Privacy & Cookies
Privacy and cookie notice.
What we collect, why we collect it, and what you can ask us to do about it.
This notice explains how Balta Chill Ltd looks after your personal information when you book a session, buy a membership, get in touch or use this website. We are the data controller for that information.
The short version
- We collect what we need to take your booking, answer your questions and keep you safe. Not more.
- Our bookings, session packs and memberships run on Periode, a booking platform we use as our supplier.
- We never see or store your full card details.
- We do not sell your information, and we do not share it for anyone else's marketing.
- This website sets no analytics or advertising cookies today. If that changes, we will ask you first.
- You can ask us for a copy of your information, or ask us to delete it, at any time.
1. Information we collect
When you book or become a member
Bookings, session packs and memberships are handled through Periode, the booking platform we use to run them. When you book you will normally give your name, email address, phone number and payment details, and a record is kept of the sessions you book and attend.
Payments are taken by Periode and its payment provider. We can see that a payment succeeded and the last few digits of a card, but we never receive or store your full card number.
If you create an account with Periode, Periode also handles your details under its own privacy notice, which you can read on its website.
When you get in touch
If you email us about private hire, a membership or anything else, we keep your message and contact details so we can reply and, if you go ahead, arrange your booking.
When you visit us
Everyone using the sauna and cold plunges confirms our safety acknowledgement first. That record shows who agreed to our safety rules and when. If you tell a member of staff about a health condition, an injury or something that happened during your visit, we may make a note of it so we can look after you properly and record any incident.
Health information is treated as sensitive. We only use it to keep you and other customers safe, we keep it to the minimum needed, and we do not share it with anyone else except where you ask us to or in a medical emergency. Please see our health and safety policy for the rules themselves.
When you use this website
This is a simple website. It does not ask you to create an account, and the only form on it is the newsletter sign-up - our enquiry buttons open your own email app. Our hosting provider keeps standard technical logs, including IP addresses, to keep the site online and secure.
Booking and membership links take you to Periode's own website, where Periode's privacy notice and cookies apply rather than ours.
When you sign up to our newsletter
If you sign up at the foot of any page, your email address and the page you signed up on go toKit, the service we use to send our newsletter, and you join the list straight away. Every email we send has an unsubscribe link, and you can also ask us to take you off.
Like most newsletter services, Kit records whether our emails are opened and which links are clicked, so we can see what people find useful.
2. Why we use it
| Information involved | What we use it for |
|---|---|
| Name, email address, phone number, and a record of what you booked and paid for | Taking and managing your bookings, session packs and memberships |
| Name, email address, phone number, and whatever you tell us in your message | Replying to your enquiries |
| Your safety acknowledgement, and a record of when you agreed to it | Running the Sauna Hub safely |
| Health information you choose to share with staff, and any incident notes | Looking after you if you tell us about a health condition, or if something happens during your visit |
| Booking, payment and accounting records | Meeting our tax and accounting obligations |
| Name and email address | Sending you news, offers and updates by email |
We only send marketing emails to people who have asked for them, and every one has an unsubscribe link. Unsubscribing stops the marketing but does not affect emails about a booking you have made.
3. Who we share it with
We share personal information only where we need to, and only with:
- Periode, which runs our bookings, memberships and payments;
- Kit, which sends our email newsletter;
- our suppliers, such as our website host and email provider, who handle information on our instructions;
- our accountant and professional advisers, where they need it to advise us;
- the emergency services or a medical professional, if that is necessary to protect someone's health or safety; and
- authorities, regulators or insurers, where we are legally required to, or need to, in connection with an incident or claim.
We do not sell your personal information or pass it to other companies for their own marketing.
4. Cookies and similar technologies
Cookies are small files stored on your device. Some are essential to make a website work. Others measure how a site is used, or help with advertising, and these can only be used if you agree.
| Type | What it does | Your choice |
|---|---|---|
| Essential | Keep the website available, secure and working properly. Set by our hosting provider, Cloudflare. | No consent needed |
| Analytics | We do not use any analytics cookies at the moment. | Consent, if we add them |
| Advertising | We do not use any advertising or social media tracking cookies at the moment. | Consent, if we add them |
We may add analytics or advertising tools in future, so that we can understand how people use the site and reach people who might enjoy Balta Chill. If we do, we will ask for your consent through a cookie banner before those cookies are set, give you a way to change your mind, and update this notice to list exactly what is being used.
You can also block or delete cookies in your browser settings, though the site may not work as well if you block essential ones.
5. How long we keep it
- Booking, membership and payment records: for six years after your last booking or payment, because tax and accounting rules require it.
- Safety acknowledgements and incident records: for at least three years after your visit, so that we can respond to any claim or safety question.
- Enquiries that do not lead to a booking: for up to twelve months.
- Marketing contacts: until you unsubscribe or ask us to stop, and we will not keep emailing you indefinitely if you never open them.
6. Where your information is held
Your information is normally held in the UK or the European Economic Area. Periode is based in Norway, which is in the EEA and recognised by the UK as providing an equivalent level of data protection.
Kit, which sends our newsletter, is based in the United States. It is certified under the UK Extension to the EU-US Data Privacy Framework, which the UK recognises as providing adequate protection for personal information.
If any supplier we use stores information outside the UK or EEA, we will make sure an approved safeguard is in place, such as the UK International Data Transfer Agreement or an adequacy decision.
7. Keeping it safe
We use reputable suppliers, limit access to personal information to the people who need it, and use secure connections and password-protected accounts. No system is completely secure, but we take looking after your information seriously and will tell you and the regulator if anything goes seriously wrong.
8. Your rights
Under UK data protection law you can ask us to:
- give you a copy of the personal information we hold about you;
- correct anything that is wrong or incomplete;
- delete information we no longer need to keep;
- restrict or object to how we use it, including for marketing;
- transfer certain information to another provider; and
- withdraw your consent, where we relied on consent to use it.
Just email rachel@baltachill.co.uk and tell us what you need. We will respond within one month, and there is no charge for a normal request.
You are not required to give us personal information, but we may not be able to take your booking or let you use the sauna and plunges without it.
9. Changes to this notice
We will update this notice when we change how we handle personal information, including when we add new tools to the website. The date at the top shows when it was last changed.
10. Contact us, or complain
Balta Chill Ltd
Company number: 16822304
Trading address: Dene Farm, Wadhurst Road, Mark Cross, Crowborough, East Sussex, TN6 3PD
Email: rachel@baltachill.co.uk
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.