting requirements.

  • Newsletter subscriptions: While you remain subscribed, with limited information retained where necessary to honour unsubscribe requests.

  • General enquiries: Normally reviewed for deletion when no longer needed, and generally within 12 months of the last contact where no client relationship develops.

Some information may need to be retained longer where there is a justified legal or professional reason.

Where appropriate, information is securely deleted, shredded or anonymised when no longer required.

 

12. Website cookies, analytics and contact forms

My website, puremenopause.co.uk, is built using Concrete CMS and hosted by Name.com.

 

Cookies and Google Analytics

The website uses cookies and similar technologies to support its operation.

I also use Google Analytics to understand how visitors find and use my website, including which pages are visited and how the website performs.

Google Analytics may use non-essential cookies, including _ga and _ga_*.

 

Cookie choices

My website has a cookie consent system that offers visitors the option to accept or reject non-essential cookies.

Non-essential analytics cookies, including those used by Google Analytics, are only activated when you give your consent.

You can change or withdraw your cookie preferences at any time using the cookie preference controls on my website.

 

Website contact form

If you contact me through the website, I collect your name, email address and the information you include in your message.

Your enquiry is sent directly to my business email account and is not stored within the website's content management system.

I use this information to respond to your enquiry and manage any subsequent communication.

Please avoid submitting detailed or unnecessary sensitive health information through the general contact form.

 

13. Your data protection rights

Under UK data protection law, you have rights relating to your personal information.

Depending on the circumstances, these include the right to:

  • Request a copy of the personal information I hold about you.

  • Ask for inaccurate or incomplete information to be corrected.

  • Request deletion of your personal information where applicable.

  • Ask me to restrict how your information is used.

  • Object to certain processing.

  • Request that certain information is transferred to you or another provider.

  • Withdraw consent where processing relies on consent.

These rights are subject to certain conditions and exceptions.

For example, I may need to retain relevant professional treatment records where necessary and lawful to establish, exercise or defend legal claims, even if you request their deletion.

To exercise your rights or ask a question about your information, please contact:

hello@puremenopause.co.uk

You also have the right to raise a concern or make a complaint to the Information Commissioner's Office (ICO):

Website: https://ico.org.uk

 

14. Changes to this Privacy Notice

I may update this Privacy Notice to reflect changes in my services, how I handle personal information or applicable legal requirements.

The latest version will be available on my website, with the date of the most recent update shown at the top.