Your information is treated with care

Nourished Roots Coaching Ltd is responsible for the personal information covered by this policy.

If you have a question about your information or would like to exercise one of your data protection rights, you can contact me at hello@nourishedrootscoaching.co.uk.

The information I collect depends on how you interact with Nourished Roots.

It may include your name, email address, telephone number and other contact details; answers you provide through the Midlife Assessment; information you share when making an enquiry, booking or taking part in coaching; and information needed to manage appointments and payments.

During coaching, you may choose to share information about your health, nutrition, lifestyle, goals and circumstances where it is relevant to our work together.

The website and Midlife Assessment may also collect technical information such as how you arrived at the site, campaign or referral information, device information and information about how the website is used.

Some information you choose to share may reveal information about your health. Under UK data protection law, health information receives additional protection and is known as special category data.

Some answers you provide through the Midlife Assessment may reveal information about your health. Those answers are processed to generate the personalised insights you have requested and to provide relevant follow-up where you choose to receive it.

During coaching, you may also choose to share health information that is relevant to our work together.

Where I rely on your explicit consent to process health information, you can withdraw that consent at any time by contacting me. This will not affect anything that was lawfully done before you withdrew consent, although in some circumstances it may mean I can no longer provide a service that genuinely requires that information.

I only use personal information where I have a reason to do so under data protection law.

I may use your information to:

• generate and send the personalised insights you request through the Midlife Assessment;
• respond to enquiries and communicate with you;
• arrange appointments and administer bookings and payments;
• provide and manage your coaching;
• prepare for and follow up coaching sessions;
• maintain appropriate business and financial records;
• operate, understand and improve the website and services;
• protect the security and proper operation of Nourished Roots; and
• send marketing communications where I have an appropriate lawful basis to do so.

Different activities may rely on different legal reasons for using your information.

Where information is needed to provide coaching you have purchased, I will generally use it because it is necessary to provide that service and manage our agreement.

For appropriate business administration, website, security and service-improvement activities, I may rely on my legitimate interests where those interests do not override your rights.

Where consent is required, including for particular uses of health information, optional session recordings or certain marketing communications, I will ask for it.

I may also use or retain information where necessary to comply with a legal obligation.

With your permission, a coaching session may be recorded so that I can accurately refer back to what we discussed rather than taking detailed notes during our conversation.

I will ask for your consent before recording. You do not have to agree, and choosing not to be recorded will not prevent you from receiving coaching.

If you do not want a session recorded, I may take brief notes instead. Temporary handwritten notes will be securely destroyed once they are no longer needed.

Session recordings may contain sensitive personal and health information. Recordings stored by Nourished Roots will be kept on a password-protected device and will normally be deleted within 90 days of the session.

If there is a clear reason to keep a recording for longer, I will consider whether that is necessary and appropriate rather than keeping recordings indefinitely.

If you complete the Midlife Assessment, make an enquiry, book an appointment or become a client, I may email you about the information or service you have requested and any relevant administration or follow-up.

These communications are different from general marketing.

If Nourished Roots sends you marketing emails, I will only do so where data protection and electronic marketing rules allow it. Where your consent is required, I will ask separately.

You can unsubscribe from marketing at any time. Unsubscribing from marketing will not stop essential communications about an assessment result, booking or coaching service you have requested.

I will not use sensitive health information from your Midlife Assessment responses or coaching to target marketing to you unless you have explicitly agreed to that specific use.

I do not sell your personal information.

I use trusted technology and service providers to operate Nourished Roots. Depending on how you interact with the business, these may include:

• Squarespace — website hosting and operation;
• Netlify — hosting the Midlife Assessment;
• EmailJS — sending Midlife Assessment results;
• Acuity Scheduling — appointment booking and scheduling;
• Stripe — payment processing;
• Zoom — online coaching sessions;
• Google services, including Gmail — business communications and administration; and
• Google Analytics — understanding how the website is used.

These providers may process personal information as part of delivering their services.

I only share information where it is reasonably necessary to provide or administer my services, operate the business, comply with the law or protect legitimate legal rights.

Some of the technology providers I use operate internationally. This means personal information may sometimes be processed or stored outside the UK.

Where UK data protection law requires safeguards for an international transfer, appropriate safeguards or recognised transfer arrangements must be in place.

You can contact me if you would like more information about how your information is protected when it is processed outside the UK.

I do not keep personal information for longer than I reasonably need it. How long information is kept depends on what it is and why I hold it.

Midlife Assessment responses and enquiry information will be kept only for as long as they remain reasonably necessary for the purpose for which they were collected and any appropriate follow-up.

Coaching and business records may be retained for a reasonable period after our work together where they are needed for administration, legal, insurance, accounting or professional purposes.

Session recordings will normally be deleted within 90 days of the session.

Temporary handwritten notes will be securely destroyed when they are no longer needed.

Financial and transaction information may need to be kept for longer where tax, accounting or other legal requirements apply.

When information is no longer required, I will delete or securely dispose of it.

I take reasonable steps to protect the personal information I hold and to limit access to people and services that genuinely need it.

This includes using password-protected devices and accounts, reputable service providers and security measures appropriate to the type of information being handled.

No method of storing or sending information can be guaranteed to be completely secure, but I take the sensitivity of health and coaching information seriously when deciding how it should be handled.

Depending on the circumstances and how your information is being used, UK data protection law may give you the right to:

• ask for a copy of the personal information I hold about you;
• ask me to correct information that is inaccurate or incomplete;
• ask me to delete your information in certain circumstances;
• ask me to restrict how your information is used in certain circumstances;
• object to certain uses of your information;
• receive certain information in a portable format where that right applies; and
• withdraw consent at any time where I rely on consent.

You can also object to your personal information being used for direct marketing at any time.

To exercise any of these rights, contact me at hello@nourishedrootscoaching.co.uk.

If you are concerned about how your information has been handled, please contact me so I have the opportunity to understand and address the issue.

You also have the right to complain to the Information Commissioner's Office, the UK's data protection regulator.

I may update this Privacy Policy if the way Nourished Roots operates changes or if legal requirements change.

The latest version will be available on the Nourished Roots website.