Privacy Policy

Last updated: 30 September 2026

The short version

Who we are

Chiltern Sauna Circle is run by Chiltern Sauna Ltd, a company registered in England and Wales (company number 16920462). We are registered with the Information Commissioner's Office (ICO) under registration number ZC154207.

Chiltern Sauna Ltd is the data controller for the personal information described in this policy. If you have any questions, email us at anna@chilternsaunacircle.com.

What we collect

• Booking details: your name, email address, phone number, the sessions you book and the names of anyone in your group.
• Payment details: payments are handled securely by Stripe. We never see or store your full card details.
• Health and waiver information: any health conditions, allergies or needs you tell us about, and your agreement to our booking terms and waiver.
• Information about young people: if you bring anyone aged 5 to 17, their name and age, and the waiver signed by their parent or guardian.
• Messages: anything you send us by email, our contact form or social media.
• Newsletter: your email address and name, if you sign up to our mailing list.
• Website data: basic information about how you use our website, collected through cookies (see below).

Why we use it

• To manage your booking: taking payment, confirming your session, sending reminders and handling changes or refunds. We need this information to provide the service you've booked.
• To keep you safe: understanding any health needs so we can look after you in the sauna and cold water. Because health information is sensitive, we only use it with your explicit consent, which you give when you share it with us.
• To reply to you: answering your questions and enquiries.
• To send our newsletter: only if you've opted in. You can unsubscribe at any time using the link in every email.
• To meet legal requirements: keeping financial records for tax purposes.
• To improve our website and services: understanding what works well, in ways you'd reasonably expect.

Who we share it with

We never sell your information. We only share it with trusted services that help us run the business, and only as much as they need:

• Session (bookasession.org): our booking system.
• Stripe: secure card payments.
• Brevo: our email newsletter.
• Squarespace: our website, contact forms and cookies.

Some of these providers may store data outside the UK. Where they do, they use legal safeguards approved under UK data protection law to keep it protected. We may also share information if the law requires it, or with emergency services if someone's health or safety is at risk.

How long we keep it

• Booking and payment records: 6 years, to meet tax and accounting rules.
• Waivers and health information: 3 years after your last visit. For anyone under 18, until they turn 21.
• Messages and enquiries: for as long as they're useful for helping you and any future bookings, and no longer than 3 years after we last heard from you.
• Newsletter: until you unsubscribe.

After that, we securely delete it.

Photos

We sometimes take photos on site to share on our website and social media. We'll always ask before taking photos of you, and we never take photos in the changing areas. If you'd like a photo of you removed, just email us and we'll take it down.

Cookies

Our website uses a small number of cookies. Some are essential to make the site work, and others help us understand how many people visit and which pages are useful, so we can keep improving it. This information is grouped together and isn't used to identify you or show you adverts.

You can opt out of non-essential cookies at any time using the cookie settings on our site, or through your browser settings.

Your rights

Under UK data protection law, you have the right to:

• see the personal information we hold about you
• ask us to correct anything that's wrong
• ask us to delete your information
• ask us to limit how we use it, or object to us using it
• ask for a copy of your information to take elsewhere
• withdraw your consent at any time, for example to our newsletter or to us holding your health information

To use any of these rights, email anna@chilternsaunacircle.com. We'll respond within one month. There's no charge.

Keeping your data safe

We use secure, password-protected systems and only access your information when we need to. Paper waivers, if any, are stored securely and shredded when no longer needed.

Making a complaint

If you're unhappy with how we've handled your information, please talk to us first and we'll do our best to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or by calling 0303 123 1113.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed.

Thank you for trusting us with your information. See you in the heat.