Privacy Policy

01Who I am

This website and my services are run by Collective Health UK Ltd, trading as Charlotte Yates Coaching. In this policy, "I", "me" and "my" mean Charlotte Yates and Collective Health UK Ltd.

Collective Health UK Ltd is the data controller for your personal information.

If you have any questions about this policy or your information, email me at Charlotte@charlotteyates.co.uk.

02What information I collect

I only collect what I need to look after you and run my business. Depending on how you work with me, this may include:

• Contact details: your name and email address when you sign up to my monthly letter, join a waiting list, book or buy something, or get in touch.
• Booking and payment details: what you've booked or bought, and the date and amount. Payments are handled securely by Stripe, so I never see or store your full card details.
• Information you share in sessions and readings: the questions you bring, notes from our sessions, recordings and written summaries where they're part of your service, and anything you choose to share with me about your life.
• Membership and course information: your login details and progress in my membership and course area.
• Email engagement: whether you open my emails and which links you click.
• Messages: anything you send me by email or Instagram direct message.

Some of what you share in coaching or readings may be personal or sensitive, for example about your health, wellbeing or relationships. I only use this to support you, I keep it confidential, and you're always in control of what you share.

03How and why I use your information

• To provide the services you've booked or bought, including sessions, readings, recordings, courses and membership access. The lawful basis is that it's necessary for our contract.
• To send you my monthly Letter From The Universe and other emails about my work, offers and events. The lawful basis is your consent, which you give when you sign up. You can unsubscribe at any time using the link at the bottom of every email.
• To send you course and waiting list updates you've asked for, such as Reiki course dates. The lawful basis is your consent.
• To understand which emails are useful, by seeing whether emails are opened and links are clicked. The lawful basis is my legitimate interest in sending emails people actually want, and you can unsubscribe at any time.
• To reply to your messages and questions. The lawful basis is my legitimate interest in responding to you, or taking steps at your request before you book.
• To keep financial records and meet my legal and tax obligations. The lawful basis is legal obligation.
• Sensitive information you share in sessions is used only with your explicit consent and only to support you.

I will never sell your information, and I don't use it to make automated decisions about you.

04Who I share it with

I use trusted services to run my business. They only use your information to provide their service to me and must keep it secure:

• ActiveCampaign: sends my emails and manages my mailing list, including email open and click tracking.
• Squarespace: hosts my website and its pages and forms.
• Stripe: processes payments securely.
• Calendly: manages bookings, including your name, email and appointment details.
• Zoom: hosts online sessions and readings, including recordings where they're part of your service.
• MemberVault: hosts my membership and course area.

I may also share information if the law requires me to, or with professional advisers such as my accountant.

05International transfers

Some of these services are based in the United States or store information outside the UK. Where that happens, your information is protected by recognised safeguards, such as the UK Extension to the EU-US Data Privacy Framework or the UK International Data Transfer Agreement and standard contractual clauses.

06How long I keep your information

• Mailing list: until you unsubscribe. After that I keep only your email address on a suppression list, so I don't email you again by mistake.
• Client information (session notes, recordings, summaries and your contact details): while you're a client, then securely deleted once you're no longer working with me.
• Membership and course access: while your access is active, then deleted.
• Financial records such as invoices and payment records: kept for six years, as UK tax law requires.

07Cookies and website data

My website is hosted by Squarespace, which uses cookies to make the site work, keep it secure and show basic visitor statistics. When you load my pages, your browser may also connect to Google Fonts and ActiveCampaign so the fonts display and sign-up forms work. You can control or block cookies in your browser settings.

My monthly letter has a journal space. Anything you write there is saved only on your own device, in your browser. It's never sent to me and I can't see it.

08Your rights

Under UK data protection law, you have the right to:

• ask for a copy of the information I hold about you
• ask me to correct anything that's wrong
• ask me to delete your information
• object to or ask me to limit how I use it
• ask for your information in a format you can take elsewhere
• withdraw your consent at any time, for example by unsubscribing

To use any of these rights, email Charlotte@charlotteyates.co.uk. There's no charge, and I'll reply within one month.

09Keeping your information safe

I use secure, password protected systems with trusted providers, and I only keep what I need. Session recordings and notes are shared only with you.

10Children

My services are for adults aged 18 and over, and I don't knowingly collect information from anyone under 18.

11Complaints

If you're unhappy with how I've handled your information, please talk to me first at Charlotte@charlotteyates.co.uk and I'll do my best to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or by calling 0303 123 1113.

12Changes to this policy

I may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.