Privacy Notice

1. About this Privacy Notice

This Privacy Notice explains how Jody Macmillan | Mind & Wellbeing collects, uses, stores and protects your personal information.

It applies when you:

• visit or interact with the website;
• contact Jody about her services;
• become a 1-to-1 client;
• subscribe to emails or newsletters;
• purchase a digital resource;
• complete a form or make an enquiry; or
• otherwise provide personal information to Jody Macmillan | Mind & Wellbeing.

Your personal information is handled in accordance with applicable UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Data Controller: Jody Macmillan
Email: [email protected]
ICO Registration Number: ZB926539

2. Information I may collect

The information collected depends on how you interact with Jody Macmillan | Mind & Wellbeing.

This may include:

• your name and contact details;
• information you provide when making an enquiry;
• appointment and session information;
• information you choose to share during consultations or sessions;
• relevant wellbeing or health information;
• GP or other professional contact details where relevant and appropriate;
• client notes and records;
• information contained in emails, messages, forms or other communications; and
• other information reasonably necessary to provide the service you have requested.

Some information provided as part of 1-to-1 work may be classed as special category personal data under UK data protection law, including information concerning your physical or mental health. This information is treated with particular care.

This may include:

• your name;
• email address;
• billing and transaction information;
• details of the product you purchased;
• the date and value of your purchase;
• information relating to the delivery or access of your digital resource;
• records relating to your order and purchase confirmation; and
• records of consents, acknowledgements or terms accepted as part of the checkout process.

Payments may be processed through third-party payment services. Jody Macmillan | Mind & Wellbeing does not normally receive or store your complete payment card details.

This may include:

• your name;
• email address;
• information about when and how you subscribed;
• your marketing preferences;
• information about your interaction with emails, where this functionality is used; and
• records of consent, unsubscribe requests or preference changes.

Technical information may be collected through cookies and similar technologies.

Depending on the choices you make through the website's cookie controls, this may include:

• IP address;
• device and browser information;
• website activity;
• pages visited;
• referral information; and
• information used to understand website performance or the effectiveness of advertising.

Further information about cookies and similar technologies should be available through the website's cookie settings or Cookie Notice.

3. How your information is collected

Personal information may be collected when you:

• contact Jody directly;
• make an enquiry;
• complete a form;
• book or attend a session;
• communicate by email or message;
• subscribe to emails or newsletters;
• purchase a digital resource;
• use the website; or
• interact with advertising or online content where relevant tracking technologies have been enabled with the appropriate permissions.

Some technical information may also be collected automatically when you use the website, subject to your cookie choices where consent is required.

4. Why I use your information

Personal information may be used to:

• respond to enquiries;
• provide and manage 1-to-1 services;
• arrange and manage appointments;
• maintain appropriate client and professional records;
• communicate with clients about the services they receive;
• process and administer purchases;
• provide access to purchased digital resources;
• send purchase confirmations and other necessary service communications;
• deal with access, payment or customer-service enquiries;
• maintain appropriate financial and transaction records;
• manage email subscriptions and send marketing communications where permitted;
• understand how the website is being used;
• measure or improve website and advertising performance where appropriate consent has been obtained;
• maintain the security and proper operation of the website and business systems;
• establish, exercise or defend legal claims where necessary; and
• meet legal, regulatory, professional, tax, accounting or insurance requirements.

5. Lawful bases for using your information

Under UK GDPR, personal information must be processed using an appropriate lawful basis.

Depending on the circumstances, Jody Macmillan | Mind & Wellbeing may rely on:

Contract – where processing is necessary to provide a service or digital resource you have purchased or requested, or to take steps at your request before entering into a contract.

Legal obligation – where information must be processed or retained to comply with applicable legal requirements.

Legitimate interests – where there is a legitimate business or professional reason to process information and those interests are not overridden by your rights and interests. This may include managing enquiries, maintaining appropriate business records, protecting the business and improving services.

Consent – where you have actively agreed to a particular use of your information and consent is the appropriate lawful basis. Where processing relies on consent, you may withdraw that consent at any time.

Vital interests – in exceptional circumstances where processing is necessary to protect someone's life.

Where special category personal information, such as health or wellbeing information, is processed as part of 1-to-1 services, an appropriate condition under UK data protection law will also be relied upon.

6. Email marketing and newsletters

If you have chosen to receive emails from Jody Macmillan | Mind & Wellbeing, your information may be used to send wellbeing content, business updates, information about services and information about relevant products or resources.

Marketing emails will only be sent where there is an appropriate basis for doing so under applicable data protection and electronic marketing rules.

Where consent is relied upon, you can withdraw it at any time.

In some circumstances, applicable law may allow communications about similar products or services to be sent to existing customers where the relevant requirements have been met.

Every marketing email will provide a way to unsubscribe.

Unsubscribing from marketing does not prevent Jody Macmillan | Mind & Wellbeing from sending necessary service communications, such as purchase confirmations, digital-resource delivery emails or communications relating to an existing client service.

7. Digital product purchases

When you purchase a digital resource, personal information may be processed as necessary to:

• take and administer your order;
• process payment;
• confirm your purchase;
• provide access to or deliver your digital resource;
• record relevant checkout consents and acknowledgements;
• provide customer support;
• maintain appropriate transaction and accounting records; and
• deal with any dispute, legal obligation or other issue relating to the transaction.

Purchase information will not automatically be treated as permission to send you unrelated marketing communications.

8. Who your information may be shared with

Jody Macmillan | Mind & Wellbeing does not sell your personal information.

Where reasonably necessary to operate the business, provide services or fulfil a purchase, personal information may be shared with trusted third-party service providers.

These may include providers of:

• website hosting and website services;
• payment processing;
• email and newsletter services;
• digital resource hosting and delivery;
• analytics and advertising services;
• IT and technical services; and
• professional services such as accounting, legal or insurance support.

Only information reasonably necessary for the relevant purpose will be shared.

Personal information may also be disclosed where required by law, in connection with legal proceedings, or to an appropriate professional or authority where there is another lawful basis for doing so.

Where third parties process personal information on behalf of Jody Macmillan | Mind & Wellbeing, appropriate steps are taken to use reputable providers and protect personal information.

Some service providers may process personal information outside the United Kingdom. Where this happens, appropriate measures will be used where required under UK data protection law.

For further information about the third-party service providers used by Jody Macmillan | Mind & Wellbeing, please contact [email protected] .

9. Client confidentiality

Information shared as part of 1-to-1 work is treated as confidential.

There may, however, be limited circumstances in which information needs to be disclosed, including where:

• you have agreed to the disclosure;
• disclosure is required by law;
• information is required in connection with legal proceedings or a legal obligation; or
• there is a serious safeguarding concern or risk of serious harm and disclosure is considered necessary and lawful.

Where professional supervision is used, client information will be handled in a way intended to protect confidentiality and privacy.

If Jody meets a client outside the professional setting, she will not ordinarily acknowledge the client first, in order to respect their privacy. Clients are, of course, free to acknowledge Jody or discuss their own experience if they wish.

10. How your information is protected

Reasonable and appropriate measures are used to protect personal information from unauthorised access, loss, misuse, alteration or disclosure.

Personal information and client records are stored securely, with appropriate measures in place to protect them.

Access to personal information is limited to those who have a legitimate reason to access it.

No method of electronic storage or transmission can be guaranteed to be completely secure, but reasonable steps are taken to protect the information held.

11. How long information is kept

Personal information is kept only for as long as reasonably necessary for the purpose for which it was collected and to meet applicable legal, professional, insurance, accounting or regulatory requirements.

Client records are retained in accordance with applicable professional and insurance requirements.

Transaction and financial records relating to purchases may be retained for the period required for accounting, tax, legal and business record-keeping purposes.

Marketing information is retained while you remain subscribed or while there is another lawful reason to retain relevant records, including records of an unsubscribe request where necessary to ensure that preference continues to be respected.

Website and analytics information may be retained according to the settings and retention periods of the relevant systems.

When personal information is no longer required, it will be securely deleted, destroyed or anonymised as appropriate.

12. Cookies, analytics and advertising

The website may use cookies and similar technologies for purposes including essential website functionality, analytics and advertising.

Essential technologies may be used where necessary for the website to function properly.

Where consent is required for analytics, advertising or other non-essential technologies, these should not be used until you have made the relevant choice through the website's cookie controls.

Advertising and analytics technologies may be used to understand website activity and the effectiveness of advertising where the appropriate permissions have been obtained.

You can review or change your cookie choices using the cookie controls available on the website.

13. International processing and transfers

Some service providers used by Jody Macmillan | Mind & Wellbeing may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, appropriate steps will be taken to ensure that the transfer is made in accordance with applicable UK data protection law and that an appropriate level of protection or recognised safeguard is in place where required.

14. Your data protection rights

Depending on the circumstances, UK data protection law may give you rights including the right to:

• request access to personal information held about you;
• ask for inaccurate or incomplete information to be corrected;
• request deletion of your personal information in certain circumstances;
• request restriction of processing in certain circumstances;
• object to certain types of processing;
• request transfer of information in certain circumstances; and
• withdraw consent where processing is based on consent.

These rights are not absolute and may not apply in every situation.

If you wish to exercise a data protection right, please contact:

[email protected]

Requests will be dealt with in accordance with the timescales required by applicable data protection law.

15. Complaints

If you have concerns about how your personal information has been handled, please contact Jody first so that the matter can be looked into.

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's data protection regulator.

Information about making a complaint is available from the ICO.

16. Changes to this Privacy Notice

This Privacy Notice may be updated from time to time to reflect changes to the business, services, technology or applicable requirements.

The latest version will be made available on the Jody Macmillan | Mind & Wellbeing website.