Thank you for checking out our privacy policy. At Type One Sanctuary we take our client’s privacy seriously. We’re committed to protecting your privacy and handling your information in a responsible way while you use our website and services. We want you to understand that we adopt a high standard of compliance and confidentiality when dealing with your data. This policy sets out how data is collected and processed through the use of our website and when you use our services.

We encourage you to read this policy alongside any other privacy notices we might provide, so you're fully in the loop about how and why we use your information.

Who’s in charge of your data?

The controller of your data is Dr Nicola Spence, Type One Sanctuary and we can be contacted on:

Email address: support@typeonesanctuary.com

Not happy with something?

We’re committed to treating your personal data with respect, transparency, and care. If you ever have questions or concerns about how your data is used, we want to hear from you, and we’ll do our best to resolve things quickly and fairly.  Under the Data (Use and Access) Act 2025, you have the right to raise a complaint about how your personal data is handled. Here's how:

• Step 1: Email us at support@typeonesanctuary.com with a brief description of your concern. You don’t need to use legal language - just tell us what’s worrying you.

• Step 2: We’ll acknowledge your message and respond without undue delay, usually within 10 working days.

• Step 3: If you’re not satisfied with our response, you can escalate your concern to the Information Commissioner’s Office (ICO) at www.ico.org.uk.

What type of data do we collect about you?

‘Personal data' is information that identifies you. If we've removed your identity (by making the data anonymous), it won’t be classed as personal data. We might collect, use, store, and share various types of personal data about you as follows:

Identity data - details such as first and last name, username or similar identifier, marital status and title, date of birth and gender.

Contact data - details such as your billing address, email address and telephone number, delivery address.

Technical data - information such as your internet protocol (IP) address, your login data, browser type and version, browser plug-in types and versions, time zone setting and location, operating system and platform and other technology on the devices you use to access our website.

Financial data - information such as your bank account and payment card details.

Transaction data - Information about transactions like details about payments to and from you, and other details of products and services you have purchased from us.

Profile data - Account details such as your username, password, purchases or orders made by you, and your interests, preferences, feedback and survey responses.

Usage data - Usage information about how you use our website, products and services, and any data you post for publication on our website or through other online services.

Marketing and Communications data - Marketing information such as your preferences in receiving marketing from us and our third parties, along with your communication preferences. Any information you send to us whether that be through our website, email, text, social media messaging, social media posting or any other communication that you send to us. We may use your data to deliver relevant website content and advertisements to you (including Facebook adverts or other display advertisements) and to measure or understand the effectiveness of the advertising we serve you.

Special Category data - Includes sensitive information about your health and wellbeing, including information about your existing and previous medical health conditions, medication details, psychiatric history and any other relevant health information to enable us to carry out our services to you.  We do not collect any other Special Category Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

Consents for Health Data:  We require your specific consent to process Special Category Data so, when you submit your details, we will ask you to confirm your consent to this processing.

How do we collect your personal data?

We use different methods to collect data from and about you. The majority of the time, our information is collected directly when you contact us in the following ways:

• When you enquire about and/or apply for our products or services;

• When you fill in any new client onboarding forms;

• When you complete any forms before or during a session;

• Verbally during discussions and sessions;

• Correspondence with us via post, phone, email, social media messaging, social media posting or otherwise;

• When you create an account on our website;

• When you subscribe to our service or publications;

• When you communicate or link with us on social media;

• When you join any of our social media groups or communities;

• When you request marketing communications to be sent to you;

• When you enter a promotion or complete a survey; or

• When you give us feedback or contact us.

Another method we may use to collect data includes the use of automated technologies or interactions, like website cookies or other similar technologies. This includes information about your equipment, browsing actions and patterns and information about your browsing activity if you visit another website that uses the same cookies as us. This means we receive information about how you use these third-party websites.

This data collection helps us to improve user experience, and to gather information about how you use our website. For more information, please refer to our Cookie Policy, which can be accessed here: https://www.typeonesanctuary.com/cookie-policy

We may also receive data from third-parties such as: 

• Technical information from Analytics providers such as Google

• Advertising networks such as Meta/Facebook

• Search information providers such as Google

• Publicly available sources, such as Companies House and the Electoral Register.

What happens if you don’t provide us with the required data?

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services or goods). In this case, we may have to cancel a service or product you have with us but we will notify you if this is the case at the time.

What are the purposes for which we use your personal data?

The purposes for which we will be using your data include:

• To register you as a new client.

