PRIVACY POLICY

Privacy policy

Keeping your information safe is important to us.

This privacy policy tells you how we store/hold and use your personal data and information. Please read this policy carefully. Contact Jeni Matthewman at hello@jenimatthewman.com if you have any questions about our privacy practices.

About Jeni Matthewman Somatic Therapy & Storytelling

Jeni Matthewman provides Somatic Therapy & Storytelling services.

Your privacy is important to us. This policy covers what information we collect from you, how it is stored and used.

Jeni Matthewman is registered as a data controller with the Information Commissioner’s Office, Reference Number ZA482109. Our named contact is Jeni Matthewman and our address is:

Place Lane
Ashburton
Devon
TQ13 7EP

Data we collect, hold and what it is used for

Our online and offline services may require us to collect personal information from you. Personal data is information relating to an identified or identifiable natural person, such as name, age, address, date of birth, gender and contact details.

Personal information may also contain ‘special category’ (sensitive) data, specifically information relating to a person’s physical or mental health, ethnicity, political opinions, religious/philosophical beliefs, genetic data or sexual orientation.

Your data is collected in a number of ways including by phone or email, online (including the use of cookies) and in person. All data is processed in line with UK GDPR requirements. It is only used for the purpose(s) for which it was collected and is strictly confidential. However, confidentiality may be broken if an explicit safeguarding risk arises where there is a clear threat of serious harm to yourself or others.

Our lawful bases for processing data:

Under the UK GDPR, we identify our specific legal reasons for handling your data as follows:

Contractual Necessity: We process your basic contact details (name, email, phone number, address) to respond to requests and enquiries. We take more in-depth information (including emergency contact details, medical history, and keeping ongoing clinical notes) in order to make appointments and fulfil our agreement to arrange, manage, and provide your therapy sessions.
Explicit Consent: We process your information strictly based on your explicit consent, which is gathered digitally before your first appointment. You have the right to withdraw this consent for future processing at any time.
Legal Obligation: We process and store financial transaction data to fulfil our statutory tax accounting duties. We process and store personal client information and session records to comply with insurance requirements.
Consent: We process your name and email address for marketing updates and newsletters only if you have actively opted in. You can unsubscribe at any time.

If you object to the collection, sharing and use of your personal data we may be unable to provide you with our services.

Log files and website analytics

Log files record information such as which files are requested from this website’s web servers. They capture information including your IP address, date and time of the visit, the type of device you used to access the website, and the pages you visited. We use this information to monitor and analyse web usage and trends in order to make improvements to our website.

Storing, sharing, transferring and securing your data

Website Enquiries: We use a third-party provider via Wix.com to collect and/or store your data in order to process enquiries and referrals.

Clinical Data Storing and Practice Management: We use a specialised, secure, cloud-based practice management system called WriteUpp to safely store your electronic intake forms, consultation notes, invoices and appointment schedules. This platform is built specifically for healthcare and therapy practitioners and utilises enterprise-grade data encryption and secure access controls to ensure your personal data remains protected.

As third-party service providers have their own privacy policies, we recommend that you read their privacy policy to understand how your information will be handled.

We may share your data with third parties to enforce our terms and conditions or where we are entitled or required by law to do so.

Whilst we have taken measures to ensure the safety of your data, the internet is not a 100% secure channel of communication and we cannot guarantee the security of any information transmitted.

How long do we keep your data?

We retain your personal data only for as long as necessary to fulfil the purposes it was collected for, including satisfying any legal, accounting, insurance, or reporting requirements.

Client Consultation & Clinical Notes: To comply with professional insurance requirements and defend against potential legal claims, we securely store client session records and intake forms for a period of 7 years following your final appointment, after which they are permanently and securely destroyed. In rare instances we may need to retain your data for longer, for example if we are defending ourselves in a legal dispute or as required by law or where evidence exists that a future complaint or claim may occur.
Financial Records: Under UK tax law, we are required to keep financial and transaction records for a minimum of 5 years after the 31 January submission deadline of the relevant tax year.
Marketing Data: Personal information used for marketing purposes will be retained until you notify us that you wish to opt out or unsubscribe.

Consent, access to information and right to erasure

By filling in forms on this website or making contact by phone/email, you are giving consent for Jeni Matthewman Somatic Therapy & Storytelling to hold your personal information. We use this information to give you the best possible service.

If at any point you believe the information we hold on you is incorrect you can request to see this information and have it corrected. In some cases you have the right to have data about you erased or the use of it restricted.

If you have made an enquiry about our services but have not gone on to become a client, you can ask for your information to be deleted at any time.

If you are a client, we are required to keep some information for legal, tax and insurance purposes for a minimum retention period. Depending on the circumstances, we may need to keep it for longer. Please note that we are not able to erase any data which we are required to keep by law and for tax and insurance purposes.

If you have signed up to receive marketing information, you can unsubscribe at any time by clicking on the unsubscribe option in marketing emails, or by emailing hello@jenimatthewman.com. If you are not a client you can also ask for your personal information to be erased.

In most cases we will not charge a fee to process these requests unless your request is considered to be unfounded or excessive, in which case we may charge a reasonable administration fee.

Linking to other websites and third-party content

Our website contains links to other sites. Linking does not constitute endorsement and we do not hold responsibility for the content of any linked website.

When you leave our website or are redirected to a third-party website or application you are no longer governed by our privacy policy or terms and conditions. These websites will each have their own privacy statement, which may differ from ours. We are not responsible for the privacy practices of other sites and encourage you to read their privacy statements.

How to contact us

Please get in touch if you have any questions about this privacy policy or the information we hold about you.

Queries can be sent in writing to Jeni Matthewman at Treetops, Place Lane, Ashburton, Devon, TQ13 7EP, or by email to hello@jenimatthewman.com.

If you are not satisfied with our handling of your data, please contact us using the details above to raise a complaint. You also have the right to complain to the Information Commissioner’s Office (ICO).

Making a complaint

Please send your complaint directly to our data protection contact: Jeni Matthewman at hello@jenimatthewman.com, with the subject line 'Data Protection Complaint'.

To help us investigate efficiently, please include your full name, the details of your concern, and your desired resolution.

Once you submit a data protection complaint, we will formally acknowledge receipt of your complaint within 30 days of receiving it. We will launch an active investigation, and our team will immediately begin investigating the issue upon receipt. We process all complaints without undue delay and will keep you updated on our progress if an extended investigation is required. We will also provide you with a clear, final written response detailing the findings of our investigation and any remedial actions taken.

If you are unsatisfied with our final response or how we handled your complaint, you have the right to escalate the matter to the Information Commissioner’s Office (ICO). You can contact them directly via the ICO website at https://ico.org.uk.

Updates to this policy

We review our privacy policy regularly and will update this page with any changes.

This privacy policy was last updated on 01 June 2026.