Privacy Policy
1. Introduction
Your Natural Self Ltd (YNS) 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, use our services, attend teaching events or receive professional supervision.
It also explains your rights under UK data protection law.
Your Natural Self Ltd is registered in England and Wales under company number 13289457.
YNS is the data controller responsible for your personal information.
We are registered with the Information Commissioner's Office (ICO) under registration number ZB310738.
For questions about this policy or how we handle your information, please contact:
Email: kanina@yournaturalself.co.uk
2. What Personal Information We Collect
The information we collect depends on your relationship with YNS and the services you use.
General enquiries and correspondence
When you contact us, we may collect:
- Your name and contact details.
- Information included in emails, enquiry forms or other correspondence.
- Details of the services or teaching you are interested in.
- Relevant records of our communications.
Clients receiving individual services
When you enquire about or receive Spirit Release & Complex Energy Work, Spiritual Counselling or other individual services, we may collect:
- Your name and contact information.
- Information provided through enquiries, application or assessment forms.
- Relevant personal background and circumstances.
- Information about your physical or psychological health, medication or previous treatment where relevant.
- Information about spiritual, psychic or energetic experiences.
- Information about personal relationships, significant life experiences or other matters relevant to the work.
- Session notes and relevant correspondence.
- Emergency contact information where appropriate.
We only seek information that is relevant to assessing or providing the service, meeting our professional responsibilities or maintaining appropriate records.
Students and teaching participants
For classes, workshops and masterclasses, we may collect:
- Names and contact details.
- Booking and payment information.
- Relevant information provided during applications or interviews.
- Attendance and participation records.
- Correspondence relating to teaching.
- Information about personal circumstances or additional needs where relevant to participation.
Professional supervision
Where you receive professional supervision from YNS, we may collect:
- Your name, contact details and professional information.
- Details of your practice, training, qualifications or professional membership where relevant.
- Supervision agreements and administrative records.
- Records of supervision sessions.
- Information concerning professional development, ethical questions, safeguarding or other matters discussed during supervision.
Supervision may involve discussion of third parties, including clients of the person receiving supervision.
Identifying information about those individuals should be limited to what is necessary for the supervision being provided.
Website visitors and newsletter subscribers
We may collect:
- Contact details provided when subscribing to our newsletter.
- Newsletter subscription preferences.
- Information about interactions with newsletter communications.
- Technical information generated when visiting our website, such as IP addresses, browser information and website usage data.
Further information about cookies and similar technologies is provided in our Cookie Policy.
3. How and Why We Use Personal Information
We process personal information only where we have a lawful basis under UK data protection legislation.
The lawful basis depends on why the information is being used.
Providing services, teaching and supervision
We use relevant personal information to arrange appointments, assess enquiries, provide agreed services, administer teaching and supervision, manage bookings and process payments.
Our lawful basis is generally performance of a contract, or taking steps at your request before entering into a contract.
Where special-category information is involved, the additional requirements explained in Section 4 also apply.
Responding to enquiries
We use contact details and correspondence to respond to enquiries and manage communications.
Our lawful basis is generally our legitimate interests in responding to enquiries and administering our business, or taking steps towards a contract where applicable.
Professional and business records
We maintain appropriate records relating to our services, professional responsibilities, safeguarding, business administration and potential legal claims.
Depending on the circumstances, our lawful basis may be:
- Compliance with a legal obligation.
- Our legitimate interests in maintaining appropriate professional records, managing risks and protecting our legal interests.
- Performance of a contract.
Where information is retained for professional or insurance purposes rather than a specific legal obligation, we assess the necessity and proportionality of that retention.
Financial administration
We process payment and transaction information to administer bookings, receive payments, maintain accounts and comply with tax and accounting obligations.
Our lawful bases are performance of a contract and compliance with legal obligations.
Website operation and security
We process relevant technical information to operate, maintain and protect our website and systems.
Our lawful basis is generally our legitimate interests in maintaining a secure and functioning website.
Where cookies or similar technologies require consent, this is addressed separately.
Newsletters and marketing
We use newsletter subscription information to send communications about YNS activities and services.
Where required, we rely on your consent.
In circumstances where the law permits marketing to existing customers without separate consent, we may rely on our legitimate interests, subject to the applicable marketing rules.
You can object to direct marketing at any time.
We do not use personal information for unrelated purposes without an appropriate lawful basis.
Information needed to provide services
Some information is necessary to arrange or provide services, fulfil contractual obligations or comply with legal requirements.
If you choose not to provide information that is genuinely necessary, we may be unable to proceed with a booking or provide the requested service.
