Website Privacy Notice
1. INTRODUCTION
This privacy notice provides you with details of how we collect and process your personal data through your use of our site https://thekjway.co.uk
By providing us with your data, you warrant to us that you are over 13 years of age.
Karen Janes is the data controller, and we are responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice).
Contact Details
Our full details are:
Full name of legal entity: Karen Janes trading as The KJ Way
Email address: karen@thekjway.co.uk
Postal address: Karen Janes, The 54 Clinic, 54 Bloxham Road, Banbury, Oxon, OX16 9JR
It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at data@thekjway.co.uk
2. WHAT DATA DO WE COLLECT ABOUT YOU, FOR WHAT PURPOSE AND ON WHAT GROUND WE PROCESS IT
Personal data means any information capable of identifying an individual. It does not include anonymised data.
We may process the following categories of personal data about you:
Communication Data
This includes any communication that you send to us whether that be through our website, email, text, social media messaging, social media posting or any other communication that you send us. We process this data for the purposes of communicating with you, for record keeping and for the establishment, pursuance or defence of legal claims. Our lawful ground for this processing is our legitimate interests which in this case are to reply to communications sent to us, to keep records and to establish, pursue or defend legal claims.
Customer Data
This includes data relating to any purchases of goods and/or services such as your name, title, billing address, delivery address, email address, phone number, contact details; and purchase details and your card details (purchases are processed through a third party processor). We process this data to supply the goods and/or services you have purchased, and to keep records of such transactions. Our lawful ground for this processing is the performance of a contract between you and us and/or taking steps at your request to enter into such a contract.
User Data
This includes data about how you use our website and any online services together with any data that you post for publication on our website or through other online services. We process this data to operate our website and ensure relevant content is provided to you, to ensure the security of our website, to maintain back-ups of our website and/or databases and to enable publication and administration of our website, other online services and business. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business.
Technical Data
This includes data about your use of our website and online services such as your IP address, your login data, details about your browser, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings and other technology on the devices you use to access our website. It also includes cookie data and details. The source of this data is from our website analytics tracking system. We process this data to analyse your use of our website and other online services, to administer and protect our business and website, to deliver relevant website content and advertisements to you and to understand the effectiveness of our advertising. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business and to grow our business and to decide our marketing strategy.
Marketing Data
This includes data about your preferences in receiving marketing from us and our third parties and your communication preferences. We process this data to enable you to partake in our promotions such as competitions, prize draws and free give-aways, and to deliver relevant website content and advertisements to you and measure or understand the effectiveness of this advertising. Our lawful ground for this processing is either consent, contract or our legitimate interests which in this case are to study how customers use our products/services, to develop them, to grow our business and to decide our marketing strategy.
Sensitive personal data
We collect the following special category personal data about you: information relating to your health, your medical and emotional wellbeing history; any diagnosis you’ve received, and any medications you take. It will also include the name and contact details of your GP and details of your occupation. This information will be updated with information disclosed by you during appointments, and through our own observations. This will include treatment dates, the type of treatment provided, healing protocols used, and carrying out and recording the results of scans of your energy field. It also includes patient feedback during a course of treatments.
We process this information for the purpose of delivering services to you, to manage our relationship with you, to keep up to date records of your treatments and progress, and to keep treatment records for insurance purposes.
Our lawful ground for processing this personal data is that it is necessary for the performance of our contract with you and/or to take steps at your request before entering into a contract and/or for complying with a legal obligation by keeping appropriate records and/or for legitimate interests for establishing, pursuing or defending legal claims. As this information constitutes special category personal data, we also rely on your explicit consent under Article 9(2)(a) of the UK GDPR as the condition permitting this processing. We will obtain your explicit consent separately before collecting or otherwise processing this special category personal data. You may withdraw your consent at any time by contacting us using the details provided in this Privacy Notice. Withdrawal will not affect the lawfulness of processing carried out before your consent was withdrawn.
Testimonials and Reviews
Where you provide us with a testimonial or review, or publish a review on a third-party platform, we may, with your consent, publish that review and any personal information you have agreed we may use, including your name, on our website, social media and other promotional materials. Our lawful ground for this processing is your consent under Article 6(1)(a) of the UK GDPR. Where a testimonial or review includes special category personal data, such as information relating to your health, we will also obtain your explicit consent under Article 9(2)(a) of the UK GDPR before publishing it.
We may use Customer Data, User Data, Technical Data and Marketing Data to deliver relevant website content and advertisements to you (including Facebook adverts or other display advertisements) and to measure or understand the effectiveness of the advertising we serve you. Our lawful ground for this processing is legitimate interests which is to grow our business. We may also use such data to send other marketing communications to you. Our lawful ground for this processing is either consent or legitimate interests (namely to grow our business or for direct marketing).
We may also use Communications Data, Customer Data, User Data, Technical Data and Marketing Data for the establishment, pursuance or defence of claims. Our lawful ground for this processing is our legitimate interests which in this case are to establish, pursue or defend legal claims.
Required Processing
Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver goods or services to you). If you don’t provide us with the requested data, we may have to cancel a product or service you have ordered but if we do, we will notify you at the time.
We may process your personal data without your knowledge or consent where this is required or permitted by law.
Purposes of Processing
We will only use your personal data for a purpose it was collected for or a reasonably compatible purpose if necessary. For more information on this please email us at data@thekjway.co.uk. In case we need to use your details for an unrelated new purpose we will let you know and explain the legal grounds for processing.
