Your personal data

We are committed to safeguarding the privacy of our website visitors and our service users. In this notice we explain how we will handle your personal data.

We operate under the jurisdiction of England and Wales law. To avoid unintentional breaching of the laws of other countries, services can only be offered to clients in the United Kingdom.

What we need

Natalie Young T/A Aurora Mind and Body will be the ‘controller’ of the personal data you provide to us. We collect basic personal data about you which may include name, address, phone number and email. It may also include special types of information such as next of kin, age, exercise frequency, mental and physical health-related information, situational information (e.g. marital status, number of children, location etc.) We also collect information about how you found us. As with most websites, your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use may be collected.

Why we need your information

We need to collect your basic personal data such as name, email address and telephone number in order to book you onto classes, arrange one-to-one sessions and communicate with you about any classes or sessions you have booked with us. We collect special types of information such as age, exercise frequency, next of kin and health-related information as part of our health questionnaire (all yoga activities) and next of kin, mental and physical health-related information and situational information as part of our therapeutic questionnaire (hypnotherapy and therapeutic yoga). Next of kin details are collected to ensure we have a contact name in the event of an emergency. Health-related information such as medical conditions and medications, age and exercise frequency is collected to tailor classes and sessions to your needs and provide you with exercise modifications if required (all yoga services). Situational, GP and mental/physical health information is collected as it’s important that we know about your personal situation in order to provide you with high quality hypnotherapy services (hypnotherapy and therapeutic yoga). For all services, we collect information about how you found our business in order to gauge the effectiveness of our marketing. As with most websites, we monitor our website statistics and IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views, website navigation paths, timing, frequency and pattern of your service use is collected through WordPress analytical plugins for this purpose.

We will not collect any personal data that we do not need in order to provide our services to you.

What we do with your information

All the personal data we process is processed in the UK. However, for the purposes of IT hosting and our email systems, information may be located on servers within the European Union. By using VSee, Skype or Facetime in the online therapy clinic, information may be transmitted outside the European Union. As per the notices on our website, all class bookings are handled by our third party provider, Bookwhen (Bookwhen privacy policy) and all payment services are handled by PayPal (PayPal privacy policy).

We do all we can to ensure our website and computer systems are secure, however, due to the nature of how the internet works, it is possible that any personal data you submit through a website, via email or through any other online services may be available via the internet around the world. We cannot prevent the use (or misuse) of such personal data by others, nor can we be held responsible for any viruses. By choosing to submit personal data electronically you acknowledge this risk.

For all services, all forms and notes are stored confidentially in paper form. An administrator of Aurora Mind and Body, fully briefed on the rules of confidentiality, may have access to client records for the purpose of notifying you in the event your therapist/teacher becomes temporarily or permanently unavailable and is unable to inform you themselves.

For hypnotherapy and therapeutic yoga, therapy notes are kept separately from personal details and therapy notes are also recorded in such a way to protect identity. Details of your case may also be discussed anonymously with my supervisor.

No other third parties have access to personal data unless the law allows them to do so. For example, disclosure of information may occur if an order is made by a Coroner, Crown or High Court Judge or if NSHPM, REPs or CNHC codes of ethics require it (i.e. disclosure may be ethically necessary if I believe your safety or the safety of others is at risk or if you tell me a crime has been or is about to be committed).

In the case of telephone or online therapy clinic sessions, please also note that people around you may hear our conversation and we cannot guarantee confidentiality in this case. It is therefore recommended that any form of telephone or online therapy is received in a quiet, confidential space.

How long we keep your information

We are required to keep your data for a period of up to 8 years after your last class or session with us, after which time it will be destroyed. We will only retain your personal data for longer than 8 years where such retention is necessary for compliance with a legal obligation to which we are subject.

If you opt for your information being used for marketing purposes, it will be kept until you notify us that you no longer wish to receive information from us.

What we would also like to do with your data

We would like to use your name and email address to share news and blog posts with you, and to keep you informed about future offers and services. To receive marketing information, you must opt into our mailing list first. If you consent to us doing this, your name and email address will be stored with Mailchimp, a third party who manages email marketing lists (Mailchimp privacy policy). You can unsubscribe to this service at any time by clicking the ‘unsubscribe’ link in any of our marketing emails.

What are your rights?

If at any point you believe the information we process on you is incorrect, you can request to see it and have it corrected or deleted, upon supplying appropriate evidence of your identity. However, we may withhold personal information that you request to the extent permitted by law.

If you wish to raise a complaint on how we have handled your personal data, you can contact our Data Protection Officer, Natalie Young, on the contact details supplied on the website and she will investigate the matter.

If you are not satisfied with our response and believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO).

Cookie policy

This site uses cookies – small text files that are placed on your machine to help the site provide a better user experience. In general, cookies are used to retain user preferences, store information for things like shopping baskets, and provide anonymised tracking data to third party applications like Google Analytics. As a rule, cookies will make your browsing experience better. However, you may prefer to disable cookies on this site and on others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers.

Basic information about cookies

A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

We use cookies for the following purposes:

  • Authentication – we use cookies to identify you when you visit our website and as you navigate our website;
  • Security – we use cookies as an element of the security measures used to protect user accounts, including preventing fraudulent use of login credentials, and to protect our website and services generally
  • Analysis – we use cookies to help us to analyse the use and performance of our website and services

Cookies used by our service providers

Our service providers use cookies and those cookies may be stored on your computer when you visit our website.

We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google’s privacy policy is available here.

Managing cookies

Blocking all cookies will have a negative impact upon the usability of many websites.

If you block cookies, you may not be able to use all the features on our website.

Amendments to this privacy notice

We may update this notice from time to time by publishing a new version on our website. You should check this page occasionally to ensure you are happy with any changes. We may also notify you of changes to this policy by email, through our website or through social media.