Privacy Policy
Your privacy is important and you can be confident that your personal information will be kept safe and secure in line with GDPR regulations. This document outlines how that information is used, who we may share that information with and how we keep it secure. This notice does not provide exhaustive detail. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to hello@zenbyzara.com
We keep our Privacy Notice under regular review. This Privacy Notice was last reviewed in October 2024.
1. What We Do
Zen by Zara’s primary function is to attain the highest standards of integrity, knowledge, competence, and professional practice, in order to protect the client’s interests. Zen by Zara provides coaching and nutritional therapy services to clients to improve their health and well-being through dietary and lifestyle changes. We focus on preventative healthcare and the optimisation of physical and mental health. The basis of work is person-centred, which means it has a core of respect for you, the client, and a belief that you have the capacity for growth, well being, and integrity.
2. How We Obtain Your Personal Data
Information provided by you
You provide us with personal data in the following ways:
By completing an intake questionnaire
Through email, over the telephone or by post
By taking credit card and online payments
This may include the following information:
Basic details such as name, address, contact details and next of kin
Details of contact we have had with you such as referrals and appointment requests
GP contact information
Health information including your previous medical history, dietary, lifestyle, supplements, test results, clinic notes and health & wellness plans
We use this information to provide you with direct healthcare. This means that the legal basis of our holding your personal data is for legitimate interest.
3. How we use your personal data
We will never pass on your contact details to any third party organisations for the purposes of sales, marketing or research.
We undertake at all times to protect your personal data in a manner which is consistent with the requirements of the General Data Protection Regulation (GDPR) concerning data protection. We will also take reasonable security measures to protect your personal data storage.
We care about being fair and treating your data with care because we are committed to 'doing the right thing.'
Coaching & Counselling is about 'doing the right thing for others.' This is what drives all our work and our 'doing the right thing' consideration extends to how we treat your information.
So when it comes to the way we communicate with you and handle your data, we want nothing to come as a surprise to you.
4. Do you share my information with other organisations?
We will keep information about you confidential and do not sell personal information - like your name, email address, and payment information - to anyone. We will only disclose your information to third parties in the instance of functional testing where the labs require your information to process the results.
5. How long do you hold confidential information for?
All records held by Zen by Zara will be kept for no longer than is necessary to provide the services you’ve requested and we've promised. How long we keep your data for varies depending on the service you use. Following completion of your healthcare we retain your personal data for the period defined by our professional association BANT and registrant body, the CNHC. This enables us to process any complaint you may make. In this case the legal basis of our holding your personal data is for contract administration. Our need to use your personal information will be reassessed on a regular basis and information which is no longer required will be disposed of.
6. What safeguards are in place to ensure data that identifies me is secure?
We only use information that may identify you in accordance with GDPR. This requires us to process personal data only if there is a legitimate basis for doing so and that any processing must be fair and lawful.
We also ensure the information we hold is kept in secure locations, restrict access to information to authorised personnel only, protect personal and confidential information held on equipment such as laptops with encryption (which masks data so that unauthorised users cannot see or make sense of it). We ensure external data processors that support us are legally and contractually bound to operate and prove security arrangements are in place where data that could or does identify a person are processed.
Zen by Zara is registered with the Information Commissioner’s Office (ICO) as a data controller and collects data for a variety of purposes. A copy of the registration is available through the ICO website (search by business name).
7. What are your rights?
Every individual has the right to see, amend, delete or have a copy, of data held that can identify you, with some exceptions. You do not need to give a reason to see your data.
You can access your account information online via your client portal.
You have the right, subject to exemptions, to:
Delete your information
Correct or update your information where it is no longer accurate
We do not carry out any automated processing, which may lead to automated decisions based on your personal data.
8. Website technical details
Forms
We do booking forms on our website which has a number of built-in features to help ensure privacy. We also aim to use secure forms where appropriate.
In compliance with EU legislation, the following table lists the use of cookies on this web site:
Cookie name
AcceptCookies
Purpose: This is used to store whether you have agreed to receive cookies. Persistent for one year.
Google Analytics, _utma, _utmb, _utmc, _utmz
Purpose: These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.
Cookies are small. We do not make use of cookies to collect any private or personally identifiable information. The technical platform of this website uses cookies solely to aid the proper technical functioning of the website. The cookies used contain random strings of characters alongside minimal information about the state and session of the website – which in no way collects or discloses any personal information about you as a visitor.
Advanced areas of this site may use cookies to store your presentation preferences in a purely technical fashion with no individually identifiable information. Note also our statement on analytics software below – as analytics software also uses cookies to function.
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org
To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout
9. Analytics
Like most websites, we make use of analytics software in order to help us understand the trends in popularity of our website and of different sections. We make no use of personally identifiable information in any of the statistical reports we use from this package. We use an analytics package called Google Analytics who provide details of their privacy policy on the Google website.
10. Complaints
If you have a complaint regarding the use of your personal data then please contact us by emailing hello@zenbyzara.com and we will do our best to help you.
If your complaint is not resolved to your satisfaction and you wish to make a formal complaint to the Information Commissioner’s Office (ICO), you can contact them on 01625 545745 or 0303 1231113.