Privacy policy.

Who we are.

We are a small wellbeing coaching practice in London, United Kingdom. One person leads every session, and the same person looks after the information you share with us.

Under UK data protection law, [Practice name], [registered address], is the controller of your personal information. You can reach us at any time at hello@example.com.

This page is a template. Replace anything in square brackets with your own details, and have the final wording checked before it goes live.

What we collect.

We only ask for what we need to arrange and run your sessions well. The table below sets out what that is, why we hold it and how long we keep it.

What we collect	Why	How long
When you book or ask for a place on our website: your name, email address and, if you give them, your phone number and the note you write, with the session you chose	To hold and confirm your place, run the waiting list, and email you about your booking, including a reminder before the session	[Period] after the session
When you write to us through the contact form: your name, email address, message and the time you sent it	To reply to you	[Period] after our last contact
Payment records	To keep accurate accounts	[Period], as required for tax records
Wellbeing notes: what you choose to tell us about sleep, stress, movement and habits	To shape a plan that suits you and follow how it is going	[Period] after your last session
Feedback and stories	To improve our sessions and, with your permission, to share your words	Until you ask us to remove them
A coded form of your internet address, when you book or send a message	To stop the same address sending too many bookings or messages	Up to one hour

We never ask for more than you are comfortable sharing. You can leave any question unanswered.

Wellbeing and health information.

Some of what you tell us in coaching may relate to your physical or mental health. The law treats this as special category information, and so do we.

We only record it with your explicit consent, which we ask for in writing before your first session. We keep it to the minimum we need, store it separately from booking records, and never use it for marketing.

We offer coaching, not counselling, therapy or medical care. If something you share suggests that you or someone else may be at serious risk, we may need to contact the right service. Where we can, we will talk to you first.

How we use your information.

We use your information to:

• Arrange, run and follow up on your sessions
• Confirm your booking, remind you before the session, and tell you if anything about it changes
• Offer you a place if one opens up while you are on a waiting list
• Take payments and keep accurate accounts
• Reply to your questions and messages
• Send occasional news about new dates, only if you have asked us to

We do not sell your information, and we do not use it to make automated decisions about you.

Our lawful basis.

Depending on what the information is for, we rely on one of four lawful bases. We hold it to provide the sessions you have booked (contract), because you have agreed (consent), because the law requires it, such as tax records (legal obligation), or to run the practice sensibly in ways you would expect (legitimate interests).

For wellbeing and health information, we always rely on your explicit consent.

Who we share it with.

Bookings and messages sent through our website are kept on the website itself, and a copy is emailed to us. We share only what is needed with a small number of services that help us run the practice:

• [Website host], which stores our website and the bookings and messages sent through it
• [Email provider], to send booking emails and replies
• [Payment provider], to take payments securely
• [Accountant], to prepare our accounts
• [WhatsApp, if you choose to book or write to us there]

Each of them handles your information under a written agreement and only on our instructions. Where any of them stores information outside the UK, we make sure suitable safeguards are in place.

How long we keep it.

We keep information for the periods shown in the table under “What we collect”, and no longer. When a period ends, we delete or securely destroy it.

If you would like something removed sooner, ask us and we will do so, unless the law requires us to keep it.

Your rights.

Under UK data protection law you have the right to:

• Ask for a copy of the information we hold about you
• Ask us to correct anything that is wrong or incomplete
• Ask us to delete your information
• Ask us to limit or stop using it
• Receive your information in a form you can take elsewhere
• Withdraw your consent at any time

To use any of these rights, email hello@example.com. We will reply within one month. You can also cancel a class booking at any time with the link in your confirmation email.

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk. We would be grateful for the chance to put things right first.

Cookies.

Our website does not use cookies to follow you or to advertise to you. It keeps two small settings in your browser, only after you do something that needs them. They stay on your device and are never sent to us:

• Whether you chose the light or dark look, so the site stays the way you left it
• The sessions you have booked from this browser, so their tickets show as booked when you come back

The author photo in our journal is loaded from Gravatar, a service run by Automattic, which receives your internet address when the photo is shown. [If the top of the home page shows a YouTube video, YouTube receives your internet address once the video starts, and may set its own cookies. Remove this sentence if it shows a photo or a video uploaded to this website.]

[List any analytics or other cookies you add here, with what each one does and how long it lasts. Cookies that are not needed for the website to work are only set once you have agreed to them.]

You can clear these settings, or block cookies, in your browser at any time.

Changes to this policy.

We may update this policy from time to time. When we do, we will change the date at the top of this page and, if the change is significant, let you know by email.