Privacy Policy

Wellbeing Foundations

Last updated: 19 October 2026

  1. Introduction

Wellbeing Foundations (“WF”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, enquire about our services or engage with us professionally.

Wellbeing Foundations provides online counselling, coaching and holistic wellbeing services. We recognise that people who contact us may share personal and sensitive information, and we take our responsibilities regarding confidentiality and data protection seriously.

We handle personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended where applicable.

Please read this policy carefully to understand how we manage your personal information.

  1. Who We Are

Wellbeing Foundations is the organisation responsible for deciding how and why your personal information is processed in connection with our website and services, unless otherwise explained.

Organisation: Wellbeing Foundations
Website: https://wellbeingfoundations.com/
Email: info@wellbeingfoundations.com

Business address: Online Service

For data protection purposes, Wellbeing Foundations acts as the data controller for the personal information it processes in connection with its own activities.

If you have questions about this Privacy Policy or how your information is handled, please contact us using the details above.

  1. What Personal Information We Collect

The information we collect depends on how you interact with Wellbeing Foundations and which services you use.

3.1 Information you provide directly

We may collect personal information when you:

  • Complete a contact or enquiry form.
  • Contact us by email, telephone or another communication channel.
  • Enquire about counselling, coaching or other wellbeing services.
  • Arrange or attend an appointment.
  • Participate in counselling, coaching, workshops or other services.
  • Subscribe to updates or request resources, where these options are available.

This information may include your name, email address, telephone number, preferred contact method, appointment details and the content of your communications.

If you engage with our services, we may also collect information reasonably necessary to provide those services, manage appointments, maintain appropriate professional records and meet our legal or professional obligations.

3.2 Sensitive and special category information

Counselling and some wellbeing services may involve information about your physical or mental health, emotional experiences, personal circumstances, relationships or other sensitive aspects of your life.

Under data protection law, information concerning health is classified as special category personal data and receives additional protection.

We will only collect and process sensitive personal information where it is necessary for an identified purpose and where an appropriate lawful basis and, where required, a special category condition apply.

You should avoid including unnecessary sensitive personal information in general website enquiry forms or unsecured communications. Information relevant to counselling or coaching can be discussed through the appropriate professional arrangements.

3.3 Information collected automatically

When you visit our website, certain technical information may be collected automatically, depending on the website’s configuration. This may include:

  • IP address.
  • Browser type and version.
  • Device and operating system information.
  • Pages visited and interactions with the website.
  • Dates and times of visits.
  • Referring website addresses.
  • Technical information used to maintain website security and performance.

This information may be collected through server logs, analytics tools, cookies or similar technologies, where these are in use.

3.4 Information received from other sources

In some circumstances, we may receive information about you from a third party, for example where you have authorised a referral or where information is provided as part of an agreed professional arrangement.

Where applicable, we will explain the source of the information and how we intend to use it, as required by data protection law.

  1. How We Use Your Personal Information

We may use your personal information for the following purposes:

  • To respond to enquiries and requests for information.
  • To assess whether our services are appropriate for your needs.
  • To arrange and manage appointments.
  • To provide counselling, coaching and other agreed services.
  • To maintain appropriate service records and professional documentation.
  • To communicate with you about appointments or services.
  • To process payments, invoices and related administrative matters, where applicable.
  • To operate, maintain and secure our website.
  • To understand website use and improve our online content, where appropriate.
  • To meet legal, regulatory, insurance or professional obligations.
  • To protect the rights, safety and legitimate interests of individuals where necessary and lawful.
  • To send newsletters, updates or marketing communications where permitted by law and, where required, with your consent.

We will not use your personal information for purposes that are incompatible with the purposes explained to you without first establishing an appropriate legal basis and providing any additional information required.

  1. Our Lawful Bases for Processing

We process personal information only where an appropriate lawful basis applies under the UK GDPR.

Depending on the circumstances, these bases may include:

Consent: Where you have freely given consent for a specific purpose, such as certain marketing communications or non-essential cookies.

Contract: Where processing is necessary to take steps at your request before entering into an agreement or to fulfil an agreement for services.

