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Booking & Cancellation Policies

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Booking a treatment with The Knotted Tree Holistic Therapies 

(in person or online)

 

A £10 deposit will be required to confirm a booking.

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No-shows and last-minute cancellations significantly impact my business and prevent other clients from accessing available appointment times. Your understanding and consideration are greatly appreciated.

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I understand that appointments may occasionally need to be changed. I kindly request a minimum of 24 hours’ notice if you need to cancel or rearrange your appointment so that the time can be offered to another client.

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  • If your appointment is cancelled or rearranged with at least 24 hours’ notice, your £10 deposit will either be transferred to a future booking or refunded, as preferred.

  • If less than 24 hours’ notice is given, the deposit will be forfeited, as there is insufficient time to rebook the appointment.

  • Appointments rearranged less than 2 hours before the scheduled time, or appointments that are missed entirely, will be charged at the full treatment fee, as the space cannot be filled at such short notice.

 

Late Arrival

Please arrive on time for your appointment.


Late arrival may result in a shortened treatment time to ensure the room and practitioner are available for the next client. The full treatment fee will still be payable, even if the session starts later than scheduled.

 

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Thank you for your understanding. 

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Booking on a training course with The Knotted Tree Holistic Therapies in person or online:

 

Payment

All courses must be paid in full before the course commences. You can book at The Knotted Tree website and payment details of bank transfer or card will be sent via email. Please call if you would like to talk to us in person.

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Cancellation

Students have a cooling-off period of 7 days from the date of payment.

  • If the student cancels the course in writing within this 7-day period:

    • A full refund will be issued for payments made via bank transfer.

    • For payments made by card, the refund will be issued minus card processing fees, which are non-refundable.

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In the unlikely event that The Knotted Tree Holistic Therapies needs to cancel a training course date, an alternative date will be offered within a reasonable timescale.

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If you are unable to attend the agreed training date, a minimum of 72 hours’ notice is required.

  • Cancellations made within 72 hours of the course start date will incur a £50 cancellation fee. Any eligible refund will be issued minus this fee.

  • Rescheduling within 72 hours of the course start date will require the full course fee to be paid again.

  • This policy reflects administrative costs, payment processing fees, time already committed, and the organisation of volunteers, which are arranged up to 5 days prior to the course.

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Failure to attend the training on the specified date without prior notification will result in removal from the course. In this instance, 100% of the course fee will be forfeited, and the student will need to re-book and repay the full fee to attend again.

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Refunds will not be issued to students failing to complete the course within the specified timescale of 12 months (see below).

From the date of training, students have 12 months to complete the course.


Failure to complete the course within this period will require the student to re-book and full payment will be required.

Under exceptional circumstances, additional time may be allocated at the discretion of the course tutor. This must be agreed in advance. Whilst every effort will be made to accommodate such requests, The Knotted Tree Holistic Therapies reserves the right to refuse an extension.

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We thank you for your understanding.

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Privacy Policy

YOUR PERSONAL INFORMATION - GENERAL DATA PROTECTION REGULATION (GDPR)

This privacy notice sets out how The Knotted Tree Holistic Therapies uses and protects any information that you give us when you use any of our services.

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The Knotted Tree Holistic Therapies is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using our services, you can be assured that it will only be used in accordance with this privacy statement.

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Proprietors/Business Owners Name: Mrs. Claire Garbett

Contact Details of Business:

Telephone No: 07814537623

Email address: theknottedtreemassage@gmail.com

Address: Telford TF2 9DZ (please email for full address)

Data Controller Name: Mrs. Claire Garbett

There is no Processor who controls your data on the data controller’s behalf.

 

The Purpose of processing Personal Data

To provide a full professional service, we will need to gather and retain certain personal information. The Knotted Tree Holistic Therapies will only use this information to provide the service in which you have requested.

 

Legal Requirements Required by Law

Balens Specialist Insurance Brokers for Health & Wellbeing Professionals & Organisations are our insurance provider, who, require a certain amount of information about yourself in order for us to provide the service you require. This information is never shared with a third party unless requested by law. However, this information is required to be kept on file 7 years from the date of your last therapy session.

 

IN-PERSON

 

What information we hold and how we use it:

We collect the following information, so we can fulfil our services:

Name: So, we can identify the person who is booked for services, this is a legal requirement.

Address: We need this information for referrals and as a legal requirement.

Email Address: If you would like to be on our Mailing list for offers or training services.

Contact Information: So, we can call you to book/cancel or rearrange appointments.

Your Doctors Details: We need this information for referrals and as a legal requirement.

Personal Medical Details: So that we can make sure that the service we provide is suitable for you and that any medical issues can be identified prior to treatment service. This is also required by law.

 

Opt-In: by ticking this option will mean that your details are used to send future offers, promotional services which link to your interest.

 

Protecting/ Destroying Your Personal Data

We are committed to ensuring that your personal data is secure. In order to prevent unauthorised access or disclosure, we have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information we collect from you.

We will contact you using the contact preferences you give us in relation to:

Appointments: Messenger â–¡ Email â–¡ Mobile â–¡

Training Services: Messenger â–¡ Email â–¡ Mobile â–¡

Special offers and promotions: Messenger â–¡ Email â–¡ (you may unsubscribe from this at any time)

 

Once your personal information becomes obsolete, we will destroy your personal information by shredding as our records are kept as paper-based. And your email address deleted with any saved attached information.