We will explain this where relevant.
4. Sensitive Personal Information
Because of the nature of our professional services, we may receive information that UK data protection law recognises as special-category personal data.
This may include information about:
- Physical or mental health.
- Religious or philosophical beliefs.
- Sexual orientation or sex life.
- Racial or ethnic background.
- Other protected categories of information disclosed in the course of our work.
Information about spiritual or energetic experiences is not automatically special-category data, although it may reveal religious beliefs, health information or other protected information depending on its content.
We process special-category information only where we have both an appropriate lawful basis under Article 6 of the UK GDPR and a valid condition under Article 9.
Where we rely on explicit consent, we request that consent separately and maintain an appropriate record of it.
We recognise that consent can be withdrawn, although withdrawal does not affect processing already carried out lawfully or information we must retain under another applicable legal basis.
Where another legal condition applies, such as processing necessary for establishing, exercising or defending legal claims, we may rely on that condition where legally appropriate.
We do not routinely seek criminal conviction or offence information. If such information is disclosed and needs to be recorded, it will be handled in accordance with the additional legal requirements applicable to criminal-offence data.
5. Confidentiality and Professional Responsibilities
YNS treats information shared during individual services, teaching and professional supervision as confidential.
We do not disclose personal information unnecessarily.
There may, however, be circumstances in which disclosure is necessary or legally permitted, including:
- Where you have authorised the disclosure.
- Where disclosure is required by law.
- Where serious safeguarding concerns arise.
- Where disclosure is necessary and legally justified to protect someone from serious harm.
- Where information is required for the establishment, exercise or defence of legal claims.
- Where limited information must be shared with professional advisers, insurers or other authorised parties.
Any disclosure will be considered carefully, taking account of confidentiality, necessity, proportionality and applicable law.
Where relevant, additional confidentiality arrangements may be set out in individual service or supervision agreements.
6. How We Collect Information
We collect personal information primarily from you.
This may happen when you:
- Contact YNS by email, telephone or through our website.
- Complete an enquiry, application or assessment form.
- Book or attend a class, workshop or masterclass.
- Receive individual services or professional supervision.
- Subscribe to our newsletter.
- Communicate with us through other appropriate channels.
We may also receive information from other people where relevant to an enquiry, professional work or safeguarding matter.
This may include information disclosed by supervisees about their clients, information supplied by someone making an enquiry on another person's behalf or information received from relevant professionals where appropriate.
Where personal information is obtained from someone other than the individual concerned, we handle it in accordance with applicable data protection and confidentiality requirements.
Certain technical information may be collected automatically when you use our website.
7. Payments and Third-Party Services
YNS uses selected external providers to support its activities.
These include:
PayPal
Used for processing payments where this payment method is selected.
Zoom
Used to provide live online individual sessions, teaching and supervision.
GoDaddy
Provides website hosting and associated website services.
Mailchimp
Used to manage newsletter subscriptions and send email communications to subscribers.
These providers may process personal information as part of delivering their services.
We share only the information reasonably necessary for the relevant purpose.
Some providers act as data processors on our behalf, while others may act as independent data controllers for particular activities.
Their handling of personal information is also governed by their applicable privacy notices.
8. Marketing and Newsletters
If you subscribe to the YNS newsletter, we use your contact details to send the communications you have requested.
Our newsletter is managed through Mailchimp.
We may send information about YNS activities, services, classes, workshops and other relevant developments.
Where consent is required for marketing communications, we obtain it before sending them.
Where permitted by law, we may rely on the existing-customer marketing exception, provided its conditions are satisfied.
You can unsubscribe from marketing communications at any time using the unsubscribe option included in our emails or by contacting us directly.
You have the right to object to the use of your personal information for direct marketing at any time. If you object, we will stop using your information for that purpose.
Unsubscribing from marketing does not prevent us from sending necessary communications relating to existing bookings, services or professional arrangements.
We do not sell personal information or provide newsletter subscriber details to other organisations for their own marketing purposes.
9. How We Store and Protect Personal Information
We take reasonable organisational and technical measures to protect personal information against unauthorised access, loss, misuse or disclosure.
Our record-keeping arrangements include:
Handwritten client records
Handwritten notes from client sessions are stored securely in a locked filing cabinet.
Electronic correspondence
Client and student emails and other relevant electronic correspondence are retained on our computer systems.
Access to personal information is restricted to those with a legitimate need to access it.
Where external service providers process information for YNS, we take account of their data protection and security arrangements.
