The short version
I am a solo practitioner. I collect only what I need to reply to you and to treat you safely. I do not sell your information, I do not add you to a mailing list without asking, and this website sets no cookies and runs no tracking of any kind. If you ever want to see what I hold about you, or want it deleted, just ask.
Who I am
This website and practice are run by Zoe Koster, trading as Firefly Ascension, based in Godalming, Surrey. For data protection purposes I am the data controller, which means I decide what information is collected and what happens to it.
You can reach me at hello@fireflyascension.co.uk about anything in this notice.
What I collect
If you send an enquiry through this website
The contact form asks for your name and email address, which are required, and gives you the option of adding your phone number, the service you are interested in, a preferred time and a message. You also tick a box confirming you are happy for me to contact you about your enquiry.
Please do not put detailed health information into the enquiry form. It is not the right place for it, and we will cover all of that properly before your first session.
If you become a client
Before your first treatment I ask you to complete a consultation and consent form, a client consent form and a case history and intake form. Between them these record your contact details, your date of birth, an emergency contact, and information about your health and wellbeing, including medical conditions, medication and how you are feeling physically and emotionally.
Health information is what the law calls special category data, and it is treated with extra care. I collect it for one reason only, which is so that I can treat you safely and appropriately.
I also keep brief notes of the sessions we have together.
Why I collect it, and my legal basis
| Information | Why | Legal basis |
|---|---|---|
| Enquiry form | To answer your question and arrange a session | Your consent, and taking steps at your request before entering into a contract |
| Booking and contact details | To run appointments and contact you about them | Performance of our contract |
| Health and case history | To treat you safely and decide what is appropriate for you | Your explicit consent, given on the consent form |
| Session notes | Continuity of care between sessions | Your explicit consent, and my legitimate interest in keeping proper records |
Where I rely on your consent, you can withdraw it at any time by emailing me. Withdrawing consent does not undo anything done before you withdrew it, and in some cases I may still need to keep a record that treatment took place.
Cookies and tracking
This website sets no cookies. There is no analytics, no advertising pixel and no tracking of any kind. Nothing is stored in your browser, and I cannot see who has visited.
The site also loads nothing from anyone else. The images and typefaces all come from this website, so simply reading these pages tells no other company that you were here.
Who else can see your information
I use a small number of services to run the practice. They act on my instructions and are not permitted to use your information for their own purposes.
- Web3Forms delivers the website contact form to my inbox. They are based in the United States, so an enquiry sent through the form is transferred outside the UK.
- Cloudflare hosts this website and forwards email sent to my Firefly Ascension address.
- Google provides the inbox I read that email in.
I do not sell your information, share it with advertisers, or pass it to anyone else, unless I am required to by law or there is a serious risk to someone's safety.
Where it is kept, and for how long
If you enquire and we never go on to work together, I delete your enquiry within six months.
Client records are kept for seven years after your last session, after which they are securely destroyed. If a client is under 18 when I treat them, I keep their records until their 25th birthday instead.
Your signed consultation, consent and case history forms are paper, and they are kept locked away at my home. Anything I hold digitally, such as session notes and your contact details, is on a password protected device. I am a sole practitioner, so nobody else has access to any of it.
Your rights
Under UK data protection law you have the right to:
- ask for a copy of the information I hold about you
- have anything inaccurate corrected
- ask me to delete it, where I am not required to keep it
- ask me to restrict how I use it, or object to my using it
- ask for it in a portable format
- withdraw your consent at any time
Email me at hello@fireflyascension.co.uk and I will respond within one month. There is no charge.
Complaints
If you are unhappy with how I have handled your information, please tell me first and I will try to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Changes to this notice
If I change how I handle your information I will update this page and change the date at the top. If the change is significant and affects current clients, I will tell you directly.