PRIVACY POLICY.

Protecting your personal data is a priority. This Privacy Policy explains how your information is collected, used, and safeguarded in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By using this website, booking services, or communicating through any platforms associated with Lewis Sharp Wellness Coach, you agree to the practices outlined below.

1. Information Collected

The following types of personal data may be collected and processed:

  • Contact Information: Name, email address, phone number, and postal address.

  • Health & Medical Information: Medical history, GP/Healthcare details, injury history, lifestyle details, and treatment notes provided through questionnaires and consultation forms.

  • Payment Information: Billing details provided during transactions.

  • Scheduling Information: Appointment details submitted via Acuity Scheduling.

  • Technical Information: IP address, browser type, and basic analytics when visiting the website.

Sensitive health and medical information is treated as special category data and is securely stored and accessed only when necessary for providing services.

2. How Data Is Collected

Personal data may be collected through:

  • Acuity Scheduling: when booking appointments.

  • Digital Questionnaires & Consultation Forms: including information submitted on secure digital systems.

  • Direct Communication: including email, website enquiries, and social media platforms such as Instagram and Facebook.

  • Payment Processing: where payment details are shared directly or via third-party payment providers.

3. Purpose of Data Collection

Personal data is processed to:

  • Deliver services such as Personal Training, Sports Massage, Biomechanics Coaching, and Pilates delivery.

  • Assess suitability for treatment and tailor services appropriately.

  • Manage bookings, confirmations, and client communication.

  • Process payments and provide receipts.

  • Comply with legal and professional obligations (e.g., financial records and clinical notes).

  • Improve service quality and business operations.

Marketing communications will only be sent with explicit consent and you may opt out at any time.

4. Legal Basis for Processing

Personal data is processed on the following legal bases under UK GDPR:

  • Performance of Contract: to provide the services you have booked.

  • Consent: particularly regarding health data and marketing communications.

  • Legitimate Interests: to efficiently operate and develop the business.

  • Legal Obligations: such as financial, tax, and professional compliance requirements.

5. Sharing of Information

Personal data is not sold, rented, or traded. Data may only be shared with:

  • Service Providers: such as Acuity Scheduling and payment providers, acting under strict data protection agreements.

  • Healthcare Professionals: only with your explicit consent, where necessary for your care.

  • Legal or Regulatory Authorities: if required to comply with legal obligations.

6. Data Retention

Personal data is retained only for as long as necessary for the purposes outlined or as required by law.
Clinical and health-related records are retained for up to 7 years, in line with UK professional guidance, after which they are securely deleted.

7. Your Data Protection Rights

Under UK GDPR, you have the right to:

  • Request access to your personal data

  • Correct or update inaccurate information

  • Request deletion of personal data (where legally applicable)

  • Restrict or object to certain processing

  • Request data portability

  • Withdraw consent at any time for marketing or health data processing

To exercise these rights, please contact: hello@lewissharpwellnesscoach.co.uk

8. Cookies & Website Tracking

The website may use cookies to:

  • Improve user experience

  • Collect anonymised analytics data

You can manage or disable cookies through your browser settings.

9. Data Security

Appropriate technical and organisational measures are in place to protect personal data, including:

  • Secure storage of health records

  • Encryption of sensitive data

  • Restricted access to personal information on a need-to-know basis

While every effort is taken to ensure security, no digital system is completely risk-free. By using these services, you acknowledge this.

10. Social Media & Third-Party Links

This website and associated platforms may link to third-party sites such as Instagram or Facebook. Responsibility cannot be taken for their privacy practices, and users are encouraged to review their individual privacy policies.

11. Updates to This Policy

This Privacy Policy may be updated periodically to reflect operational or legal changes. Any significant updates will be communicated via email or website notice.

12. Contact Information

If you have any questions about this Privacy Policy or wish to exercise your data rights, please contact: hello@lewissharpwellnesscoach.co.uk