We will assess any suspected personal data breach and notify affected individuals or the ICO where required by law.
10. Sharing Personal Information
We do not routinely share personal information with third parties.
Information may be shared where necessary with:
- Providers supporting our website, communications, payments or online sessions.
- Accountants, insurers, legal advisers or other relevant professional advisers.
- Relevant professional or regulatory bodies where disclosure is justified.
- Appropriate authorities where disclosure is legally required or justified.
- Individuals specifically authorised to receive information under relevant professional arrangements.
Where professional supervision involves information about other people, we aim to minimise unnecessary identifying details.
Any sharing must have an appropriate legal basis and be limited to what is necessary for the relevant purpose.
11. International Data Transfers
Some external providers used by YNS operate internationally or may process information outside the United Kingdom.
These include PayPal, Zoom, GoDaddy and Mailchimp.
These providers publish information about the measures they use to protect personal information transferred internationally. Depending on the circumstances, these include UK adequacy arrangements and contractual safeguards designed to protect information transferred to countries without an applicable adequacy arrangement.
Further information about these arrangements is available in the providers' published privacy notices and data protection agreements:
- PayPal Privacy Statement
- Zoom Data Protection Information
- GoDaddy Data Processing Addendum
- Mailchimp Data Processing Addendum
Where YNS is responsible for an international transfer, we comply with the applicable UK data protection requirements.
12. How Long We Keep Personal Information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, taking account of legal, professional, insurance and record-keeping requirements.
Client and supervision records
Client and supervision records are generally retained for at least seven years following the last appointment or supervision session, in accordance with the professional and insurance record-keeping arrangements applicable to our practice.
Where records concern someone who received services as a minor, the applicable retention period may extend to at least seven years after they reach the age of 18.
Records may be retained longer where necessary and legally justified, including where legal proceedings, safeguarding matters or other relevant circumstances require this.
Financial and transaction records
Financial records are retained for the periods required by applicable tax, accounting and company law.
Teaching records
Teaching records are retained for periods appropriate to their purpose, taking account of contractual and administrative requirements.
General enquiries and newsletter information
General correspondence is retained only for as long as reasonably necessary.
Newsletter subscription information is retained while you remain subscribed and, where necessary, for a limited period afterwards to maintain appropriate records of consent or unsubscribe requests.
When information is no longer required, it is securely deleted, destroyed or anonymised as appropriate.
13. Your Data Protection Rights
Under UK data protection law, you have rights concerning your personal information.
Depending on the circumstances, these include the right to:
- Access personal information held about you.
- Request correction of inaccurate information.
- Request deletion of information where applicable.
- Request restriction of processing.
- Object to processing based on legitimate interests, subject to applicable legal exceptions.
- Request transfer of information where the right to data portability applies.
- Withdraw consent where processing relies on consent.
- Receive information about certain automated decisions, where applicable.
You have an absolute right to object to the processing of your personal information for direct marketing.
These rights are subject to applicable legal conditions and exceptions, except where the law provides an absolute right.
To exercise your rights, please contact:
kanina@yournaturalself.co.uk
We may need to verify your identity before responding to certain requests.
We will respond within the timescales required by applicable law.
Requests are normally free of charge, although the law permits fees or refusal in certain limited circumstances.
14. Automated Decision-Making
YNS does not use automated decision-making or profiling to make decisions about individuals.
Decisions concerning acceptance onto services, teaching or supervision are made through individual consideration rather than automated systems.
15. Complaints
If you have concerns about how YNS handles your personal information, please contact us so that we can investigate and respond.
You can make a data protection complaint by emailing kanina@yournaturalself.co.uk and explaining your concern.
We will acknowledge your complaint within 30 days, investigate it appropriately and inform you of the outcome without undue delay.
You also have the right to complain to the Information Commissioner's Office.
The ICO is the UK's independent regulator for data protection.
Further information is available through the ICO's website.
16. Cookies and Website Technologies
Our website may use cookies and similar technologies to support its operation and, where applicable, understand how visitors use the website.
Some cookies are necessary for the website to function.
Where consent is legally required for other cookies or tracking technologies, we will request it.
Further information is provided in our separate Cookie Policy.
17. Changes to This Privacy Policy
We may update this Privacy Policy when our activities, legal obligations or data-processing arrangements change.
The current version will be published on our website.
Where a change materially affects how we use personal information, we will provide additional information where required by law.
18. Contact Details
Your Natural Self Ltd
Company number: 13289457
Registered in England and Wales.
ICO registration number: ZB310738
Email: kanina@yournaturalself.co.uk