Criminal Conviction Data
We do not collect any information about criminal convictions and offences.
Automated decision making
We do not carry out automated decision making or any type of automated profiling.
3. HOW WE COLLECT YOUR PERSONAL DATA
We may collect data about you by you providing the data directly to us (for example by filling a confidential patient record form or a waiver and release liability form; by competing forms on our website, landing page or booking system, or by you sending us emails and other communications). We may also receive data about you from a third-party provider such as Eventbrite or Zoom, when you sign up for an event we are running. We may automatically collect certain data from you as you use our website by using cookies and similar technologies. Please see our cookie policy for more details about this https://thekjway.co.uk/cookie-policy-uk/
We may receive data from third parties such as analytics providers such as Google based outside the UK and/or the EU, advertising networks such as Facebook based outside the UK and/or the EU, search information providers such as Google based outside the UK and/or the EU, providers of technical, payment and delivery services, such as data brokers or aggregators.
We may also receive data from publicly available sources such as Companies House and the Electoral Register based inside or outside the UK and/or the EU.
4. MARKETING COMMUNICATIONS
Our lawful ground of processing your personal data to send you marketing communications is either your consent, or our legitimate interests (namely to grow our business).
Under the Privacy and Electronic Communications Regulations (PECR), we may send you marketing communications from us if (i) you made a purchase or asked for information from us about our goods or services or (ii) you agreed to receive marketing communications and, in each case, you have not opted out of receiving such communications since. Under these regulations, if you are a limited company, we may send you marketing emails without your consent. However, you can still opt out of receiving marketing emails from us at any time.
We will never share your personal details with any third party for their own marketing purposes.
You can ask us or third parties to stop sending you marketing messages at any time following the opt-out links on any marketing message sent to you, or by emailing us at data@thekjway.co.uk at any time.
If you opt out of receiving marketing communications this opt-out does not apply to personal data provided as a result of other transactions, such as purchases, warranty registrations etc.
5. DISCLOSURES OF YOUR PERSONAL DATA
We may have to share your personal data with the parties set out below:
- Service providers who provide IT and system administration services, payment processing and marketing services.
- Professional advisers including lawyers, bankers, auditors and insurers.
- Government bodies that require us to report processing activities.
- In the case of clients of our healing services, other professionals for the purposes of discussing your treatment.
- Third parties to whom we sell, transfer, or merge parts of our business or our assets.
We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.
6. INTERNATIONAL TRANSFERS
We are subject to the provisions of the UK General Data Protection Regulations (UK GDPR) that protect your personal data. Where we transfer your data to third parties outside of the UK, we will ensure that certain safeguards are in place to ensure a similar degree of security for your personal data. As such:
- We may transfer your personal data to countries that the United Kingdom regulatory authorities have approved as providing an adequate level of protection for personal data; or
- If we use US-based providers that are part of the UK-US Data Bridge (the UK Extension to the EU-US Data Privacy Framework), we may transfer data to them, as they have equivalent safeguards in place; or
- Where we use certain service providers who are established outside of the UK, we may use specific contracts approved by the ICO (the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses), or codes of conduct or certification mechanisms approved by the UK government, which give personal data the same protection it has in the UK.
If none of the above safeguards are available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.
7. DATA SECURITY
We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions, and they must keep it confidential.
We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.
8. DATA RETENTION
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
When deciding what the correct time is to keep the data for, we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.
For tax purposes the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers. For insurance purposes, we retain data about our clients (including name, address, contact details, health information and treatment details) for 7 years after they stop becoming a client.
In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
9. YOUR LEGAL RIGHTS
Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent.
If you are within the UK, you can see more about these rights at:
https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights
If you wish to exercise any of the rights set out above, please email us at data@thekjway.co.uk.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
When responding to a request to access your personal data, we are only required to carry out searches that are reasonable and proportionate in the circumstances (as now expressly recognised in the Data (Use and Access) Act 2025). This means we will take into account factors such as the nature of the information sought, the context in which it is held, any difficulty involved in locating it and the potential benefit to you of receiving it.
We try to respond to all legitimate requests within one month of receiving the request (or, where applicable, of receiving the identity verification information or clarification we have asked for – the response period is paused, or “stopped”, while we wait for that information, in line with the Data (Use and Access) Act 2025).
Occasionally it may take us longer than one month if your request is particularly complex or you have made a number of requests, in which case we may extend the response period by up to a further two months. We will notify you within one month of receiving your request if an extension is needed and explain why.
10. HOW TO COMPLAIN
If you have a complaint about how we handle your personal data, we ask that you contact us first so that we can try to resolve it for you.
You can submit a data protection complaint to us by:
- emailing us at complaints@thekjway.co.uk
- writing to us at Karen Janes, The 54 Clinic, 54 Bloxham Road, Banbury, Oxon, OX16 9JR
We will acknowledge your complaint within 30 days of receiving it. We will investigate your complaint without undue delay, keep you informed of our progress, and communicate the outcome to you clearly with sufficient detail for you to understand how we reached our conclusion.
If you are within the UK and are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).
11. THIRD-PARTY LINKS
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
12. COOKIES
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see https://thekjway.co.uk/cookie-policy-uk/
Last updated: 15 October 2026