Saunahood is committed to protecting your privacy and keeping your personal information safe. This Privacy Policy explains what information we collect, how we use it, who we may share it with and your rights in relation to your personal information.
1. Who we are
Saunahood is a sauna and cold plunge business based in Nottingham.
For the purposes of UK data protection law, Saunahood is the data controller responsible for your personal information.
If you have any questions about how we use your personal information, please contact us at:
Email: hello@saunahood.co.uk
2. What information we collect
Depending on how you interact with Saunahood, we may collect:
Your name
Email address
Telephone number
Booking and appointment details
Membership, package or voucher information
Payment and transaction information
Information you provide when contacting us
Marketing preferences
Information relating to your use of our website
CCTV images when you visit our premises
We only collect information that we reasonably need for the purposes described in this Privacy Policy.
3. How we use your information
We may use your personal information to:
Process and manage your bookings
Process payments and refunds
Manage memberships, packages and vouchers
Communicate with you about your bookings
Respond to enquiries and customer service requests
Send important information about changes to our services
Send marketing communications where you have agreed to receive them, or where we are otherwise legally permitted to do so
Manage our business accounts and financial records
Improve our website, services and customer experience
Protect the safety and security of our customers, staff and property
Prevent and investigate theft, fraud or other unlawful activity
Meet our legal, regulatory and insurance obligations
4. Our lawful basis for using your information
Under UK data protection law, we must have a lawful basis for processing your personal information.
Depending on the circumstances, we may rely on:
Contract – where we need your information to provide a booking, membership or other service you have requested.
Legal obligation – where we are required to keep or provide information to comply with legal, accounting or regulatory requirements.
Legitimate interests – where it is necessary for us to run and develop Saunahood, communicate with customers, maintain security, prevent fraud or protect our business, provided that our interests do not override your rights.
Consent – where we ask you to actively consent to a particular use of your information, such as certain marketing communications.
Where we rely on consent, you can withdraw your consent at any time.
5. Marketing
If you have signed up to receive marketing communications from us, we may use your name and email address to send you information about Saunahood, including news, events, offers and updates.
You can unsubscribe from marketing emails at any time by using the unsubscribe link included in our emails or by contacting us directly.
We will not sell your personal information to third parties.
6. Who we share your information with
We may share personal information with trusted service providers who help us operate Saunahood.
These may include:
Our online booking system Session, which processes booking and customer information
Stripe, which processes payments
Xero, which helps us manage our accounting and financial records
Squarespace, which hosts our website
Our email marketing provider, where applicable
IT, technical, professional or other service providers where necessary to operate our business
Our insurers, professional advisers or legal advisers where necessary
Law enforcement, regulators or other authorities where we are legally required to do so
We only share information where there is a legitimate reason for doing so and, where appropriate, we have agreements or safeguards in place to protect your information.
7. Payments
Payments made through our website or booking system may be processed by Stripe or another payment provider.
We do not generally store your full payment card details ourselves. Payment information is handled by the relevant payment provider in accordance with its own privacy and security policies.
8. CCTV
For the safety and security of our customers, staff and property, Saunahood operates CCTV.
CCTV may record images of people visiting or passing through areas covered by our cameras.
We use CCTV primarily for security, crime prevention and the investigation of incidents.
CCTV recordings are only retained for as long as reasonably necessary for these purposes, unless a longer period is required because of an incident, investigation, insurance matter or legal requirement.
CCTV is not used for marketing purposes.
9. Website cookies
Our website may use cookies and similar technologies.
Some cookies are necessary for the website to function correctly. Other cookies may be used for purposes such as analytics, remembering preferences or understanding how visitors use our website.
Where required by law, we will ask for your consent before using non-essential cookies.
You can manage cookies through your browser and, where available, through our website's cookie settings.
10. How we protect your information
We take reasonable technical and organisational measures to protect your personal information from accidental loss, unauthorised access, misuse, alteration or disclosure.
Access to personal information is limited to people and organisations who need it for legitimate business purposes.
However, no method of transmitting or storing information online can be guaranteed to be completely secure.
11. How long we keep your information
We only keep personal information for as long as we reasonably need it for the purposes for which it was collected, including to meet legal, accounting, insurance and regulatory requirements.
Different types of information may therefore be kept for different periods.
When information is no longer required, we will securely delete it or otherwise dispose of it appropriately.
12. Your rights
Under UK data protection law, you have a number of rights in relation to your personal information.
Depending on the circumstances, these include the right to:
Ask us for a copy of the personal information we hold about you
Ask us to correct inaccurate or incomplete information
Ask us to delete your personal information
Ask us to restrict how we use your information
Object to certain uses of your information, including direct marketing
Ask for your information to be provided in a portable format
Withdraw consent where we are relying on consent to process your information
These rights are not absolute and there may be circumstances where we are legally entitled or required to retain or process certain information.
To exercise your rights, please contact us using the details above.
13. Complaints
If you have any concerns about how we have handled your personal information, please contact us first so that we can try to resolve the issue.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator.
You can find information about making a complaint on the ICO's website.
14. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our business, services, technology or legal requirements.
The latest version will always be published on our website, with the date of the most recent update shown at the top.
15. Contact us
If you have any questions about this Privacy Policy or how Saunahood uses your personal information, please contact:
