Privacy Policy
KW Wellbeing
Last updated: March 2026
1. INTRODUCTION
Welcome to KW Wellbeing's privacy policy.
We respect your privacy and are committed to protecting your personal data. This privacy policy explains how we look after your personal data when you visit our website or use our online services, and tells you about your privacy rights and how the law protects you.
It contains important information on who we are, and how and why we collect, store, use and share your personal information. It also explains your rights in relation to your personal information and how to contact us or a supervisory authority in the event of a complaint.
We collect, use and are responsible for certain personal information about you. When we do so, we are subject to the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, and we are the 'controller' of that personal information for the purposes of those laws.
By providing us with your data, you confirm that you are over 13 years of age.
2. WHO WE ARE
Purpose of this privacy policy
This privacy policy aims to give you information on how we collect and process your personal data through your use of this website and our online platforms, including any data you may provide when you fill in a form, sign up to receive information from us, purchase a product or service, or take part in a challenge or programme.
This website is not intended for children and we do not knowingly collect data relating to children.
Please read this privacy policy alongside any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you, so that you are fully aware of how and why we are using your data. This policy supplements those notices and is not intended to override them.
Controller
Kate Wilson (trading as KW Wellbeing) is the controller and is responsible for your personal data. References to "we", "us" or "our" in this policy refer to KW Wellbeing.
If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact us using the details below.
Contact details
Business name: KW Wellbeing
Contact name: Kate Wilson
Email: [email protected]
Address: 50 Avenue Road, Clarendon Park, Leicester, LE2 3EB
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). However, we would appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.
Your duty to inform us of changes
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Third-party links
Our website and online platforms may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.
3. THE DATA WE COLLECT ABOUT YOU
Personal data means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you, grouped as follows:
• Identity Data – first name, last name, username or similar identifier, title, date of birth and gender.
• Contact Data – billing address, postal address, email address and telephone numbers.
• Financial Data – payment card details (processed securely via our payment provider; we do not store full card details ourselves).
• Transaction Data – details about payments to and from you and details of products and services you have purchased from us.
• Technical Data – internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our website and platforms.
• Profile Data – your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
• Usage Data – information about how you use our website, products and services.
• Marketing and Communications Data – your preferences in receiving marketing from us and your communication preferences.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as it does not directly or indirectly reveal your identity. For example, we may aggregate Usage Data to calculate the percentage of users accessing a specific feature.
Sensitive data
Some of our services involve health and wellbeing coaching. In order to deliver these services effectively, we may need to collect information about your health and lifestyle. This is classed as sensitive (special category) data under data protection law.
We require your explicit consent before processing any sensitive data. When you submit your details in relation to a health coaching service, we will ask you to confirm your explicit consent to this processing.
How is your personal data collected?
We collect data from and about you through the following methods:
• Direct interactions – you may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by phone, email or otherwise. This includes personal data you provide when you apply for our products or services, create an account on our platform, subscribe to our newsletter or programmes, request marketing, or contact us with feedback or enquiries.
• Automated technologies or interactions – as you interact with our website or online platform, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this data using cookies and similar technologies. Please see our cookie policy for more details.
• Analytics providers – we may receive Technical Data from analytics providers such as Google Analytics.
• Payment providers – we may receive Contact, Financial and Transaction Data from our payment processor (Stripe) when you make a purchase.
4. HOW WE USE YOUR PERSONAL DATA
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal or regulatory obligation.
• Where you have given us your consent — for example, to send you marketing communications. You have the right to withdraw consent at any time by contacting us at [email protected] or by clicking the 'unsubscribe' link in any of our emails.
Purposes for which we will use your personal data
PURPOSE: To register you as a new customer or subscriber
DATA: Identity; Contact
LAWFUL BASIS: Performance of a contract with you
PURPOSE: To process and deliver your order, manage payments and recover money owed
DATA: Identity; Contact; Financial; Transaction; Marketing and Communications
LAWFUL BASIS: Performance of a contract with you; Legitimate interests (to recover debts)
PURPOSE: To manage our relationship with you, including notifying you of changes to our terms or policy, and requesting reviews or feedback
DATA: Identity; Contact; Profile; Marketing and Communications
LAWFUL BASIS: Performance of a contract; Legal obligation; Legitimate interests (to keep records updated)
PURPOSE: To enable you to take part in a challenge, programme or survey
DATA: Identity; Contact; Profile; Usage; Marketing and Communications
LAWFUL BASIS: Performance of a contract; Legitimate interests (to develop our services)
PURPOSE: To administer and protect our business and website (including troubleshooting, maintenance and hosting)
DATA: Identity; Contact; Technical
LAWFUL BASIS: Legitimate interests (running our business, IT services, network security); Legal obligation
PURPOSE: To deliver relevant website content and measure the effectiveness of our communications
DATA: Identity; Contact; Profile; Usage; Marketing and Communications; Technical
LAWFUL BASIS: Legitimate interests (to develop our services and inform our marketing strategy)
PURPOSE: To use data analytics to improve our website, products, services and customer experience
DATA: Technical; Usage
LAWFUL BASIS: Legitimate interests (to keep our website updated and grow our business)
PURPOSE: To make suggestions and recommendations about goods or services that may be of interest to you
DATA: Identity; Contact; Technical; Usage; Profile
LAWFUL BASIS: Legitimate interests (to develop our products and grow our business)
Marketing
We strive to provide you with choices regarding how we use your personal data, particularly around marketing. Our lawful basis for sending you marketing communications is either your consent or our legitimate interests in growing our business.
