Privacy & Cookies

Who is responsible for your information

The data controller is:

[FULL LEGAL NAME] PFA
Trading as: The Helpful Insight
Registered address: [REGISTERED ADDRESS]
Email: [PRIVACY EMAIL]
Telephone: [PHONE]

Information I may receive

The information processed depends on how you use the website and whether we work together.

Contact details

This may include your name, email address, telephone number and information contained in a message you send.

Booking information

This may include appointment date and time, service selected, booking history and information necessary to administer the appointment.

Payment and invoicing information

I may process the information necessary to confirm payments, issue invoices and meet accounting or tax obligations.

Payment-card information is processed securely by Stripe rather than directly by me.

Information you choose to share

During enquiries or sessions, you may voluntarily share information about your life, relationships, emotions, experiences, physical or mental wellbeing, spiritual or philosophical beliefs, family circumstances, work, sexuality or other personal matters relevant to what you want to explore.

Some of this can be legally classified as special-category personal data, particularly information concerning health, religious or philosophical beliefs or sex life.

I do not ask you to disclose more than appears reasonably relevant to the work.

Technical information

When you visit the website, technical systems may process information such as IP address, browser and device information, server logs, security information, and cookie or consent preferences.

Why I use personal information

Personal information may be used to:

• answer an enquiry;
• arrange an Online Meetup or session;
• provide the service you requested;
• communicate with you about appointments;
• process payments and issue invoices;
• maintain legally required financial records;
• operate and secure the website;
• prevent misuse;
• deal with disputes or legal claims;
• send optional communications where you have specifically chosen to receive them.

I do not sell your personal information to advertisers.

Legal bases

Where GDPR applies, different legal bases may apply to different activities.

Contract

Information may be processed because it is necessary to take steps you requested before booking or to provide a service you have booked.

Legal obligations

Certain information may need to be kept or processed to comply with tax, accounting or other legal requirements.

Legitimate interests

Limited processing may be necessary for website security, administration, preventing misuse, maintaining appropriate business records, or establishing or defending legal claims.

Consent

Consent is used where the law requires it, including certain optional cookies, optional marketing communications and, where appropriate, the processing of information that requires explicit consent.

Where I rely on consent, you can withdraw it.

Withdrawal does not make earlier lawful processing unlawful.

Sensitive information shared during the work

Because of the nature of the sessions, you may choose to discuss information that receives additional protection under data-protection law.

Where processing of such information requires your explicit consent, I will obtain it separately and appropriately rather than assuming consent merely because you booked a session.

You may withdraw that consent.

In some circumstances this may mean that I can no longer responsibly provide part or all of the service because the information is integral to what you want to work with.

Session notes and recordings

[INSERT ACTUAL NOTE-TAKING PRACTICE HERE]

For example, if accurate:

“I do not routinely keep detailed transcripts of sessions. Where I make brief working notes, I keep only what appears useful for continuity of the work and protect them appropriately.”

Sessions are not recorded unless this has been expressly discussed and agreed in advance.

If recording were ever proposed, you would be told its purpose, who would have access and how long it would be kept before recording begins.

Services that may process information

Running the website and sessions requires some external technology providers.

These may include:

Google Meet / Google Workspace
For video calls and/or communication.

[BOOKING PLUGIN / PROVIDER]
For appointment scheduling.

[PAYMENT PROVIDER]
For payments.

[WEBSITE / HOSTING PROVIDER]
For hosting and operating the website.

[EMAIL PROVIDER]
For email communication.

[ACCOUNTING PROVIDER / ACCOUNTANT, IF APPLICABLE]
For invoicing, accounting and legally required records.

These providers should receive only the information reasonably necessary for the functions they perform.

Information may also be disclosed where required by law or where necessary to establish, exercise or defend legal rights.

International processing

Some technology providers may process information in countries other than the one where you or I are physically located.

Where GDPR applies and personal data are transferred outside the European Economic Area, appropriate legal transfer mechanisms are used where required.

How long information is kept

I do not intend to keep personal information indefinitely.

Retention depends on why the information exists.

As a general approach:

Enquiries that do not lead to work together: [PERIOD]

Booking and administrative information: [PERIOD]

Session notes, if any: [PERIOD]

Invoices and financial records: for the period required by applicable accounting and tax law.

Consent records: for as long as reasonably necessary to demonstrate the consent and related compliance.

Optional mailing-list information: until you unsubscribe or the mailing list is discontinued, subject to limited records that may need to be retained to respect an unsubscribe request.

Information may sometimes be retained longer where reasonably necessary for a legal claim or legal obligation.

Security

I take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access or disclosure.

No internet-connected system can be guaranteed completely secure.

Because ordinary email and website forms are not ideal places for highly sensitive detail, please avoid sending more personal information than necessary before a session.

Your privacy rights

Where GDPR applies, you may have rights to:

• know how your information is being used;
• obtain a copy of your personal data;
• correct inaccurate information;
• request deletion where the legal conditions are met;
• request restriction of processing;
• object to certain processing;
• receive eligible data in a portable format;
• withdraw consent where processing relies on consent;
• lodge a complaint with a competent data-protection authority.

These rights are subject to the conditions and exceptions in applicable law.

To exercise a privacy right, contact:

[PRIVACY EMAIL]

Marketing

Booking a session or contacting me does not automatically subscribe you to marketing.

If I introduce a newsletter or similar communication, you will be able to choose whether to receive it and unsubscribe later.

Current cookies

Stripe may set strictly necessary fraud-prevention and payment cookies when you use the paid booking flow.

Changes to this page

This page may be updated when the website, services, providers or legal requirements change.

The current version will always be published here.

Contact

For privacy questions or requests:

[email protected]