Privacy Notice

Nicola Salmon, Fertility Coach

Purpose of Privacy Notice

This privacy notice outlines how we process personal data in compliance with the General Data Protection Regulation 2016/679 (GDPR). GDPR enhances your rights as an individual and places greater responsibilities on organizations holding your personal data. One key aspect of this regulation is the right to be informed, which requires us to provide clear details about how we use, share, and store your personal information.

Who Are We?

Nicola Salmon is the data controller for NicolaSalmon.co.uk, which means we determine the purposes and methods of processing your personal data.

Whose Information Does This Privacy Notice Apply To?

This notice applies to the personal data of:

  • Clients;

  • Prospective clients;

  • Former clients;

  • Newsletter subscribers;

  • Visitors to our website;

  • Job applicants, current, and former employees.

What Is Personal Data?

Personal data relates to any information that identifies a living individual. Examples include contact details and appointment information. Special category data, a subset of personal data, includes information revealing racial or ethnic origin, religious beliefs, health data, and sexual orientation. Examples of special category data we may hold include notes related to client sessions.

How Do We Process Your Personal Data?

We comply with GDPR by:

  • Keeping personal data accurate and up to date;

  • Storing and disposing of it securely;

  • Collecting only the data necessary for specific purposes;

  • Protecting personal data from unauthorized access or misuse;

  • Implementing appropriate technical and organizational measures.

We use your personal data for the following purposes:

For Clients, Prospective Clients, and Former Clients:

  1. To manage appointments, using your name, address, phone number, and email.

  2. To send marketing materials with your explicit consent.

  3. To process inquiries or questionnaires submitted by email or online forms.

  4. To maintain attendance records for tax purposes or potential legal requirements.

  5. To identify clients accurately when necessary, using details like date of birth.

  6. To create and update records for session planning, progress tracking, and secure evidence for any legal matters.

  7. To document and provide referrals or additional advice to ensure appropriate care.

  8. To maintain accident records as required by UK Health and Safety legislation.

For Complaints:

When handling complaints, we create a file containing the complainant’s details. This information is used solely for processing the complaint and ensuring service quality. If anonymity is requested, we will strive to respect this, though it may limit our ability to address the complaint fully. Complaint-related data is retained for two years following closure.

For Newsletter Subscribers:

  1. We retain records of newsletter subscribers, with consent, for marketing purposes.

  2. We use a third-party provider, Mailerlite, to deliver newsletters and analyze engagement to improve content. For details, see Mailerlite’s privacy policy.

For Website Visitors:

  1. We use Google Analytics to gather anonymous data on visitor behavior for website optimization.

  2. We use cookies to enhance user experience. Cookies can be session-based or persistent for repeat visits.

Sharing Your Personal Data

Your data will be treated as confidential and shared only:

  • With third parties, with your explicit consent;

  • As required by law (e.g., to police or a court);

  • To protect life or in safeguarding cases involving children or vulnerable adults;

  • With legal or insurance professionals in the event of legal proceedings or claims.

For details on data sharing, see the Information Commissioner’s Office (ICO) guidance: https://ico.org.uk/for-the-public/

How Long Do We Keep Your Personal Data?

We retain personal data no longer than necessary. Client records are typically kept for seven years to comply with legal and professional requirements. You may request updates to your contact details at any time.

Your Rights and Your Personal Data

You have the following rights under GDPR:

  • To request access to the personal data we hold about you;

  • To request correction of inaccuracies in your personal data;

  • To request erasure of your data when it is no longer needed;

  • To withdraw consent for processing (where applicable);

  • To request data portability for transfer to another data controller;

  • To restrict or object to processing under certain conditions;

  • To be informed if your data is lost or compromised, and for us to notify the ICO promptly.

For more information, visit the ICO’s guidance: https://ico.org.uk/for-the-public/

Further Processing

If we intend to use your personal data for a purpose not covered by this notice, we will inform you and seek consent where necessary before commencing any new processing.

Contact Details

For any questions or to exercise your rights, contact us at: Email: nicola@nicolasalmon.co.uk

You can also contact the ICO: Phone: 0303 123 1113 Website: https://ico.org.uk/global/contact-us/email/ Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.