The Wellbeing Room
Privacy Policy
Last updated: April 2026
1. Who We Are
The Wellbeing Room is operated by The Wellbeing Room Collective Ltd. Our website is www.thewellbeingroom.co.uk.
We are committed to protecting your personal data and handling it responsibly and transparently, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
For any questions about this Privacy Policy or how we handle your data, please contact us at: hello@thewellbeingroom.co.uk
2. What Personal Data We Collect
We collect the following types of personal data:
Data you provide directly
Your name and email address when you subscribe to sessions or contact us
Payment information — processed securely via Stripe (we do not store your card details)
Any information you share with us via email or our contact form
Any information you voluntarily share during sessions (e.g. in conversation or chat)
Data collected automatically
Website usage data, including pages visited and time spent on site (via cookies and analytics tools)
Your IP address and browser type
Referral source (how you found our website)
3. How We Use Your Data
We use your personal data for the following purposes:
To process your subscription and manage your account
To send you your Zoom session links and booking confirmations
To respond to your enquiries and provide customer support
To send you service-related communications (e.g. session reminders, updates to our terms)
To improve our website and services through anonymised analytics
To comply with our legal obligations
We will only use your data for the purposes described above. We will not use your personal data for automated decision-making or profiling.
4. Legal Basis for Processing
Under UK GDPR, we rely on the following legal bases for processing your personal data:
Contract — to fulfil our obligations to you as a subscriber (e.g. sending Zoom links, processing payments)
Legitimate interests — to improve our services, respond to enquiries, and analyse website usage
Legal obligation — where we are required to process your data to comply with the law
Consent — where you have explicitly opted in, such as to receive marketing communications
5. Marketing Communications
We may occasionally send you information about new sessions, offers, or updates we think you'd find useful. We will only do this with your consent, and you can unsubscribe at any time by clicking the unsubscribe link in any email or by contacting us at hello@thewellbeingroom.co.uk.
We do not sell, rent, or trade your personal data with third parties for marketing purposes.
6. Who We Share Your Data With
We do not sell or share your personal data with third parties for their own purposes. We may share your data with trusted third-party service providers who help us operate our business, including:
Stripe — for secure payment processing
Zoom — for delivering online sessions
Squarespace — our website platform
Email service providers — for sending session links and communications
All third-party providers are carefully selected and are required to handle your data securely and in accordance with applicable data protection laws. We will also share your data if required to do so by law or to protect our legal rights.
7. How Long We Keep Your Data
We will only retain your personal data for as long as necessary to fulfil the purposes it was collected for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Subscriber data (name, email) — retained for the duration of your subscription and for up to 2 years after cancellation
Payment records — retained for 7 years in accordance with HMRC requirements
Enquiry or contact data — retained for up to 12 months after the enquiry is resolved
Website analytics data — retained in anonymised form
When your data is no longer required, we will delete or anonymise it securely
8. Cookies
Our website uses cookies to improve your browsing experience and to understand how visitors use our site. Cookies are small text files stored on your device.
We use the following types of cookies:
Essential cookies — necessary for the website to function correctly
Analytics cookies — to understand how visitors interact with our site (e.g. Google Analytics or Squarespace analytics). Data collected is anonymised where possible
You can control cookies through your browser settings. Disabling certain cookies may affect your experience of our website. By continuing to use our website, you consent to our use of cookies as described above.
9. Your Rights
Under UK GDPR, you have the following rights in relation to your personal data:
The right to access — you can request a copy of the personal data we hold about you
The right to rectification — you can ask us to correct inaccurate or incomplete data
The right to erasure — you can ask us to delete your personal data in certain circumstances
The right to restrict processing — you can ask us to limit how we use your data
The right to data portability — you can request your data in a structured, machine-readable format
The right to object — you can object to our processing of your data based on legitimate interests
The right to withdraw consent — where processing is based on consent, you can withdraw it at any time
To exercise any of these rights, please contact us at hello@thewellbeingroom.co.uk. We will respond within one month. You will not be charged a fee unless your request is unfounded or excessive
10. How We Keep Your Data Safe
We take the security of your personal data seriously and have appropriate technical and organisational measures in place to protect it from unauthorised access, loss, or disclosure.
Payments are processed securely via Stripe, which is PCI DSS compliant. We do not store your payment card details on our systems.
While we take every reasonable precaution, no method of transmission over the internet is 100% secure. If you have any concerns about the security of your data, please contact us immediately.
11. Links to Other Websites
Our website may contain links to third-party websites (such as Zoom or Stripe). This Privacy Policy applies only to our website. We are not responsible for the privacy practices of any third-party sites and encourage you to read their privacy policies before providing any personal data.
12. Complaints
If you have concerns about how we handle your personal data, please contact us in the first instance at hello@thewellbeingroom.co.uk and we will do our best to resolve the issue.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection regulator:
Website: www.ico.org.uk
Helpline: 0303 123 1113
13. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The current version will always be available on our website. We will notify you of any significant changes by email where possible.
14. Contact Us
If you have any questions about this Privacy Policy or how we use your personal data, please get in touch:
Email: hello@thewellbeingroom.co.uk
Website: www.thewellbeingroom.co.uk
Your privacy matters to us — thank you for trusting The Wellbeing Room.