Legitimate interests: Where processing is necessary for our legitimate business interests, provided these interests are not overridden by your rights and interests. These interests may include responding to enquiries, managing our business, maintaining website security and improving our services.

Legal obligation: Where processing is necessary to comply with a legal obligation.

Vital interests or other applicable legal grounds: Where necessary in specific circumstances and permitted by law.

Where we process special category information, such as health information, we will also identify and rely on an applicable condition under Article 9 of the UK GDPR and any additional requirements under UK law.

The appropriate lawful basis and special category condition will depend on the purpose and circumstances of the processing. We do not assume that one basis applies to every activity.

  1. Confidentiality and Counselling or Coaching Records

We understand that privacy and trust are particularly important when engaging in counselling or coaching.

Information shared during sessions and recorded as part of our professional work will be treated with appropriate confidentiality and handled in accordance with applicable data protection requirements and relevant professional, ethical and legal obligations.

We will restrict access to personal information to those who need it for legitimate and authorised purposes.

Confidentiality is not absolute. Information may need to be disclosed where required by law, where there is a lawful basis for disclosure, or where disclosure is necessary and justified in circumstances involving serious safety concerns or other applicable professional obligations.

Where possible and appropriate, we will explain the relevant limits of confidentiality through our service information or professional agreement.

This website Privacy Policy should be read alongside any separate counselling agreement, coaching agreement, informed consent documentation or service-specific privacy information provided to you.

  1. Who We Share Your Information With

We do not sell your personal information.

We may share relevant personal information with third parties where necessary, lawful and proportionate, including:

  • Website hosting and technical providers: To operate, maintain and secure our website.
  • Email and communication providers: To manage enquiries and communicate with you.
  • Booking and appointment providers: Where an external booking system is used.
  • Payment providers and financial services: Where required to process payments, invoices or accounting records.
  • Professional advisers, insurers or supervisors: Where necessary for legitimate professional, legal, insurance or ethical purposes and subject to appropriate confidentiality and data protection requirements.
  • Regulatory, law enforcement or public authorities: Where disclosure is required by law or is otherwise lawful and justified.
  • Other professionals or organisations involved in your support: Where appropriate and lawful, including where you have provided the necessary permission or another valid legal basis applies.

We aim to share only the information reasonably necessary for the relevant purpose.

The actual providers used by Wellbeing Foundations will depend on the systems and arrangements in place at the time.

  1. International Transfers of Personal Information

Some website, email, booking, analytics or other technology providers may store or process personal information outside the United Kingdom.

If personal information is transferred internationally, we will ensure that the transfer complies with applicable data protection law. Depending on the circumstances, this may involve an adequacy regulation or decision, appropriate safeguards such as an approved international data transfer agreement, or another permitted transfer mechanism.

You may contact us for further information about relevant international transfers and the safeguards used.

  1. How We Store and Protect Your Information

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

Depending on the information and the systems used, these measures may include:

  • Password protection and access controls.
  • Secure storage of electronic records.
  • Appropriate confidentiality arrangements.
  • Restricting access to authorised individuals.
  • Secure handling of communications and professional records.
  • Reviewing the security and suitability of relevant service providers.

No method of electronic transmission or storage can be guaranteed to be completely secure. We take reasonable and appropriate steps to protect your information, but cannot guarantee absolute security.

If a personal data breach occurs, we will assess it and take any action required by applicable data protection law.

  1. How Long We Keep Your Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including any legal, regulatory, insurance, contractual or professional record-keeping requirements.

Retention periods may vary depending on the type of information.

For example:

  • General enquiries: For the period reasonably needed to respond, manage follow-up and maintain appropriate business records.
  • Client and session records: In accordance with the relevant professional record-retention policy and applicable legal, ethical and insurance requirements.
  • Financial and transaction records: For the period required by applicable tax, accounting and legal obligations.
  • Marketing preferences: Until you withdraw consent or unsubscribe, subject to any limited record needed to respect your preferences and demonstrate compliance.
  • Technical and website records: For the period necessary for security, administration, analytics or other relevant purposes.

When information is no longer required, we will securely delete it, anonymise it or otherwise dispose of it appropriately, unless we are legally required or permitted to retain it for longer.

We will establish and apply appropriate retention periods for the different categories of information we hold.

  1. Your Data Protection Rights

Under applicable data protection law, you may have the right to:

  • Access your personal information and request a copy.
  • Rectify inaccurate or incomplete information.
  • Erase your personal information in certain circumstances.
  • Restrict how your information is processed in certain circumstances.
  • Object to certain processing, including processing based on legitimate interests.
  • Data portability, where the legal conditions for this right are met.
  • Withdraw consent where processing relies on your consent. Withdrawal does not affect the lawfulness of processing before consent was withdrawn.

These rights are subject to legal conditions and exemptions. For example, certain professional records may need to be retained, and some information may be exempt from disclosure under applicable law.

To exercise a right or ask a question about your personal information, please contact us using the contact details in Section 2.

We may need to verify your identity before responding. We will respond within the period required by applicable law.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you believe your personal information has been handled unlawfully.

Website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113

We would welcome the opportunity to address your concerns directly, although you are entitled to contact the ICO.

  1. Cookies and Similar Technologies

Our website may use cookies or similar technologies to support website functionality, security, performance and analytics.

Cookies are small text files stored on your device. Some are necessary for the website to operate, while others may be used to understand website traffic or support additional functionality.

Where required by law, we will ask for your consent before placing non-essential cookies or using similar technologies. You can manage your preferences through the cookie settings available on the website, where provided, and through your browser settings.

Disabling certain cookies may affect website functionality.

The specific cookies used will depend on the website platform, embedded services and any analytics or marketing tools installed. Details should be provided in an appropriate cookie notice or cookie settings panel where necessary.

  1. Marketing Communications

We may provide information about Wellbeing Foundations, our services, articles, resources or updates where permitted by law.

Where consent is required, we will obtain it before sending marketing communications. You can withdraw your consent or unsubscribe at any time using the unsubscribe link in a communication, where available, or by contacting us.

We will not make your receipt of marketing communications a condition of receiving counselling or coaching services.

  1. Links to Other Websites and Third-Party Services

Our website may contain links to external websites, social media platforms or third-party services.

If you follow an external link, that organisation’s own privacy policy and terms will apply to its handling of your information. We are not responsible for the privacy practices, security or content of external websites that we do not control.

We encourage you to review the relevant privacy information before providing personal information to another organisation.

  1. Social Media

Wellbeing Foundations may maintain profiles on social media platforms.

If you interact with our social media content, the relevant platform may collect and process information about you in accordance with its own privacy policy and settings.

Please be mindful that comments, messages and other interactions on social media may not provide the same level of confidentiality as direct professional communications. Avoid sharing sensitive personal or health information publicly or through channels that are not suitable for confidential communication.

We may use social media to share general wellbeing information, educational content and updates about our work.

  1. Children’s Privacy

Wellbeing Foundations’ services and website communications are intended for adults unless a specific service expressly states otherwise.

We do not knowingly collect children’s personal information through general website enquiries for the purpose of providing services to children. If this changes, we will implement appropriate arrangements and provide relevant privacy information.

If you believe a child has provided personal information to us inappropriately, please contact us so that we can review the circumstances.

  1. Automated Decision-Making

We do not intend to make decisions about individuals using solely automated processing, including profiling, where those decisions produce legal or similarly significant effects.

If our use of technology changes in a way that makes this statement inaccurate, we will update this Privacy Policy and provide any additional information required by law.

  1. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, website, technology, professional practices or legal obligations.

The latest version will be published on our website, together with its revision date.

We encourage you to review this page periodically to remain informed about how we handle personal information.

  1. Contact Us

If you have questions about this Privacy Policy, wish to exercise your data protection rights or have concerns about the way your personal information is handled, please contact:

Wellbeing Foundations

Website: https://wellbeingfoundations.com/

Email: info@welleingfoundations.com

Business address: Online Service.

We will consider your enquiry and respond in accordance with our legal obligations.

Wellbeing Foundations is committed to treating personal information with care, respect and appropriate confidentiality. Protecting your privacy is an important part of the trust placed in us.