• To provide our services and to process and deliver any orders, including: a) to manage payments, fees and charges and b) to collect and recover money owed to us.

• To manage our relationship with you e.g., to notify you about changes to our terms of this privacy policy, ask you to leave a review, take a survey, invite you to enter into competitions or prize draws..

• To enable us to perform a contract with you, respond to enquiries and deal with complaints

• To send you relevant marketing information about our services.

• To enable you to complete a survey.

• To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).

• To deliver relevant website content to you and measure or understand the effectiveness of the content we serve to you.

• To use data analytics to improve our website, services, marketing, client relationships and experiences.

• To make suggestions and recommendations to you about services that may be of interest to you.

• Keep records of orders place and communications in relation to such orders.

• Keep records of communications.

• Carry out credit checks.

• Bring legal claims against you if you breach a contract or fail to make payment.

• Comply with any legal obligations we are subject to or as required by a government authority.

• Obtain or maintain insurance policies.

• Manage our business.

• Obtain professional advice.

We rely on one or more of the following lawful conditions to process your data as outlined above:

• To fulfil our contract with you;

• For our legitimate interests; or

• To comply with legal obligations.

In some scenarios, we’ll ask for your consent, especially for collecting sensitive data. We may process your personal data for more than one lawful reason at a time, depending on the specific purpose for which we are using your data.  If you’d like more information on the specific legal ground we are relying on, on occasions where we rely on more than one legal ground, please feel free to contact us.

Our Lawful Basis: Recognised Legitimate Interests

We sometimes process your personal data under what’s called a “recognised legitimate interest”.  This is a lawful basis introduced by the Data (Use and Access) Act 2025. This means we use your data in ways that support important public or organisational aims, while respecting your rights and freedoms.

Examples include:

• Helping prevent fraud or misuse of our services

• Supporting safeguarding and professional standards

• Responding to emergencies or protecting wellbeing

• Improving accessibility and inclusion in our resources

We always carry out a balancing test to make sure our interests don’t override yours. You have the right to object to this type of processing at any time, and we’ll explain your options clearly.

If you’d like to know more or raise a concern, just email us at support@typeonesanctuary.com. We’re committed to transparency and respectful data use.  

Do we use Cookies?

Cookies help make our website work better for you, remembering your preferences and improving your experience. You can control cookie settings in your browser.  Cookies make your browsing experience on our site as smooth as possible, because they remember your preferences.

Our website uses cookies to distinguish you from other users of our website. Please refer to our Cookie Policy here to learn more: https://www.typeonesanctuary.com/cookie-policy

Do we use your data for marketing purposes?

If we send you marketing communications and you no longer wish to receive them, you can opt out anytime by contacting us or clicking on the ‘unsubscribe’ button on our marketing communications.  Our lawful ground of processing your personal data to send you marketing communications is either your consent or our legitimate interests (namely to grow our business).

Before we share any of your personal data with any third party for their own marketing purposes we would get your express consent.

Do we use third-party links?

Our website might link to third-party websites, plug-ins, tools and apps. Clicking on these links or enabling those connections may allow third parties to collect or share your data.  We do not control said websites and are not responsible for said websites’ privacy policies. When you leave our website, we encourage you to read the privacy policy of every website you visit.

Do we ever share your personal data?

We take your data's security seriously and only allow certain people to access it.  We may share your personal data with the parties set out below for the purposes as stated further above.

• Service providers, acting as processors who provide IT and system administration services.

• Professional advisers including healthcare professionals, lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.

• If you are being funded by a third party, then we may need to share details about your appointment schedule for the purposes of billing and to provide any agreed updates.

• We may consult with professional supervisors or mentors.  This is to ensure we reflect and improve on our skills.  When discussing clients in this way we only refer to clients by their first name or initials and identifiable information is minimised.

• If during our sessions we become concerned about a risk of harm to you or another person, we may need to disclose information about you and/or the risk, even without your consent, to relevant individuals or authorities. This would be under circumstances where we were legally obligated to do so.

• HM Revenue & Customs, regulators and other authorities who require reporting of processing activities in certain circumstances.

• Debt collection agencies in the event that payment is not received for services rendered. This will be done to recover any outstanding debts, and the debt collectors will process your data solely for this purpose.

• Market researchers and fraud prevention agencies.

• Third parties to whom we sell, transfer or merge parts of our business or our assets.

