Privacy Policy

Policy dated: 8th September 2025

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1.ntroduction

Hope and Wellbeing Hub Ltd (trading as Hope & Wellbeing Hub) (“we”, “our”, “us”) is committed to protecting your privacy and safeguarding your personal data. This Privacy Policy explains how we collect, use, store, and share your information when you use our website, purchase services, attend workshops or retreats, or work with us 1:1.

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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2. Information We Collect 

We may collect the following types of information:

• Personal Information: Name, email address, telephone number, postal address, and other contact details when you book a service, sign up for a newsletter, or contact us.

• Payment Information: Payment details processed securely via third-party providers (e.g., Stripe, Klarna). We do not store card details.

• Sensitive Information: As part of coaching, therapy, or retreat participation, we may collect information about your emotional wellbeing, health history, or lifestyle. This is considered “special category data” under GDPR and processed only with your explicit consent.

• Website Usage Data: IP address, browser type, pages visited, and device information, collected via cookies or analytics tools.
   

3. How We Use Your Information

We use your personal data to:

• Provide and personalise our services (NLP, coaching, Time Line Therapy®, counselling, yoga, retreats).

• Process bookings and payments securely.

• Maintain confidential client records, where required.

• Send updates, newsletters, and marketing communications (only with your consent).

• Respond to enquiries and provide customer support.

• Ensure safety, legal compliance, and fraud prevention.
   

Legal bases for processing include: consent, contract, legal obligation, and legitimate interests.

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4. Confidentiality in Coaching, Counselling & Therapy 

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All information shared in 1:1 sessions, workshops, or retreats is treated as strictly confidential. Exceptions apply only where:

• We are legally required to disclose information (e.g., safeguarding concerns, prevention of serious harm, or by court order).

• You give explicit consent for sharing.

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Session notes are kept securely and are never shared with third parties unless required by law.

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5. How We Share Your Information 

We do not sell or rent your personal data. We may share information with trusted third parties only to provide services, such as:

• Payment Processors: Stripe, Klarna.

• Website & Hosting Providers: Wix.

• Email & Marketing Tools: Mailchimp, Wix CRM.

• Facilitators & Contractors: In some cases, we may share relevant information with trusted facilitators (e.g. yoga teachers, holistic practitioners, or retreat co-hosts) where this is necessary for the safe and effective delivery of our services. They are contractually bound to protect your data and use it only for the agreed purpose.
  Retreat/Workshop Venues & Partners: where essential for event organisation (with your consent).

Where data is transferred outside the UK (e.g., US-based tools), safeguards such as Standard Contractual Clauses are in place.

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6. Cookies & Tracking

Our website uses cookies to enhance your browsing experience and analyse traffic. You can manage or disable cookies in your browser. Some features may not function properly if cookies are disabled.

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7. Data Retention

We retain personal data only as long as necessary to fulfil the purposes outlined in this policy or to meet legal requirements. Examples:

• Client notes (therapy/counselling): up to 7 years.

• Payment records: minimum 6 years (HMRC requirements).

• Marketing data: until you unsubscribe or withdraw consent.

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8. Your Rights

Under the UK GDPR, you have the following rights regarding your personal data:

• Right of Access – Request a copy of the personal data we hold about you.

• Right to Rectification – Ask us to correct inaccurate or incomplete information.

• Right to Erasure (“Right to be Forgotten”) – Request deletion of your data, unless we must retain it for legal or professional reasons.

• Right to Restrict Processing – Ask us to limit how we use your data.

• Right to Data Portability – Request a copy of your data in a portable format.

• Right to Object – Object to your data being used for certain purposes, such as direct marketing.

• Right to Withdraw Consent – Where consent is the legal basis for processing, you may withdraw it at any time.

• Right to Lodge a Complaint – You may complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data: www.ico.org.uk.
   

To exercise your rights, please use the Contact Us form available on our website.

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9. Security 

We take appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction.

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10. Children’s Privacy 

We do not knowingly collect personal information from children under 16 without parental or guardian consent. If such data is collected in error, it will be deleted promptly.

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 11. International Retreats & Events

For international retreats, we may collect additional information (e.g., accommodation preferences, dietary needs, health information) to ensure participant safety and event organisation. Participants are responsible for booking their own flights; we arrange accommodation and services included in the retreat package. This data is collected only with explicit consent and handled with strict confidentiality.

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12. Updates to this Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website with a revised “last updated” date.

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13. How  to Contact us 

If you have any questions about these Terms, please contact us using the details below:

Hope and Wellbeing Hub Ltd (trading as Hope & Wellbeing Hub)
  Email: info@hopeandwellbeinghub.com
Registered Address: 61 Bridge Street,Kington. HR5 3DJ

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Policy dated: 8th September 2025

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