Better By Habit respects your privacy and handles your personal information carefully. This notice explains what information I collect, why I use it, who I may share it with, how long I keep it and the rights available to you under UK data protection law.

Who is responsible for your information

Karin Manning, trading as Better By Habit, is the data controller for the personal information described in this notice.

Email karin@betterbyhabit.co.uk

Website www.betterbyhabit.co.uk

Information I collect

Depending on how you interact with Better By Habit, I may collect:

identity and contact information, including your name, email address, telephone number and address where needed;

booking and service information, including appointments, packages purchased, attendance and communications;

payment and transaction information, although complete card details are handled by the payment provider and are not stored by Better By Habit;

health and wellbeing information that you choose or are asked to provide, including medical conditions, symptoms, medication, injuries, pregnancy, mobility, fitness, lifestyle, goals and other information relevant to safe and appropriate support;

coaching notes, agreed actions, progress information and session records;

emergency contact information where appropriate;

technical information, including IP address, device and browser information, cookie choices and website activity;

marketing preferences and newsletter engagement; and

feedback, testimonials, photographs or case-study information where you have agreed to provide them.

How and why I use your information

Purpose

Information used

Lawful basis

Respond to enquiries and arrange an introductory call

Contact details and messages

Legitimate interests in responding to enquiries and developing the business, or steps requested before a contract

Create and manage bookings, provide services and communicate with you

Contact, booking and service information

Performance of a contract or steps requested before entering a contract

Assess suitability and provide services safely

Health and wellbeing information

An Article 6 lawful basis, normally contract, plus explicit consent under Article 9 for special category health data

Process payments, refunds and maintain financial records

Transaction and payment information

Contract and legal obligations relating to tax and accounting

Send newsletters and promotional messages

Contact details and marketing preferences

Consent, which can be withdrawn at any time

Operate, secure and improve the website

Technical, device and usage information

Legitimate interests for security and improvement; consent where non-essential cookies are used

Handle complaints, legal claims, insurance and safeguarding matters

Relevant contact, service, health and correspondence records

Legal obligation, legitimate interests, establishment or defence of legal claims, and vital interests where applicable

Health information is special category data. Where I rely on explicit consent, you may withdraw that consent at any time. Withdrawal does not affect earlier lawful use, but I may be unable to continue a service safely if the relevant information is necessary for that service. I will not use health information for unrelated marketing or advertising.

How I collect information

I collect information directly from you through website forms, questionnaires, bookings, emails, calls and sessions. I may also receive booking, payment or technical information from the service providers used to operate the website and deliver appointments.

Who I share information with

I share only what is reasonably necessary with:

Squarespace and Squarespace Scheduling or Acuity for website hosting, forms and appointment management;

Zoom and/or Microsoft Teams for online appointments;

the newsletter provider named here before publication Better by Habit

the payment provider shown at checkout Paypal

secure email, document-storage and IT providers used in the business;

professional advisers, accountants, insurers and legal representatives where necessary; and

regulators, courts, emergency services or public authorities where disclosure is required or necessary to protect someone.

Service providers act under their own terms or written data-processing arrangements, as applicable. I do not sell personal information.

International transfers

Some technology providers may process information outside the United Kingdom. Where UK data protection law requires safeguards, I will use an approved transfer mechanism, such as UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to approved contractual clauses, together with any additional measures considered necessary.

How long I keep information

I keep information only for as long as reasonably necessary for the purpose for which it was collected, including legal, tax, insurance and safeguarding requirements. Unless a different period is required in a particular case, the working retention schedule is:

Record

Typical retention period

Unconverted enquiries

Up to 12 months after the last contact

Client agreements, health questionnaires and service notes

Normally 7 years after the last service, subject to insurer and legal requirements

Financial and transaction records

Normally 6 years for tax and accounting purposes

Marketing records

Until consent is withdrawn or after a reasonable period of inactivity

Cookie and consent records

For the period needed to demonstrate the choice made and according to the cookie platform settings

Complaints or legal claims

For as long as reasonably needed to manage the matter and any applicable limitation period

Records may be deleted earlier where they are no longer needed, or retained longer where a legal claim, safeguarding concern, insurer requirement or legal obligation makes that necessary.

Security

I use proportionate technical and organisational measures to protect personal information. These include access controls, strong passwords and multi-factor authentication where available, secure systems, restricted access, appropriate backups and careful selection of service providers. No online system can be guaranteed completely secure.

Your rights

Depending on the circumstances, you may have the right to request access to your information, correction, deletion, restriction, objection or transfer of your information, and to withdraw consent. These rights are not absolute and legal exceptions may apply. To make a request, use the contact details above. I may need to verify your identity.

You may complain to the Information Commissioner's Office at ico.org.uk or by telephone on 0303 123 1113. I would appreciate the opportunity to address your concern first.

Automated decisions and children

I do not use personal information to make solely automated decisions with legal or similarly significant effects. Better By Habit services and forms are intended for adults aged 18 and over.

Changes to this notice

I may update this notice when services, providers or legal requirements change. The latest version and update date will be published on this website.

Last Reviewed September 2026

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