Business operator: HARMONY MEDITATION LTD, trading as Harmony Meditation.
Registered in England and Wales. Company number: 16890686.
Registered office: 49 Westacott Close, London, United Kingdom, N19 3LE.

Contact: hello@harmonymeditation.co.uk

Data Protection Policy & Privacy Notice

We collect information you provide when enquiring, booking or attending our services. This may include your name, contact details, booking and payment records, correspondence, coaching goals and relevant session notes. We only collect information needed for a clear purpose.

How we use your information

We use your information to:

Respond to enquiries and arrange sessions.
Deliver coaching and wellbeing services.
Manage subscriptions, payments and cancellations.
Keep necessary business records and handle complaints.
Send promotional messages where you have opted in.

We rely on contractual necessity to arrange and deliver services, legal obligations for required records, and legitimate interests for proportionate business administration and security. We assess those interests against your privacy rights. Where we rely on consent, you may withdraw it at any time.

Sensitive information
Information about health or other sensitive matters receives additional protection. Before collecting or recording it, we identify an appropriate lawful basis and an additional legal condition for handling sensitive data. Where we rely on explicit consent, we request this separately. Please avoid sharing sensitive information that is unnecessary for your sessions.

Confidentiality and online sessions
Private sessions are treated confidentially. We do not record sessions without your explicit consent. Any proposed recording will have a stated purpose and retention period.

We may disclose necessary information where legally required or where a lawful safeguarding disclosure is needed to address a serious concern.

Service providers and sharing
We use IONOS for our website, Setmore for bookings and Zoom for online sessions. We also use payment, email and storage providers to support our services. The payment provider is identified during checkout. Contact hello@harmonymeditation.co.uk for further details about the providers handling your information. They receive only the information needed for their role. We do not sell personal information.

Where providers transfer information outside the UK, we check that an appropriate transfer mechanism and any required safeguards are in place. See the section below for further information.

Details of relevant transfers and safeguards

Harmony Meditation uses online services to support bookings, payments, emails and coaching sessions, including Zoom. Depending on the provider, personal information may be processed outside the United Kingdom.

Where an international transfer occurs, we must ensure it is covered by UK adequacy regulations or appropriate safeguards, such as the UK International Data Transfer Agreement or the UK Addendum to EU Standard Contractual Clauses.

Please contact Harmony Meditation through our website to request further information about international transfers and copies of the relevant safeguards.

Security

We protect information through appropriate access controls, secure storage and account security. Access is limited to people who need it for their work. We assess suspected data breaches promptly and notify the regulator and affected individuals when legally required.

How long we keep information

Harmony Meditation keeps personal information only for as long as necessary.

Our retention periods

Enquiries that do not become bookings: 12 months after our last contact. Coaching notes and client records: Up to 6 years after your final session or the end of your subscription, whichever is later, where necessary for insurance, complaints or legal claims. We review records regularly and delete information sooner when it is no longer needed.

Payment and accounting records: We retain records for at least five years after the 31 January Self Assessment submission deadline for the relevant tax year. Records may be kept longer where HMRC requires this or an enquiry or dispute remains unresolved.

We securely delete or anonymise information when it is no longer needed. Necessary records may be retained longer for legal obligations or unresolved disputes.