Privacy Policy.

Effective Date: 27/07/2025

Last Updated: 27/07/2025

Angela Ross trading as Mindful Wellbeing is committed to protecting your personal information and respecting your privacy. This Privacy Policy explains what data I collect, how I use it, and your rights regarding the data I collect.

1. Who I Am

I am a sole practitioner offering counselling, yoga, and mindfulness services, both online and in-person. My website is hosted on Squarespace, I use Zanda for client bookings and note-keeping, and Stripe to process secure online payments.

For any privacy-related questions, you can contact me at:

angela@mindfulwellbeing.co.uk

2. What Information I Collect

I may collect and store the following personal information:

  • Contact details (name, email, phone number)

  • Booking information (via Zanda)

  • Payment information (via Stripe — see section 5)

  • Health or background information (voluntarily provided for therapy or wellbeing services)

  • Session notes (see section 6)

  • Communication data (emails or messages)

  • Website usage data (via Squarespace analytics or cookies)

3. How I Use Your Information

I use your information to:

  • Manage appointments and client records (via Zanda)

  • Communicate with you about sessions or services

  • Provide counselling, yoga, or mindfulness support

  • Process payments (via Stripe)

  • Maintain records for legal and professional compliance

  • Improve my website and services

I will never share, sell, or use your data for marketing with a third party.

4. Lawful Basis for Processing

In accordance with UK GDPR, I process your data under the following lawful bases:

  • Consent – for services you’ve agreed to receive

  • Contract – to provide and manage services

  • Legal obligation – to comply with safeguarding, tax, and recordkeeping requirements

  • Legitimate interest – to operate my practice responsibly and effectively

5. Online Payments (Stripe)

I use Stripe for secure online payments. Stripe processes your payment data directly through encrypted, PCI-compliant systems. I do not store or have access to your full payment details.

You can review their Privacy Policy for more information.

6. Counselling Notes & Confidentiality

If you attend counselling sessions, I will keep brief notes to support your therapeutic process. These notes:

  • Are stored securely within Zanda, a GDPR-compliant practice management platform

  • They are encrypted, password-protected, and accessible only by me

  • They do not contain unnecessary identifying information

  • Are held separately from payment and booking records (where possible)

I retain these notes for up to 6 years after the end of our work together, in line with BACP guidance, unless you were under 18 at the time, in which case notes may be retained until you turn 25.

You have the right to:

  • Request access to your notes

  • Ask for corrections to inaccuracies

  • Request deletion (though in some cases, legal or ethical obligations may override this)

I also receive regular clinical supervision to support ethical and safe practice; however, clients are not identified in these supervision discussions.

In the unlikely event of a data breach involving counselling records, I will notify the ICO (Information Commissioner’s Office) and affected clients where appropriate.

7. Data Security

Your data is stored securely across the platforms I use (Zanda, Stripe, Squarespace), each of which has its own encryption and security protocols in place. I also take additional steps such as:

  • Strong, regularly updated passwords

  • Encrypted local devices

  • Secure deletion of outdated files

8. Your Rights Under UK GDPR

You have the right to:

  • Access your data

  • Request correction or deletion

  • Withdraw consent at any time

  • Restrict or object to processing

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise these rights, please get in touch with me directly.

9. Cookies & Analytics

My website (via Squarespace) uses cookies to improve your experience and track anonymised usage data. You can adjust cookie settings in your browser or via the cookie banner on my website.

10. Policy Updates

This privacy policy may be updated periodically. Any significant changes will be posted on this page, along with the updated date.