 

Your Rights

You may choose to restrict/ view your personal information in the following ways:

If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by opting out please email: theknottedtreemassage@gmail.com

 

Therapist’s Rights

Please note:

If you don’t agree to your therapist keeping records of information about you and your treatments, or if you don’t allow them to use the information in the way they need to for treatments, the therapist may not be able to treat you

Your therapist must keep your records of treatment for 7 years as described above, which may mean that even if you ask them to erase any details about you, they might have to keep these details until after that period has passed as a legal requirement by law.

 

Tutor's Rights

Please note:

If you don't agree to your tutor keeping your case study files and contact information in a paper-based file for 7 years, as required by law after you have received your certification, we may not be able to train you. We delete all electronic data including your email address off our system unless you would like us to store your email address for future offers and new course detail. This is an opt-in option which can be changed at any-time.

 

ON-LINE

 

Contact Us Form

We collect the following information, so we can fulfil the enquiry made by you:

 

· Name: So, we can identify the person who we are in contact with on this enquiry.

· Contact information: including phone number (optional) if you request a call made by us instead of email correspondence and an email address – so we can reply to your enquiry.

· Details: of the enquiry you are interested in – so we can answer your enquiry.

· Opt-Out: by ticking this option will mean that your details are deleted once we have fulfilled your enquiry. By ticking keep my detail on file will mean that we can send future offers which link to your interest.

 

 

Booking Form

We collect the following information, so we can fulfil the request made by you:

 

o Name – So we can identify the learners name and be able to send relevant certification and correspondence to the correct person.

o Contact information including: phone number- verbal contact with tutor, email address/home address – so that correspondence and certification can be sent to the correct address.

o Details of the course you are interested in: so that the learner is booked onto the correct course.

o Details of existing qualifications: to make sure that the learner is on the correct course for their skill set.

o Detail of any Barriers to Learning: so that we adapt to help your learning experience.

o Opt-Out: by ticking this option will mean that your details are deleted once you have completed the chosen course with The Knotted Tree Sports and Holistic Therapies. By ticking keep my details on file will mean that we can send future offers which link to your interest.

What we do with the information we gather

We require this information to understand your needs and provide you with a better service, and in particular for, the following reasons:

o Internal record keeping and tracking learner’s progression.

o To enable to provide you with a service that you have requested.

o We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.

 

Security

We are committed to ensuring that your information is secure. In-order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

 

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

 

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by opting out please email theknottedtreemassage@gmail.com

 

COOKIES

The Knotted Tree Holistic Therapies does not use cookies to store data. The website has external links to other websites and when visiting these websites, they will have their own cookie policies.

Covid - 19 Policy

  • As a professional therapist, it is important to carry out a consultation prior to ALL treatments, to ensure that the most appropriate treatment is being given to the client and that no new contraindications or contra-actions have occurred between treatments. An additional consultation form with specific questions to COVID-19 has been incorporated. Clients are given aftercare before they leave, along with encouragement to stay safe and to be vigilant in terms of any signs or symptoms that they or someone close to them may have COVID-19.

 

  • Clients will be called 24 hours before their planned treatment to check whether they are in self-isolation or have been in close contact with someone who has symptoms of COVID-19. If the answer is yes to either of these questions, their treatment will be deferred for the relevant period of time. Clients will also be asked to check their temperature on the morning that they are due to come for a treatment, and if this is higher than usual, treatment will be deferred. ​

 

  • Therapists - will defer seeing clients if they or anyone they are in close contact with has symptoms of the virus, for the relevant period of time (as outlined by the NHS/government). As an extra precaution, even if they are feeling well, they will check their own temperature at the beginning of each workday and if they have signs of a fever, clients will be deferred for the relevant period of time.

 

  • Updated cleaning check list that is dated and signed between each client ensuring that the cleaning schedule is adhered to, this includes all doors and handles, bathroom including hand towel changed etc. This will be displayed on the treatment room wall.

 

  • Clients will be asked to wash their hands or use hand sanitiser as soon as they arrive for treatment. A hand hygiene station is available, and all information will be visible to clients on entering.

 

  • All fabric items that are needed for the treatment but cannot be disinfected or washed between each client are covered in a non-porous material that can be effectively wiped down with disinfectant and then covered with something soft and replaceable/ washable between clients. Any non-essential item will be removed until the pandemic has passed.

 

  • Use of single use/disposable alternatives where available and practical will be used, until the pandemic has passed

 

  • The treatment room will be ventilated between clients

 

  • Therapist will wear durable, disposable gloves, when cleaning the work premises and treatment room

 

  • Therapist will change therapy tunic/top after cleaning and preparing the treatment area for the next client, as an extra precaution (unless the UK government and health authorities have advised the use of a plastic apron or similar).

 

  • Rubbish bins are foot-operated pedal bins with a lid and plastic liner for rubbish that is emptied daily

 

  • Laundry is stored in a plastic, resealable bag that can be disposed of once emptied

 

  • Any Client or therapist using any PPE - these will be removed and disposed of safely - by using the guidance found on the government website.

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