Kia Porter is the data controller responsible for your personal information.

Business name: Porter Wellness Ltd
Contact email: kia@porterwellness.co.uk

If you have any questions about this Privacy Policy or how your information is handled, please contact me directly.

What personal information I collect

The information I collect depends on how you interact with my business.

Information you provide directly

This may include:

• Your name

• Email address

• Telephone number

• Date of birth or age, where relevant

• Address, where necessary

• Information submitted through contact forms

• Information provided when booking a discovery call or consultation

• Information provided when purchasing a coaching programme

• Responses to questionnaires or forms

• Information about your goals, lifestyle and wellbeing

• Information you choose to share about your health

• Information contained in emails or other communications with me

• Testimonials, feedback or reviews you choose to provide

Your data protection rights

Under UK data protection law, you may have the following rights:

The right to be informed

You have the right to know how and why your personal information is being collected and used. This Privacy Policy provides that information.

The right of access

You can ask for a copy of the personal information I hold about you.

The right to rectification

You can ask me to correct personal information that is inaccurate or incomplete.

The right to erasure

In certain circumstances, you can ask me to delete your personal information.

The right to restrict processing

In certain circumstances, you can ask me to restrict how I use your personal information.

The right to object

In certain circumstances, you have the right to object to the processing of your personal information, including certain processing based on legitimate interests and direct marketing.

The right to data portability

In certain circumstances, you can ask for personal information you have provided to me to be transferred to you or another organisation in a structured, commonly used and machine-readable format.

The right to withdraw consent

Where I rely on your consent to process your information, you can withdraw your consent at any time. Withdrawing consent does not affect the lawfulness of processing carried out before you withdrew your consent.

Not all rights apply in every situation and there are certain legal exceptions.

If you wish to exercise any of these rights, please contact me using the details provided at the beginning of this Privacy Policy.

The ICO provides further guidance on individual data protection rights.

Who I share your information with

I respect the confidentiality of your personal information and do not sell your personal information to third parties. I may share information with trusted service providers where this is necessary to operate my business or provide my services.

Depending on the services and systems I use, these may include:

• Email marketing platforms

• Booking and scheduling platforms

• Client management or coaching software

• Payment providers

• Accounting or bookkeeping software

• Third party laboratories

• Video conferencing platforms

• Professional advisers

• Insurers

• Legal advisers, where necessary

These providers may process personal information on my behalf.

Where required, I will ensure that appropriate contractual and data protection arrangements are in place with relevant providers. I may also disclose information where I am legally required to do so or where disclosure is necessary to protect someone's vital interests or comply with a legal obligation.

No other third parties will receive your personal data without your explicit written consent.

On occasion, I use AI-assisted tools to support the administration of my practice. Where session content such as transcripts or functional test information is used, this is strictly anonymised before use, meaning no personally identifiable information (such as full names, contact details, or health records) is included. This is consistent with the ICO's guidance on anonymisation under UK GDPR.

Email communication

I may use email to communicate with you about enquiries, bookings, coaching services, resources and other business-related matters. I take reasonable steps to protect information sent by email. However, ordinary email communication is not completely risk-free. I will avoid including unnecessary sensitive health information in ordinary email messages where possible. Please also take reasonable steps to protect your own email account, including using a strong password and two-factor authentication where available.

Online coaching and video calls

If coaching or consultations are provided online, I may use platforms such as Zoom. I will use appropriate security settings where available.

These third-party platforms may collect and process personal information in accordance with their own privacy policies.

You should review the relevant platform's privacy information if you have concerns about how your information is processed.

WhatsApp and other messaging services

Where offered, I may use messaging services such as WhatsApp to communicate with clients. I will only use messaging services where appropriate for the service and will take reasonable steps to protect your information.

Please be aware that WhatsApp and other messaging platforms are operated by third parties and process information in accordance with their own privacy policies.

I will not rely on messaging applications as the sole storage location for important client records.

Testimonials and reviews

If you provide a testimonial, review or feedback about my services and give me permission to use it for marketing purposes, I may publish it on my website, social media or other marketing materials. I will only publish your name, photograph or other identifying information where you have given permission for this to be used.

 You can contact me if you would like to withdraw permission for future use.

Where We Get Personal Information From

We collect personal information from several sources, depending on how you interact with our business.

Directly from you

Most of the personal information we process is provided directly by you. For example, you may provide information when you:

• Complete a contact or enquiry form on our website

• Book a discovery call or consultation

• Sign up to receive our newsletter or free resources

• Purchase or enquire about our health coaching services

• Complete a health, lifestyle or wellbeing questionnaire

• Participate in a coaching programme or session

• Communicate with us by email, telephone or messaging service

• Provide feedback, a testimonial or review

• Contact us through social media

The information you provide may include your name, contact details, lifestyle information, health and wellbeing information, coaching goals and any other information you choose to share with us.

Automatically collected information

When you visit our website, certain information may also be collected automatically through cookies and similar technologies. This may include information such as your IP address, browser and device information, pages visited and how you interact with our website. The information collected will depend on the cookies, analytics and other technologies used on our website. Please see our Cookie Policy for further information.

How Long We Keep Your Information

We will only keep your personal information for as long as is reasonably necessary for the purposes for which it was collected, including where we need to retain information to meet legal, accounting, insurance or professional requirements.

For coaching clients, we currently retain relevant client records, including health and wellbeing information provided as part of the coaching service, for seven years after the end of the coaching relationship.

This retention period is based on our professional and insurance requirements and is intended to ensure that appropriate records are available should they be required in relation to an insurance matter, complaint, legal matter or other legitimate business purpose.

We do not keep personal information indefinitely. At the end of the applicable retention period, information will be securely deleted, securely destroyed or anonymised, where appropriate. Other types of information may be kept for different periods depending on why we collected it. For example, marketing information may be retained until you unsubscribe or withdraw your consent, while financial records may need to be retained for a different period to meet accounting or legal requirements.

We periodically review the personal information we hold and will not retain it for longer than is necessary for the relevant purpose.

Complaints

If you have concerns about how I have collected or used your personal information, please contact me first using the details provided above. I would appreciate the opportunity to resolve your concerns directly. 

You also have the right to complain to the Information Commissioner's Office (ICO).

ICO website: https://ico.org.uk/

The ICO is the UK's independent regulator for data protection and information rights.