• If required, we may share your personal data with courts, legal representatives, or other relevant authorities. We ensure that this data sharing is conducted lawfully and with due regard for your privacy rights.

All of the above third parties have a requirement to respect the security of your personal data. We do not permit them to use your personal data for their own purposes – they are only permitted to process your data for specified purposes in line with our instructions.

Do we ever transfer your data internationally?

We may transfer your data outside of the United Kingdom/European Economic Area (EEA).

Many of our external third parties are based outside the United Kingdom/EEA and so their processing of your personal data will involve a transfer of data outside the United Kingdom/EEA.

We are subject to the provisions of the UK General Data Protection Regulations that protect your personal data. Whenever we transfer your personal data out of the United Kingdom/EEA, we make sure it is protected by at least implementing one of the following safeguards:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the United Kingdom; or

• If we use US-based providers that are part of a privacy framework (such as the successor to the US Privacy Shield), we may transfer data to them, as they have equivalent safeguards in place; or

• Where we use certain service providers, we may use specific contracts, codes of conduct or certification mechanisms approved by the UK Information Commissioner’s Office and the European Commission which give personal data the same protection it has in UK/Europe.

If none of the above safeguards are available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.

Please contact us if you want further information on the specific process used by us when transferring your personal data out of the United Kingdom.

How secure is your data with us?

We have strong security measures in place to keep your personal information safe. Only authorised individuals who have a need to know are granted access to your data, such as our employees or trusted partners. They will process your data in accordance with our confidentiality terms.

In the rare circumstances that there is a personal data breach, we have procedures in place and will notify you, along with any applicable regulator, when we’re legally required to.

What is our process for retaining your data?

We only keep your data for as long as necessary for the reasons we collected it.

By law we have to keep medical information about clients for 7 years after sessions have finished. By law we have to keep basic information about all of our clients (including contact, identity, financial and transaction data) for six years after they cease being clients for tax purposes.

If you contact us with an initial enquiry to commence sessions and share personal details, but do not then become a client, we will delete your personal information after four weeks. If you confirm you do not want to pursue a service within those four weeks we will destroy the information immediately.

For information that does not fall under the definition of basic, to determine the appropriate retention time, we look at what kind of data it is, how sensitive it is, the risks if it's misused, why we need it, and if there are other ways to achieve the same goals. We also consider applicable legal, regulatory, tax, accounting and other requirements.

In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information without further notice to you.

What are your legal rights in relation to your data?

You have the following rights regarding your personal data:

Access: You have the right to ask us what personal data we hold about you and to receive a copy of that data. This is called a Subject Access Request (SAR).

We’ll respond within one calendar month, but if we need to verify your identity first, we may pause the clock while we do so. This helps protect your data and ensures we’re sharing it with the right person.  If your request is complex or repetitive, we may apply proportionality rules under the Data (Use and Access) Act 2025, which allow us to limit the scope or extend the response time. We’ll always explain why and keep you informed.  To make a request, just email us at support@typeonesanctuary.com with the subject line “DSAR Request”. You don’t need to use legal language - just let us know what you’d like to see or understand.  If you’re unhappy with how we handle your request, you can raise a concern with the Information Commissioner’s Office (ICO) at www.ico.org.uk

Correction: If the personal data we have about you is incomplete or incorrect, you can ask us to correct it.

Erasure:  You can ask us to delete your personal data. It's important to note, however, that there might be legal reasons that prevent us from fulfilling this request. If such reasons exist, we will inform you when you make your request.

Objection: In certain situations, you have the right to object to the processing of your personal data.

Restriction of Processing: You can request that we restrict the processing of your personal data under specific circumstances.

Data Portability: You have the right to request the transfer of your personal data directly to you or to a third party of your choice.

Withdrawal of Consent: At any point where we rely on your consent to process your personal data, you have the right to withdraw this consent. Withdrawal of consent will not affect the legality of the processing done before the consent was withdrawn. Should you withdraw your consent, we might be unable to provide you with certain products or services. We will inform you if that is the case when you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us.

If you are within the UK you can see more about these rights at: https://www.ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

We won’t charge any fees for you to request access to your personal data. However, a reasonable fee may be charged if your request is clearly unjustified, repetitive or excessive. We also reserve the right to not comply in this scenario. We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Changes and Contact

We regularly review our privacy policy. Please keep us updated if your personal data changes. If you have any questions or need to exercise your rights, just get in touch.

Thanks for reading our privacy policy. If you have any questions, please don't hesitate to contact us.