Privacy policy

We take your privacy seriously. This page explains what personal information we collect, why we collect it, who we share it with and how long we keep it. It also explains your rights and how to contact us.

This policy covers Plymouth Wellbeing Centre Limited, Plymouth Holistic Training Limited and the brands they run:

  • Plymouth Wellbeing Centre
  • Plymouth Holistic Training
  • Done Different (a trading name of Plymouth Holistic Training Limited)

Each brand has its own section below, so you can jump straight to the part that applies to you.

Who we are

There are two data controllers. Plymouth Wellbeing Centre Limited is responsible for the use of rooms and for treatments with Karen or Freyja. Plymouth Holistic Training Limited is responsible for training courses, learner records and the course mailing list, and for everything run under the Done Different name.

We follow the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Company details for both businesses are on our company information page.

Plymouth Wellbeing Centre

Plymouth Wellbeing Centre provides treatment rooms at Lynher House to self-employed holistic therapists under licence agreements. Karen and Freyja also offer treatments, which are booked through Karen.

If you are a therapist using a room

What we collect:

  • Your name, address, phone number and email
  • Your signed licence agreement
  • Copies of your insurance certificates and risk assessments
  • Records of payments and invoices
  • Any correspondence between us

Why we collect it and our lawful basis: to set up and manage your licence agreement (contract), to meet our insurance and health and safety duties (legal obligation), and to keep proper business records (legitimate interests).

Your own clients: you are an independent data controller for your own client records. Plymouth Wellbeing Centre does not hold, see or take responsibility for the personal information you collect from your clients. You must have your own privacy policy and follow data protection law yourself.

If you enquire about using a room

When you send us an enquiry about using a room we collect your name, contact details and the information you give us about what you are looking for. We store it in Fibery and use it to reply to you and discuss using a room (legitimate interests). If you do not go ahead, we delete your enquiry after 3 years.

If you book a treatment with Karen or Freyja

These treatments are booked through Karen using Acuity Scheduling.

What we collect:

  • Your name, email and phone number
  • Your appointment bookings and payment details
  • An online consultation form and any follow-up forms, completed through Jotform, which ask about your health, medical history and any conditions that affect your treatment

Why we collect it and our lawful basis: booking details are needed to provide your treatment (contract). Your health information is special category data. We only collect it with your explicit consent, which you give when you complete the consultation form. We need it to make sure your treatment is safe and suitable for you. You can withdraw your consent at any time, but we may not be able to treat you without it.

How long we keep it: consultation records are kept for 7 years after your last treatment, or until you turn 25 if you were under 18 when treated, and then securely deleted. This meets our insurer’s requirements.

Plymouth Holistic Training

Plymouth Holistic Training is a VTCT-accredited training school and a satellite centre of the Holistic Therapies Training Academy (HTTA).

If you are a learner

What we collect:

  • Your name, address, date of birth, phone number and email
  • Your course bookings and attendance
  • Assessment records, coursework and results
  • Case study documents, which may include details about the people you practise on
  • Payment and invoice records

Why we collect it and our lawful basis: to enrol you, deliver your course and assess your work (contract), and to register you with the awarding body and issue your certificate (legal obligation and contract). We keep financial records for tax purposes (legal obligation).

Under-18 learners: if you are under 18 we need consent from a parent or guardian before you enrol, and we will keep in touch with them about your course.

Your case study clients: when you write case studies you collect information about the people you practise on, including health details. You must get their explicit consent, use a first name or initials only where possible, and keep the information secure. We store case study documents on Google Drive and only use them to assess your work.

Who we share it with: we share learner details, assessment records and results with VTCT (the awarding body) and HTTA so your qualification can be verified and certified. They have their own privacy policies.

How long we keep it: learner records, including your coursework and portfolio, are kept on Google Drive for 3 years after your qualification is awarded, as required by VTCT, and then securely deleted. Please keep your own copy of your portfolio if you want one. Payment records are kept for 6 years as required by HMRC.

If you join our mailing list

If you sign up to hear about courses, we collect your name and email address. We use it to send you information about training courses, updates, offers and resources. Our lawful basis is your consent. You can unsubscribe at any time by clicking the link at the bottom of any email, and we will remove you promptly.

Done Different

Done Different is a trading name of Plymouth Holistic Training Limited. It offers coaching, courses and training, online and in Plymouth, through donedifferent.uk.

If you contact us or join our newsletter

We collect your name, email address and anything you tell us in your message. We use it to reply to you (legitimate interests) and, if you signed up, to send you news about courses, coaching and resources (consent). You can unsubscribe at any time by clicking the link at the bottom of any email.

If you take a course on our website

When you create an account we collect your name, email address and password (stored encrypted), plus your course enrolments, progress, quiz answers and any work you submit. We use this to give you access to your course, track your progress and issue certificates (contract).

If you are a coaching client

What we collect:

  • Your name and contact details
  • Your coaching agreement, completed through an online form
  • Your bookings and payment records
  • Brief session notes, which only ever use your first name and surname initial

Why we collect it and our lawful basis: to provide your coaching (contract). You may choose to tell us about your health or neurodivergence, for example ADHD. This is special category data, and we only record it with your explicit consent, so your coaching can be shaped around you.

