LIFE AND MIND COACHING ACADEMY LTD

Privacy Policy

Effective date: March 2026  |  Version 1.0

Data Controller:  Life and Mind Coaching Academy LTD

Company No:  15561203

Registered Address:  81 Fruen Road, Feltham, Middlesex, TW14 9NS

Contact Email:  info@lifeandmindcoaching.com

Supervisory Authority:  Information Commissioner’s Office (ICO) — ico.org.uk

This Privacy Policy explains how Life and Mind Coaching Academy LTD collects, uses, stores, and protects your personal data when you use our website, purchase our products or services, or engage with us in any other way. We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. What Personal Data We Collect

We may collect and process the following categories of personal data:

1.1 Data you provide directly

•        Identity data: your name and, where relevant, date of birth.

•        Contact data: email address, postal address, and telephone number.

•        Health and wellbeing data: information you share during coaching, hypnotherapy, NLP, EFT, or EMDR sessions that relates to your physical or mental health. This is special category data under UK GDPR and is treated with the highest level of care.

•        Financial data: payment card details processed securely via our payment providers (Stripe, PayPal). We do not store full card details ourselves.

•        Communications data: the content of emails, messages, or other correspondence you send us.

•        Session notes: written notes made by our practitioners during or after sessions to support continuity of care.

1.2 Data collected automatically

•        Technical data: your IP address, browser type and version, device information, and pages visited on our website.

•        Usage data: information about how you use our website, including session duration and clicks.

•        Cookie data: please see Section 9 (Cookies) for full details.

1.3 Data from third parties

•        Payment confirmation data from payment processors such as Stripe and PayPal.

•        If you were referred to us by a GP, another healthcare provider, or a professional colleague, we may receive basic referral information from them.

2. How and Why We Use Your Personal Data

We only use your personal data where we have a lawful basis to do so. The table below sets out the purposes for which we process your data and the lawful basis we rely on in each case.

To provide coaching, hypnotherapy, or other sessions you have booked

Lawful basis: Performance of a contract with you

To process your payment and send booking confirmations

Lawful basis: Performance of a contract with you

To maintain session notes and support continuity of care

Lawful basis: Legitimate interests (providing effective professional services); Explicit consent for special category health data

To send you appointment reminders and follow-up communications

Lawful basis: Performance of a contract; Legitimate interests

To respond to your enquiries or complaints

Lawful basis: Legitimate interests; Legal obligation

To deliver digital products (e.g. MP3 downloads) you have purchased

Lawful basis: Performance of a contract with you

To send you marketing communications about our services (if you have opted in)

Lawful basis: Consent (you may withdraw at any time)

To comply with our legal and regulatory obligations

Lawful basis: Legal obligation

To improve our website and understand how visitors use it

Lawful basis: Legitimate interests

To detect and prevent fraud or misuse of our services

Lawful basis: Legitimate interests; Legal obligation

Special category data (health information): Where we process information about your physical or mental health, we do so on the basis of your explicit consent, which you provide when you engage our services. You may withdraw this consent at any time, although this may affect our ability to continue providing services to you.

3. Who We Share Your Data With

We do not sell your personal data to third parties. We only share your data in the following limited circumstances:

3.1 Service providers

We use trusted third-party providers to help us operate our business. These providers act as data processors on our behalf and are contractually required to keep your data secure and to use it only for the purposes we specify. They include:

•        Payment processors: Stripe and PayPal — to process payments securely.

•        Email service providers — to send booking confirmations, appointment reminders, and communications.

•        Website hosting and analytics providers — to host our website and understand usage patterns.

3.2 Legal and safeguarding obligations

We may disclose your data to third parties where required or permitted by law, including:

•        To comply with a legal obligation or court order.

•        To prevent serious harm to you or another person (in accordance with our confidentiality policy).

•        To regulatory or statutory authorities (such as the police or social services) where we have a legal duty to report.

3.3 Professional supervision

For the purposes of professional development and best practice, we may discuss anonymised case material with supervisors or peer professionals in the coaching and hypnotherapy field. No information that could identify you will be shared in this context. Please also see the Confidentiality clause in our Terms and Conditions.

3.4 Business transfers

In the event that Life and Mind Coaching Academy LTD is sold or transferred to another organisation, your personal data may be transferred as part of that transaction. We will notify you in advance if this occurs and ensure your data remains protected.

4. International Data Transfers

We aim to keep your data within the UK and the European Economic Area (EEA). Where we use service providers that may transfer data outside the UK or EEA (for example, some cloud hosting or email services), we ensure that appropriate safeguards are in place, such as the UK International Data Transfer Agreement (IDTA) or adequacy decisions recognised by the UK government. If you would like more information about the safeguards in place for any specific transfer, please contact us at info@lifeandmindcoaching.com.

5. How Long We Keep Your Personal Data

We retain your personal data only for as long as is necessary for the purposes for which it was collected, and to comply with our legal, regulatory, and professional obligations. Our standard retention periods are as follows:

Session notes and case records

7 years from the date of your last session, in line with professional practice guidelines and the Limitation Act 1980.

Financial and transaction records

7 years from the date of the transaction, in line with HMRC requirements.

General correspondence and enquiries

3 years from the date of the last communication, unless an ongoing matter requires longer retention.

Marketing data (if you have opted in)

Until you withdraw your consent or unsubscribe.

Website analytics data

Up to 26 months, in line with standard analytics practices.

At the end of the applicable retention period, we will securely delete or anonymise your personal data.

6. Your Rights Under UK GDPR

You have the following rights in relation to your personal data. To exercise any of these rights, please contact us at info@lifeandmindcoaching.com. We will respond within one calendar month of receiving your request.

Right of access

You have the right to request a copy of the personal data we hold about you (a ‘Subject Access Request’).

Right to rectification

You have the right to ask us to correct any inaccurate or incomplete personal data we hold about you.

Right to erasure (‘right to be forgotten’)

You have the right to ask us to delete your personal data in certain circumstances, for example where the data is no longer necessary for the purpose for which it was collected.

Right to restrict processing

You have the right to ask us to restrict how we use your data in certain circumstances, for example while we are investigating a complaint.

Right to data portability

Where we process your data on the basis of your consent or to fulfil a contract, you have the right to receive a copy of your data in a structured, machine-readable format.

Right to object

You have the right to object to us processing your personal data where we rely on legitimate interests as our lawful basis. You also have an absolute right to object to your data being used for direct marketing.

Right to withdraw consent

Where we rely on your consent to process your data (including special category health data), you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing that took place before the withdrawal.

Right to complain

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.

7. How We Protect Your Personal Data

We take the security of your personal data seriously and have put in place appropriate technical and organisational measures to protect it against unauthorised access, loss, destruction, or alteration. These include:

•        Secure, encrypted storage of client records and session notes.

•        Password-protected and access-controlled systems used to store personal data.

•        Use of reputable, security-accredited third-party providers (such as Stripe and PayPal) for payment processing. We do not store your full payment card details.

•        Restricting access to your personal data to those within our organisation who have a legitimate need to see it.

•        Regularly reviewing and updating our security practices.

Please note that no method of transmission over the internet is completely secure. While we take every reasonable precaution, we cannot guarantee absolute security. If you suspect your data has been compromised, please contact us immediately at info@lifeandmindcoaching.com.

8. Children’s Privacy

Our services are not directed at children under the age of 18. We do not knowingly collect personal data from anyone under 18 without the involvement and consent of a parent or guardian. If you believe we have inadvertently collected data from a child under 18 without appropriate parental consent, please contact us at info@lifeandmindcoaching.com and we will take steps to delete that data.

9. Cookies

Our website uses cookies and similar tracking technologies to improve your browsing experience, analyse how our site is used, and where applicable, to support marketing activity.

9.1 What are cookies?

Cookies are small text files placed on your device when you visit a website. They are widely used to make websites work more efficiently and to provide information to the site owner.

9.2 Types of cookies we use

Strictly necessary cookies

These are essential for the website to function and cannot be switched off. They are usually only set in response to actions you take, such as setting your privacy preferences or filling in forms.

Performance and analytics cookies

These help us understand how visitors interact with our website, for example by counting visits and traffic sources. This helps us improve how our site works. We may use Google Analytics or similar tools for this purpose.

Functional cookies

These allow the website to remember choices you make (such as your language or region) to provide a more personalised experience.

Marketing cookies

These may be set by our advertising partners to build a profile of your interests. They do not store personal information directly, but identify your browser and device. We only use these where you have given your consent.

9.3 Managing cookies

When you first visit our website, you will be asked to consent to the use of non-essential cookies. You can change your preferences at any time using the cookie settings on our website, or by adjusting your browser settings. Please note that disabling certain cookies may affect the functionality of our website. For more information about managing cookies, visit www.allaboutcookies.org.

10. Marketing Communications

We will only send you marketing emails or messages if you have opted in to receive them. You can unsubscribe at any time by clicking the unsubscribe link in any marketing email, or by emailing us at info@lifeandmindcoaching.com. We will process your unsubscribe request promptly. Please note that even if you opt out of marketing communications, we will still send you transactional communications relating to any bookings or purchases you have made.

11. Links to Third-Party Websites

Our website may contain links to third-party websites. This Privacy Policy does not apply to those websites. We encourage you to read the privacy policies of any third-party sites you visit. We are not responsible for the content or privacy practices of those sites.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will notify you of any material changes by posting the updated policy on our website and, where appropriate, by email. The ‘effective date’ at the top of this document will always reflect the date of the most recent revision. We encourage you to review this policy periodically. Continued use of our services after any update constitutes acceptance of the revised policy.

13. How to Contact Us

If you have any questions, concerns, or requests relating to this Privacy Policy or the way we handle your personal data, please contact us using the details below.

Email:  info@lifeandmindcoaching.com

Post:  Life and Mind Coaching Academy LTD, 81 Fruen Road, Feltham, Middlesex, TW14 9NS

Company No:  15561203 (Registered in England and Wales)

If you remain unhappy with our response, you have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator, at ico.org.uk or by calling 0303 123 1113.

Life and Mind Coaching Academy LTD  |  Company No. 15561203  |  Registered in England and Wales

Privacy Policy v1.0  |  Effective March 2026  |  Please retain a copy for your records.