Last Updated: November 19th, 2025

Fifth Element Somatics is committed to protecting the privacy and confidentiality of your personal information. This policy outlines how we collect, use, store, and protect your data.

1. Information We Collect

We collect and process the following types of personal information:

• Identity and Contact Data: Name, address, phone number, email address.

• Transaction Data: Details about payments to and from you and other details of services you have purchased from us.

• Health Data (Special Category Data): Medical history, current health status, consultation notes, and treatment records (required to provide safe and effective somatic services).

• Usage Data: Information about how you use our website (via cookies and analytics—see Section 5).

2. Legal Basis for Processing

We process your data based on the following legal grounds:

• Contract: To fulfil the contract for services you have purchased (e.g., booking management, payment processing).

• Legal Obligation: To comply with legal requirements, such as maintaining accurate financial records and retention of clinical records for insurance or professional body requirements.

• Legitimate Interest: To run our business (e.g., improving our services).

• Explicit Consent: For the processing of your highly sensitive Health Data, you provide Explicit Written Consent before your first session, acknowledging that this is necessary for the provision of care.

3. How We Use Your Information

Your information is used strictly for the following purposes:

• To provide, manage, and tailor the somatic services to your specific needs.

• To communicate with you regarding appointments, follow-up, and service-related information.

• To maintain records as required by our professional body and insurance provider.

• To process payments for services.

• For internal record-keeping and service improvement.

4. Data Security and Storage

• Security: We are committed to ensuring that your data is secure. We have put in place appropriate technical and organizational measures (e.g., password protection, encryption, secure physical storage for paper notes) to safeguard the information we collect.

• Retention: We retain your clinical records for a period required by professional indemnity insurance and applicable law, which is typically [Specify Duration, e.g., 7 years] after your last session, or until a minor client reaches the age of [Specify Age, e.g., 25 or 26]. After this period, records will be securely destroyed.

5. Third-Party Sharing and Disclosure

We will never sell your personal information. We may share your data with:

• Third-Party Service Providers: Companies that provide services on our behalf, such as payment processors (e.g., Stripe, PayPal), website hosting, or secure online booking systems. These parties are contractually bound to keep your information confidential and secure.

• Legal Requirement: As outlined in the Confidentiality section of the Terms and Conditions (e.g., court order, imminent harm).

6. Your Rights

Depending on your location and applicable data protection laws (like GDPR), you may have the following rights regarding your personal data:

• The Right to be Informed: To know how your data is being used (this Policy).

• The Right of Access: To request a copy of the personal data we hold about you.

• The Right to Rectification: To request corrections to any inaccurate or incomplete data.

• The Right to Erasure ('Right to be Forgotten'): To request that we delete your personal data (note: this is subject to our legal obligation to retain clinical records).

• The Right to Restrict Processing: To request limits on how your data is processed.

• The Right to Object: To object to certain types of processing (e.g., direct marketing).

To exercise any of these rights, please contact us using the details below.

7. Contact Information

If you have any questions about this Privacy Policy or your data, please contact:

• Company Name: Fifth Element Somatics

• Contact Name/Data Protection Officer: [Your Name]

• Email: [Your Professional Email Address]

• Address: [Your Business Address (Optional, but recommended)]