Privacy Policy

1. Who we are

This website is operated by Charlotte Haywood, trading as Integrated Her Holistics ("we", "us", "our"). We are the data controller responsible for your personal data.

Contact details:

•      Email: charlintegratedher@outlook.com

If you have any questions about this policy or how we handle your personal data, please contact us using the details above.

2. What personal data we collect

We collect different information depending on how you interact with us, browsing the website, booking a service, or becoming a client. The categories below cover everything currently used across the business.

2.1 Information you give us directly

•      Contact details, name, email address, phone number

•      Enquiry and booking information,messages sent via contact forms, booking requests, discovery call details

•      Client intake and coaching information, collected via our online intake form, including demographics, occupation and caring responsibilities; general health information you choose to share; details of any medication or supplements; current nutrition, movement and wellness habits; your goals, previous attempts at change, values, beliefs, and reflections on your circumstances

•      Weekly check-in data (for app-based coaching clients), nutrition, sleep, steps, water intake, mood, stress, hormonal cycle information (where you choose to share it), and movement, submitted weekly via our coaching app

•      Reflexology, crystal therapy and tarot/oracle session notes — relevant health information you share before a treatment, and any notes taken during a session to inform future treatments

•      Payment information, processed via our payment provider [name your provider, e.g. Stripe/PayPal/SumUp]; we do not store full card details ourselves

•      Communications, emails, messages, and any other correspondence between us

2.2 Information collected automatically

•      Website usage data, pages visited, time spent, general location (via IP address), device and browser type, collected through cookies and similar technologies (see Section 7)

•      Social media interactions, if you contact us via Instagram, Facebook, or another platform, we may see your public profile information and message content as provided by that platform

3. Special category data (health information)

This section matters most. Under UK GDPR, health data (including mental health, medication, and information about your menstrual/hormonal cycle) is "special category data" and requires a stronger legal basis and extra safeguards than ordinary personal data.

Where we collect health-related information, for example, through the client intake form, weekly check-ins, or before a reflexology, crystal therapy or tarot/oracle session, we do so only with your explicit, informed consent.

•      You will always be told, at the point of providing this information, what it will be used for.

•      Sharing this information is optional wherever possible, and marked as such on our forms.

•      This information is used solely to inform and personalise your coaching or therapy sessions, and is never used for any other purpose without asking you first.

•      You can withdraw your consent to hold this information at any time by contacting us, see Section 9 (Your Rights).

Our coaching and therapy services are not a substitute for medical, psychological, or dietetic treatment. We may recommend you speak to your GP or another qualified professional where appropriate, but we do not diagnose, treat, or store this information as part of any clinical record.

4. How and why we use your information (our legal basis)

We only use your personal data where we have a valid legal basis to do so. Depending on the situation, this includes:

•      Contract- to provide the coaching, reflexology, crystal therapy or tarot/oracle services you've booked, and to manage that relationship (e.g. scheduling, invoicing)

•      Consent- for special category health data (Section 3), for email marketing, and for non-essential cookies; you can withdraw consent at any time

•      Legitimate interests- to respond to enquiries, improve our website and services, and maintain business records, always balanced against your right to privacy

•      Legal obligation -where we're required to keep certain records, for example for tax or accounting purposes

We use your information to:

•      Deliver and personalise the coaching, reflexology, crystal therapy and tarot/oracle sessions you book

•      Communicate with you about bookings, sessions, and your ongoing coaching journey (including Monday feedback and weekly plans for check-in clients)

•      Send you marketing emails or updates, where you've opted in - you can unsubscribe at any time

•      Process payments and maintain financial records

•      Understand how our website is used, to improve it over time

•      Meet our legal and regulatory obligations

5. Who we share your information with

We do not sell your personal data. We share it only where necessary, with trusted third parties who help us run the business:

•      Booking and scheduling software — [Acuity]

•      Client intake and check-in forms — Microsoft Forms / Microsoft 365 (Microsoft acts as a data processor on our behalf)

•      Coaching app — [Hubfit], used to deliver weekly check-ins and feedback

•      Email marketing platform —

•      Payment processor — Stripe

•      Website hosting and analytics providers — Squarespace

We may also disclose information where required by law, for example to comply with a legal obligation, court order, or to protect the vital interests of you or another person (for example, in a genuine safeguarding concern).

Where any of the providers above are based outside the UK or EEA, we take reasonable steps to ensure your data is protected to a UK-equivalent standard, such as relying on providers' standard contractual clauses.

6. How long we keep your information

We keep personal data only for as long as necessary for the purposes it was collected:

•      Client coaching and therapy records, kept for the duration of our working relationship and for 6 years afterwards, in line with standard professional and insurance recommendations, then securely deleted

•      Financial records (invoices, payment records) kept for at least 6 years, in line with HMRC requirements

•      Marketing contacts kept until you unsubscribe or ask us to delete your details

•      Enquiry/contact form submissions that don't proceed to a booking — kept for up to 12 months, then deleted

If you'd like to know exactly how long we hold a particular piece of information, please get in touch.

7. Cookies

Our website may use cookies and similar technologies to help it function properly and to understand how visitors use it.

•      Essential cookies — needed for the website to work correctly (e.g. remembering form entries); these cannot be switched off

•      Analytics cookies — help us understand how visitors use the site, e.g. via Google Analytics; used only with your consent

•      Marketing cookies — used to measure the effectiveness of any advertising, where applicable; used only with your consent

You can control or delete cookies through your browser settings at any time. Turning off non-essential cookies won't affect your ability to use the core parts of the website.

8. How we protect your information

We take the security of your personal data seriously and use reasonable technical and organisational measures to protect it, including:

•      Secure, password-protected access to client records and forms

•      Using reputable, GDPR-compliant third-party platforms (Microsoft, payment processors, booking software) rather than storing sensitive data ourselves wherever possible

•      Limiting access to your information to what's needed to provide your coaching or therapy sessions

No method of storage or transmission is 100% secure, but we take proportionate steps to protect your data against loss, misuse, or unauthorised access.

9. Your rights

Under UK GDPR, you have the right to:

•      Access — request a copy of the personal data we hold about you

•      Rectification — ask us to correct inaccurate or incomplete information

•      Erasure — ask us to delete your personal data, in certain circumstances

•      Restrict processing — ask us to limit how we use your data in certain circumstances

•      Data portability — request your data in a portable format, where technically feasible

•      Object — object to certain types of processing, including direct marketing at any time

•      Withdraw consent — withdraw consent at any time where we rely on consent (e.g. special category health data, marketing emails, non-essential cookies), without affecting the lawfulness of processing before withdrawal

To exercise any of these rights, contact us using the details in Section 1. We'll respond within one month, as required by law.

If you're unhappy with how we've handled your personal data, you also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk or on 0303 123 1113.

10. Children's privacy

Our services are intended for adults. We do not knowingly collect personal data from anyone under the age of 18. If you believe a child has provided us with personal data, please contact us so we can remove it.

11. Changes to this policy

We may update this privacy policy from time to time, for example as our services or legal obligations change. The "last updated" date at the top of this page shows when it was last revised. We encourage you to review this page periodically.

12. Contact us

If you have any questions, concerns, or requests relating to this privacy policy or your personal data, please contact: