DRAFT: The Frequency Hub's owner must sign off this notice before real clients use the portal.
Privacy notice: client portal
Version 2026-10-v2 (draft) · Last updated 18 October 2026
Who we are
The Frequency Hub Ltd is the controller of your personal information. We are registered in England and Wales, company no. 17124765. Registered office: 5 The Gardiners, Harlow, England, CM17 9QU. Email: info@frequencyhub.co.uk. Phone: 01279 408223.
What we collect
Your name and contact details; your account login; wellness scan results (frequencies, scan type, dates and files), programmes and session notes; your check-ins; records you add for family members and pets; messages; bookings; and the consents you give (with the date and time).
Why, and our lawful basis
To provide your portal and sessions (contract). Scan data, check-ins and notes can reveal information about your health, so we only process them with your explicit consent (UK GDPR Article 9(2)(a)), which you give when you sign up and can withdraw at any time. We only send marketing if you opt in.
Wellness, not medical
Everything in the portal is wellness information only. It is never a diagnosis, treatment or cure.
Who can see it
Only you and authorised staff at The Frequency Hub. If you move to another Frequency Hub location, your record only moves with you if you ask.
Services that process data for us
- Wix.com hosts the portal, your account, bookings and the records shown in it. Wix may store data in the United States and other countries. For transfers from the UK to the US, Wix relies on the UK Extension to the EU–US Data Privacy Framework (the "UK–US data bridge"), and otherwise on the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, as set out in its data processing agreement.
- Proton Drive (Proton AG, Switzerland) stores the original scan files from the clinic computer, end-to-end encrypted. Switzerland is recognised by the UK as giving adequate protection.
We never sell your information or share it for advertising.
How long we keep your information
Internal note (draft only): these periods are subject to our insurer and IPHM check.
- Client records (scans, sessions, reports, notes and forms) are kept for 7 years after your last session, then securely deleted.
- Records for anyone we saw as a child are kept until they turn 25, then securely deleted.
- Invoices and payment records are kept for 6 years after the end of the financial year they relate to, because HMRC requires it.
You can ask us to delete your information sooner. We will do so unless we have to keep it by law, for example invoices.
Your rights
You can access, download, correct or delete your data, withdraw consent, or object, at any time. Use My data or email info@frequencyhub.co.uk. We respond within one month. Requests are always checked by a person; nothing is deleted automatically. If you're unhappy with how we handle your information, please tell us first. You can also complain to the Information Commissioner's Office (ico.org.uk).