Essence 144

Privacy Policy  

Essence 144 respects your privacy and is committed to protecting your personal information in accordance with UK GDPR and the Data Protection Act 2018. This policy explains what information we collect, why we collect it, how it is used and stored, and your rights in relation to it.

Effective date: September 2026

 

1. Who We Are

The data controller responsible for this website and the personal information it collects is:

Vicky Coventry, trading as Essence 144
144 The Dale
Widley
PO7 5DF

Email: vickycoventry71@gmail.com
Website: vickycoventry.com

If you have any questions about this policy or how your information is handled, please get in touch using the email address above.

2. Information We Collect

We collect personal information in the following ways.

When you contact us through our website

When you complete the contact form on our website, we may collect your name, email address, postal address and telephone number, together with any information you choose to include in your enquiry.

When you contact us through social media, direct messages or advertising

We may also receive enquiries through social media platforms, direct messages or online advertising. Where you contact us in this way, we may collect your name or social media username, your contact details and any information you choose to share in your message or enquiry.

When you book a session, class, workshop or retreat

When you enquire about or book one of our services, we may collect:

  • Your name, email address, postal address and telephone number
  • Booking details and appointment history
  • Records of payments you have made to us
  • Health or wellbeing information you choose to share with us, where relevant to the service you are receiving

Health and wellbeing information

Health and wellbeing information is treated as special category data under UK GDPR. We only collect it with your explicit consent, handle it with particular care and confidentiality, and use it solely to provide your session safely and appropriately.

3. How We Use Your Information

We use your information to:

  • Respond to your enquiries, including those received through our website, social media or advertising
  • Manage your bookings
  • Provide our services safely and appropriately
  • Process payments
  • Send booking confirmations, reminders and follow-up communications
  • Meet our legal, regulatory and insurance obligations
  • Improve our services

Our lawful basis for using your information

Under UK GDPR, we must have a valid lawful basis for using your personal information. We rely on the following:

  • Contract: where we need your information to respond to a booking request or to provide a service you have booked.
  • Legitimate interests: where we need to respond to your enquiries and run our business effectively, in ways you would reasonably expect.
  • Legal obligation: where we are required to keep certain records, for example for tax and accounting purposes.
  • Consent: for marketing communications, and your explicit consent for any health or wellbeing information you share with us.

Where we rely on your consent, you can withdraw it at any time by contacting us.

Marketing communications

We do not currently send regular newsletters or marketing emails, although we may introduce these in the future. If we do, marketing communications will only be sent to people who have actively chosen to opt in, for example by subscribing through our website or by selecting a consent option when making an enquiry or booking.

We will use a reputable email marketing platform to manage subscriptions and communications. You can withdraw your consent and unsubscribe at any time using the unsubscribe link in our emails, or by contacting us directly.

We never sell your personal information to third parties.

4. How We Store Your Information

Booking and appointment information is held securely through Acuity, our online scheduling system.

Personal information may also be stored securely in password-protected spreadsheets or secure cloud-based storage, where this is necessary for the administration of bookings, client records and services. Access is restricted to authorised persons only.

We take reasonable technical and organisational steps to protect your information from unauthorised access, loss or misuse.

5. Sharing Your Information

We only share your personal information where it is necessary to provide our services, or where we are required to do so by law.

Service providers

We use trusted service providers to help us run our business, such as our online booking system, payment providers, email and website hosting. They only process your information on our instructions and are required to keep it secure.

Retreats, workshops and events

Personal information may occasionally be shared with trusted third parties, such as venue hosts, accommodation providers or guest facilitators, where this is necessary for the organisation and delivery of a retreat, workshop or event. Only the minimum information necessary will be shared, and your personal information will never be sold or shared for unrelated marketing purposes.

Transfers outside the UK

Some of our service providers may store or process information outside the UK. Where this happens, we make sure appropriate safeguards are in place to protect your information, as required by UK data protection law.

Advertising and tracking

We do not currently use advertising platforms for audience targeting, retargeting or pixel-based tracking. If this changes in the future, this Privacy Policy and, where appropriate, our cookie consent arrangements will be updated accordingly.

6. Cookies

Cookies are small text files placed on your device when you visit a website. This website uses essential cookies that are needed for it to work properly. If we use any non-essential cookies, such as those that help us understand how visitors use the site, we will only do so with your consent, which you can give or withdraw at any time through the cookie banner on our website.

You can also control or delete cookies at any time through your browser settings.

7. How Long We Keep Your Information

We keep personal information only for as long as is reasonably necessary for the purpose for which it was collected.

Records relating to bookings, payments and financial transactions may be kept for up to six years, in line with HMRC record-keeping requirements.

Other personal information will be securely deleted when it is no longer required, or following a reasonable period of inactivity, unless there is a legal or regulatory reason for keeping it longer.

8. Your Rights

Under UK GDPR, you have the right to:

  • Be informed about how your personal information is used
  • Access the personal information we hold about you
  • Ask us to correct any information that is inaccurate or incomplete
  • Ask us to delete your information, where applicable
  • Object to, or ask us to restrict, how your information is used
  • Ask for a copy of your information in a portable format, where applicable
  • Withdraw your consent at any time, where we rely on consent

To exercise any of these rights, please contact us using the details in Section 1. There is normally no charge, and we will respond within one month.

Making a complaint

If you are unhappy with how we have handled your information, please contact us first so we can try to put things right. 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 by calling 0303 123 1113.

9. Children and Young People

Our services are intended for adults aged 18 and over. We do not knowingly collect personal information from anyone under the age of 18. If you believe a child has provided us with personal information, please contact us and we will securely delete it.

10. Changes to This Policy

We may update this policy from time to time. Any changes will be posted on this page with a revised effective date.