Last updated: 14 July 2026
Bristol Therapy Rooms is committed to handling personal information fairly, securely and transparently.
This Privacy Notice explains how we collect and use personal information in connection with our website, enquiries, practitioner onboarding, therapy-room hire, bookings, payments and the management and security of our premises.
Who we are
Bristol Therapy Rooms is a trading name of Gaya Property Ltd, a limited company registered in England and Wales under company number 12227615.
Gaya Property Ltd is the data controller for the personal information described in this notice.
Registered office and contact address:
Bristol Therapy Rooms
10–12 Picton Street
Montpelier
Bristol
BS6 5QA
Email: info@bristoltherapyrooms.com
Phone: 07951 884103
Who this notice applies to
This notice applies to:
- people who contact us about hiring a therapy room or arranging a viewing;
- practitioners who hire rooms from Bristol Therapy Rooms;
- people who visit or use our website;
- people whose details are provided as emergency contacts;
- suppliers, contractors and other professional contacts; and
- visitors to the premises where security or access information is recorded.
Personal information we collect
Depending on your relationship with us, we may collect and use the following information.
Contact and identity information
- Your name.
- Email address.
- Telephone number.
- Home, work or correspondence address where required.
- Emergency contact details.
Professional and onboarding information
- Your profession, modality or type of therapeutic work.
- Information about your qualifications, experience, professional membership or registration where relevant.
- Copies of insurance certificates and related documents.
- Information needed to assess whether your work is suitable for the rooms and premises.
- Your signed room-hire agreement and related onboarding records.
- A photograph and professional biography where you choose to join the Yogasara therapy team page.
Booking and account information
- Your fixed-slot and flexible booking history.
- Rooms, dates and times booked.
- Booking amendments and cancellations.
- Your booking-system account details.
- Records of room use, access and relevant operational issues.
Payment and accounting information
- Invoices, payments, credits and amounts outstanding.
- Direct Debit status and payment confirmations.
- Transaction references and accounting records.
Card and Direct Debit details are normally provided directly to the relevant payment provider. We do not normally receive or store your complete card or bank-account details.
Communications
- Emails, contact-form messages and other correspondence.
- Records of telephone, SMS or WhatsApp communications where relevant to managing your enquiry or room hire.
- Requests, complaints, maintenance reports and incident information.
- Your communication and marketing preferences.
Website and technical information
When you use our website, limited technical information may be recorded automatically, including:
- IP address;
- browser and device information;
- pages requested;
- date and time of access;
- security and error logs; and
- information collected through essential cookies or similar website technologies.
Security and premises information
Where relevant, we may process:
- building access information;
- records concerning keys, codes or booking-system access;
- CCTV images where CCTV is in operation;
- incident, accident or security reports; and
- information needed to protect people, property and the safe operation of the premises.
Information about therapy clients
Bristol Therapy Rooms provides room-hire services. We do not provide therapy directly and do not ask practitioners to provide us with their clients’ therapy records, health information or confidential case details.
Practitioners using the rooms are independent professionals and are responsible for the personal information they collect and use in connection with their own clients and professional practice.
Please do not send us confidential client information unless it is genuinely necessary to deal with a specific safety, legal or operational matter.
How we collect personal information
We may obtain personal information:
- directly from you through our website, contact form, email, telephone, messaging services or in person;
- through the online booking system;
- through contracts, onboarding forms and insurance documentation;
- from payment, Direct Debit, electronic-signature or accounting providers;
- through building access, security or incident-management systems;
- from publicly available professional websites or registers where relevant; and
- from another person where they provide your details as an emergency contact or professional contact.
If you provide another person’s information to us, you should make sure they know that you have done so and direct them to this Privacy Notice where appropriate.
Why we use personal information and our lawful bases
Responding to enquiries and arranging viewings
We use contact and professional information to respond to enquiries, discuss room suitability, provide information and arrange viewings.
Our lawful bases are taking steps at your request before entering into a contract and our legitimate interest in responding to enquiries and operating our room-hire business.
Setting up and administering room hire
We use personal information to assess suitability, complete onboarding, enter into and administer the hire agreement, provide access to the booking system, agree fixed slots and manage room use.
Our lawful bases are performance of a contract, taking steps before entering into a contract and our legitimate interests in managing the premises and ensuring that they are used appropriately.
Checking professional suitability and insurance
We may use professional, qualification, membership and insurance information to confirm that practitioners are appropriately insured and suitable to work from the premises.
Our lawful bases are performance of the hire agreement and our legitimate interests in protecting practitioners, clients, visitors, the business and the premises.
Bookings and service administration
We use booking and account information to record room use, manage availability, process cancellations, provide support and communicate operational information.
Our lawful bases are performance of the hire agreement and our legitimate interests in operating an efficient and reliable room-hire service.
Payments, invoicing and accounting
We use payment and transaction information to issue invoices, collect fees, reconcile accounts, recover amounts due and maintain financial records.
Our lawful bases are performance of a contract, compliance with legal and tax obligations and our legitimate interests in managing payments and protecting our financial position.
Service communications
We may contact practitioners about bookings, access, maintenance, safety, changes to services, changes to prices, changes to agreements and other matters connected with room hire.
These are service communications rather than marketing. Our lawful bases are performance of a contract and our legitimate interests in managing the service.
Safety, security and incident management
We may process access, CCTV, accident, incident and security information to protect people and property, investigate incidents, manage emergencies and support insurance or legal matters.
Our lawful bases are legitimate interests, compliance with legal obligations and, in an emergency, protecting someone’s vital interests.
Legal claims and regulatory requirements
We may use or disclose information where necessary to comply with the law, respond to lawful requests, obtain professional advice, exercise or defend legal rights, prevent fraud or report criminal activity.
Our lawful bases are compliance with legal obligations and our legitimate interests in protecting our rights and those of others.
Optional Yogasara therapy team profile
Where a practitioner chooses to be listed on the Yogasara therapy team page, we may use and share their agreed photograph, name, biography, professional information and contact or website details for that purpose.
We rely on your consent to publish this optional profile. You may ask for it to be amended or removed at any time.
Marketing
We will only send optional electronic marketing where we have an appropriate lawful basis and have complied with applicable electronic-marketing rules.
You may unsubscribe or object to direct marketing at any time by contacting info@bristoltherapyrooms.com or using any unsubscribe option provided.
Our legitimate interests
Where we rely on legitimate interests, these may include:
- responding to enquiries;
- operating and improving Bristol Therapy Rooms;
- managing bookings, availability and practitioner accounts;
- maintaining accurate business records;
- protecting the security and effective operation of the premises;
- preventing misuse, fraud and unauthorised access;
- handling complaints, incidents and disputes;
- obtaining professional advice; and
- establishing, exercising or defending legal claims.
We consider whether our interests are necessary, proportionate and balanced against the rights and reasonable expectations of the people concerned.
Who we share personal information with
We do not sell personal information.
We may share limited personal information with trusted service providers where necessary, including:
- SiteGround and other website-hosting, security and technical-support providers;
- WordPress and website-form providers;
- Google Workspace for email, documents and business administration;
- SimplyBook.me or another booking-system provider;
- SignNow or another electronic-signature provider;
- GoCardless for Direct Debit payments;
- Stripe or another card-payment provider where card payments are offered;
- accounting, invoicing and bookkeeping providers;
- Yogasara where you choose to have a profile published;
- building-management, maintenance, security and emergency-service providers;
- our accountants, insurers, solicitors and other professional advisers;
- public authorities, regulators, courts or law-enforcement bodies where required or permitted by law; and
- a prospective purchaser, investor or professional adviser if the business or its assets are reorganised, transferred or sold.
Service providers are given only the information reasonably needed to perform their role. Depending on the service, they may act as our data processor or as an independent data controller under their own privacy notice.
International transfers
Some technology and service providers may store or process information outside the United Kingdom.