If your workplace or school books training

We collect the contact details of the person who books, and the names of attendees where we need them to run the session or issue certificates (contract or legitimate interests).

Who we share your information with

We never sell your information. We only share it where we need to in order to run our services:

  • VTCT and HTTA, for learner certification (Plymouth Holistic Training only)
  • Our accountant, for financial records
  • Our insurer, if there is a claim
  • Regulators or the police, if the law requires it

We also use trusted software providers (called processors) to store and manage information on our behalf. They can only use your information under our instructions. These are:

  • Google Workspace (Gmail and Google Drive): email and document storage
  • Acuity Scheduling: bookings and payments
  • Jotform: online consultation, follow-up and enrolment forms
  • Fibery: our customer, student and coaching client records system, and room enquiries
  • Zoho Books: invoices and payment records for Plymouth Holistic Training and Done Different
  • Xero: invoices and payment records for Plymouth Wellbeing Centre
  • Brevo: our mailing lists and email newsletters, and sending emails from the Done Different website
  • Meta (Facebook, Instagram and WhatsApp Business): social media pages and messaging
  • Metricool: scheduling social media posts, and anonymous visitor statistics on the Done Different website
  • Peach: connects our WhatsApp Business account to tools that help us find, organise and reply to messages
  • Claude (Anthropic) and ChatGPT (OpenAI): AI assistants that help us organise our admin and review documents
  • WPVibe: lets our AI assistant help us update our websites
  • Hostinger and GoDaddy: website hosting and domain services. The Done Different website, including its online courses, is stored on our Hostinger hosting
  • Make: automatically passes signed practitioner agreements from Jotform into Fibery
  • Microsoft 365 (OneDrive): some older spreadsheets and records, which we are moving into Google Drive
  • Soundcore (Anker): transcribes recorded conversations, such as meeting notes. Permission will always be sought before any recording is made, and we keep personal details out of recordings
  • Canva, Notion and Todoist: content, planning and task management. These do not normally hold personal information about you

Some of these providers store or process information outside the UK, for example in the European Union, the United States or India. We only use providers that have data protection agreements and security measures in place to protect your information when it is transferred.

Where your information is stored

Your information is stored in the systems listed above, all of which are password protected and use two-step verification where available. We do not keep paper records. If a paper consultation form is used because the online form has not been completed, it is scanned to Google Drive and the paper copy is shredded.

How long we keep your information

  • Client consultation forms: 7 years after the last treatment, or until age 25 for under-18s
  • Learner records, coursework and portfolios: 3 years after the qualification is awarded
  • Coaching agreements and session notes: 6 years after your last session
  • Online course accounts: until you ask us to close your account, or 3 years after you last log in
  • Practitioner licence agreements, insurance and risk assessments: 6 years after the licence ends
  • Financial records: 6 years, as required by HMRC
  • Room enquiries that do not go ahead: 3 years
  • Mailing lists: until you unsubscribe
  • Other correspondence: 6 years after it has been dealt with

When we no longer need your information we delete it securely.

Your rights

You have the right to:

  • Ask for a copy of the information we hold about you
  • Ask us to correct anything that is wrong
  • Ask us to delete your information, where we no longer need it
  • Ask us to limit how we use your information
  • Object to us using your information for marketing
  • Withdraw your consent at any time, where consent is our lawful basis
  • Ask for your information in a format you can move to another provider

To use any of these rights, email hello@wellbeingplymouth.co.uk. We will reply within one month. We will not charge you unless your request is clearly unfounded or excessive.

Cookies and our websites

wellbeingplymouth.co.uk

This website does not use any analytics, advertising or tracking cookies, so you won’t see a cookie banner. Our fonts are stored on our own website rather than loaded from Google.

Some pages include content from other services: our map comes from OpenStreetMap, and our direction videos come from Vimeo, set to “do not track”. When a page with this content loads, the provider receives basic technical information, such as your IP address, so the content can be shown to you. Links to other websites, such as our practitioners’ booking pages, are covered by those websites’ own privacy policies.

donedifferent.uk

This website only uses the cookies it needs to work, such as keeping you logged in to your course. We use Metricool to count visits. It does not use cookies and only gives us anonymous, combined statistics, such as how many people visited a page.

Some features are loaded from other providers, such as our fonts (Google Fonts), share buttons (AddToAny) and accessibility tools. When a page loads, these providers receive basic technical information, such as your IP address, so the feature can be shown to you.

How to complain

If you are unhappy with how we have handled your information, please contact us first at hello@wellbeingplymouth.co.uk so we can try to put things right.

You also have the right to complain to the Information Commissioner’s Office (ICO):

  • Website: ico.org.uk
  • Phone: 0303 123 1113
  • Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Changes to this policy

We may update this policy from time to time. The latest version will always be on this page.

This policy was last updated on 13 October 2026.