What personal information do we process?
Members and spa visitors
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 Nirvana Spa 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 Nirvana Spa.
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.