Where personal information is transferred internationally, we take reasonable steps to ensure that an appropriate legal transfer mechanism is in place. This may include transferring information to a country covered by UK adequacy regulations or using approved contractual safeguards such as the UK International Data Transfer Agreement or the UK Addendum to approved standard contractual clauses.
You may contact us for further information about the safeguards relevant to your personal information.
Cookies and website technologies
Our website may use cookies and similar technologies that are necessary for website security, functionality, forms, user preferences and technical operation.
Where we use any technology that requires consent or another form of user control, we will provide appropriate information and choices through the website.
You can also control or delete cookies through your browser settings. Disabling essential cookies may affect parts of the website.
How we protect personal information
We use reasonable technical and organisational measures designed to protect personal information from unauthorised access, loss, misuse, alteration or disclosure.
These measures may include:
- password-protected systems;
- multi-factor authentication where available;
- access restrictions;
- secure hosting and backups;
- encryption during transmission where appropriate;
- software and security updates; and
- limiting access to people and service providers who need the information.
No internet or electronic storage system can be guaranteed to be completely secure. If we become aware of a personal-data breach, we will investigate it and notify affected individuals and the Information Commissioner’s Office where legally required.
How long we keep personal information
We retain personal information only for as long as reasonably necessary for the purposes described in this notice, including legal, accounting, insurance and dispute-resolution requirements.
Our normal retention periods are:
- General enquiries that do not lead to room hire: normally up to two years after the last meaningful contact.
- Practitioner account, onboarding, agreement and booking records: for the duration of the room-hire relationship and normally for up to six years afterwards.
- Invoices, payment and accounting records: normally for at least six years from the end of the relevant company financial year, or longer where legally required.
- Insurance documents: while you hire rooms from us and for a reasonable period afterwards where needed for insurance, legal or incident-related purposes.
- Emergency contact details: while they are needed for your active room-hire arrangement and then deleted when no longer required.
- Routine security and access records: for the shortest period reasonably necessary for security and operational purposes.
- CCTV footage, where used: for a limited security-retention period unless footage is needed for an incident, complaint, insurance matter or legal claim.
- Marketing information: until consent is withdrawn, you unsubscribe or we determine that the information is no longer current. We may retain minimal suppression information to ensure that an opt-out continues to be respected.
Information may be retained for longer where necessary to comply with the law, respond to a regulatory enquiry, deal with a complaint or establish, exercise or defend legal claims.
When information is no longer required, we will delete it securely or anonymise it so that it can no longer identify an individual.
Your data-protection rights
Depending on the circumstances and the lawful basis being used, you may have the right to:
- ask for confirmation that we process your personal information;
- request a copy of the personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to delete information where there is no valid reason to retain it;
- ask us to restrict how information is used;
- object to processing based on legitimate interests;
- receive certain information in a portable format and ask for it to be transferred;
- withdraw consent at any time where processing is based on consent; and
- complain to the Information Commissioner’s Office.
You have an absolute right to object to the use of your personal information for direct marketing.
These rights are not absolute and may be limited where we have a legal obligation or another valid reason to continue using or retaining the information.
To exercise a right, contact us at info@bristoltherapyrooms.com. We may ask for information needed to verify your identity before responding.
We will normally respond within one month. Where a request is complex or several requests have been made, the law may allow additional time.
Automated decision-making
We do not use personal information to make solely automated decisions that have legal or similarly significant effects on individuals.
Providing personal information
You are not always legally required to provide personal information. However, where information is needed to respond to an enquiry, assess suitability, enter into a hire agreement, administer bookings or process payments, we may be unable to provide the relevant service without it.
Complaints
Please contact us first if you have a concern about how we have handled your personal information:
Email: info@bristoltherapyrooms.com
Phone: 07951 884103
Address: Bristol Therapy Rooms, 10–12 Picton Street, Montpelier, Bristol, BS6 5QA
You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection:
Make a complaint to the Information Commissioner’s Office
Changes to this Privacy Notice
We may update this Privacy Notice to reflect changes to our services, systems or legal obligations. The latest version will be published on this page with the date of the most recent update.