Under the Privacy and Electronic Communications Regulations (PECR), we may send you marketing communications if you have made a purchase or asked for information about our goods or services, and you have not opted out of receiving such communications.
You will receive marketing communications from us if you have requested information from us, purchased goods or services from us, or signed up to one of our programmes or challenges — and in each case you have not opted out.
Third-party marketing
We do not share your personal data with any third parties for their own marketing purposes.
Opting out
You can ask us to stop sending you marketing messages at any time by clicking the unsubscribe link in any email we send you, or by contacting us at [email protected].
Please note that opting out of marketing will not affect personal data we hold as a result of a product or service purchase or other transaction.
Cookies
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our website or platform may become inaccessible or not function properly. For more information about the cookies we use, please see our cookie policy.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason that is compatible with the original purpose. If we need to use your data for an unrelated purpose, we will notify you and explain the legal basis that allows us to do so.
5. DISCLOSURES OF YOUR PERSONAL DATA
We may share your personal data with the following parties where necessary:
• Service providers who provide IT, payment processing, platform hosting and other services on our behalf. These include our online course and membership platform (Funnel Sketchers) and our payment processor (Stripe). All service providers are required to process your data only on our instructions and in accordance with the law.
• Professional advisers including lawyers, accountants and insurers, where necessary.
• HMRC, regulators and other authorities where required by law.
• Third parties involved in a business transfer — if we sell, transfer or merge any part of our business, the new owners may use your personal data in the same way as set out in this privacy policy.
We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
6. INTERNATIONAL TRANSFERS
Some of our third-party service providers are based outside the UK or European Economic Area (EEA). Where this is the case, we ensure that appropriate safeguards are in place to protect your personal data to the same standard as required under UK data protection law. These safeguards may include:
• Transferring data only to countries that have been deemed to provide an adequate level of protection by the UK Government or European Commission.
• Using contracts approved under UK or EU data protection law (such as Standard Contractual Clauses) with the relevant service providers.
If you would like further information about international transfers of your data, please contact us using the details in section
7. DATA SECURITY
We have put in place appropriate technical and organisational security measures to prevent your personal data from being accidentally lost, used, accessed, altered or disclosed in an unauthorised way. Access to your personal data is limited to those who have a legitimate business need to process it, and they do so subject to a duty of confidentiality.
We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator where we are legally required to do so.
8. DATA RETENTION
We will only retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements.
As a general guide:
• Basic information about customers (including Contact, Identity, Financial and Transaction Data) is retained for seven years after the end of the customer relationship, as required by HMRC for tax purposes.
• If you are a subscriber who has never made a purchase, we will retain your data for two years following your last engagement with us.
In some circumstances you can ask us to delete your data — see 'Your legal rights' below.
We may anonymise your personal data for research or statistical purposes, in which case we may use that information indefinitely without further notice to you.
9. YOUR LEGAL RIGHTS
Under UK data protection law, you have the following rights in relation to your personal data:
• Right of access – to request a copy of the personal data we hold about you.
• Right to correction – to request that we correct inaccurate or incomplete data.
• Right to erasure – to request that we delete your personal data in certain circumstances.
• Right to object – to object to us processing your personal data for direct marketing or where we rely on legitimate interests.
• Right to restrict processing – to request that we suspend processing of your personal data in certain circumstances.
• Right to data portability – to request a transfer of your personal data to you or a third party in a structured, commonly used, machine-readable format.
• Right to withdraw consent – where we rely on consent to process your data, you can withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before withdrawal.
To exercise any of these rights, please contact us at [email protected]. We may need to verify your identity before responding to your request.
You will not usually have to pay a fee to exercise these rights. However, we may charge a reasonable fee or refuse a request if it is clearly unfounded, repetitive or excessive.
10. CHANGES TO THIS PRIVACY POLICY
We may update this privacy policy from time to time. When we do, we will update the date at the top of this page. We encourage you to check this page periodically to stay informed about how we protect your data.