PRIVACY POLICY
1. Who we are
TheraFit London Ltd (“TheraFit London”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.
We provide psychology-led performance programmes combining psychological expertise and structured movement to help professionals manage sustained pressure, emotional regulation, physical tension and recovery. Our services include individual consultations and assessments, executive programmes and corporate partnerships.
This Privacy Policy explains how we collect, use, store and share personal information when you visit our website, contact us, enquire about our services, participate in a programme or otherwise interact with us.
For the purposes of UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, TheraFit London Ltd is the data controller for the personal information it processes, unless we explain otherwise.
Contact details
Email: hello@therafitlondon.co.uk
Telephone: 0207 916 4848 / 0773 333 2425
Clinic: 5–15 Cromer Street, King's Cross, London, WC1H 8LS.
Registered company details: [Insert registered company number and registered office address before publication.]
2. What personal information we collect
The information we collect depends on how you interact with us and which services you use.
Information you provide directly
This may include:
Your name and contact details, including your email address and telephone number.
Information you provide when submitting an enquiry or requesting a confidential consultation.
Information needed to arrange appointments, assessments or programmes.
Information contained in correspondence with us, including feedback and questions.
Payment and invoicing information where you purchase our services.
Information you provide when subscribing to our mailing list.
Please only provide information that is relevant to your enquiry or the service you are requesting.
Psychological, health and physical assessment information
Where relevant to the service requested, we may collect information about your psychological wellbeing, experiences of work-related pressure, stress, emotional regulation, physical tension, movement, recovery and other health-related matters.
This information may be provided by you during a consultation or assessment, or recorded as part of the service you receive.
We collect such information only where it is relevant and necessary for the purpose for which it is obtained. We take particular care with information that may constitute special-category personal data under data protection law, including information concerning health.
Please do not submit detailed psychological or medical information through a general website enquiry form unless it is specifically requested through an appropriate process.
Information collected through our website
When you visit our website, we or the service providers supporting the website may collect certain technical and usage information, where applicable. This may include:
Internet Protocol (IP) address.
Browser type and device information.
Pages visited and interactions with the website.
Approximate usage and session information.
Cookie and consent preferences.
The information collected depends on the website features, cookies and analytics tools in use and your privacy choices.
3. How we use your personal information
We use personal information only for purposes that are lawful, fair and relevant to our business.
These purposes may include:
Responding to enquiries. To answer questions, respond to requests for consultations and provide information about our services.
Providing our services. To arrange and deliver individual assessments, executive programmes, movement-related services and corporate programmes.
Supporting participants. Where relevant, to understand individual needs, plan the service being provided, communicate with participants and maintain appropriate service records.
Managing corporate partnerships. To communicate with organisations, arrange programmes, administer contracts and provide agreed programme reporting.
Administration and payments. To manage appointments, invoices, payments, accounting and business records.
Improving our website and services. To understand website usage, assess performance and improve the information and services we provide, subject to applicable cookie and data protection requirements.
Marketing communications. To send information about our services, articles, programmes or events where we are permitted to do so and, where required, have obtained your consent.
Legal and regulatory obligations. To maintain appropriate records, respond to lawful requests and establish, exercise or defend legal claims where necessary.
We do not use personal information for purposes that are incompatible with the purpose for which it was collected without an appropriate lawful basis and, where required, informing you or obtaining your consent.
4. Our lawful bases for processing personal information
Under the UK GDPR, we must have a lawful basis for processing personal information. Depending on the circumstances, this may include:
Contract: where processing is necessary to enter into or perform a contract with you.
Legitimate interests: where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and interests.
Legal obligation: where we need to comply with a legal requirement.
Consent: where you have freely agreed to a specific use of your information and consent is the appropriate lawful basis.
We determine the appropriate lawful basis according to the purpose of the processing. We do not assume that consent is the appropriate basis for every activity.
Where we process health information or other special-category personal data, we must also meet an applicable additional condition under Article 9 of the UK GDPR and, where relevant, the Data Protection Act 2018.
The applicable condition depends on the nature and purpose of the processing. We will identify and document the relevant condition for the information we process.
Where we rely on consent, you may withdraw it at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.
5. Confidentiality and individual assessments
We recognise that people who approach TheraFit London may share personal information about demanding work, stress, emotional responses, physical experiences and other matters they consider private.
We treat this information with care and restrict access to people who need it for an appropriate and authorised purpose.
Information collected during an individual consultation or assessment is used for the service requested and related legitimate administrative purposes. We do not routinely share identifiable assessment findings with an employer, business partner or other organisation simply because that organisation has paid for a programme or introduced a participant to us.
Confidentiality is not absolute in every circumstance. Information may need to be disclosed where required or permitted by law, where necessary to protect vital interests, or in other circumstances permitted by applicable law. Any disclosure will be considered carefully and limited to what is appropriate.
Where relevant, we explain the scope and limits of confidentiality before an assessment or programme begins.
6. Corporate partnerships and employer-funded programmes
TheraFit London works with organisations and professionals in demanding sectors, which may include law, finance, technology and executive leadership.
Where an organisation commissions or pays for a programme, we may process information about its representatives, programme participants and relevant contacts to administer and deliver the agreed services.
The information shared with an organisation will depend on the contractual arrangements, the nature of the programme and the information participants have been told about.
Where appropriate, organisations may receive attendance information, programme administration details or aggregated findings about participation and outcomes. We will take reasonable steps to ensure that reporting does not identify individual participants where it is intended to be anonymous.
We will not assume that an employer is entitled to an individual's psychological assessment notes, health information or personal disclosures simply because it funds the service.
Any sharing of identifiable participant information will require an appropriate lawful basis and must be consistent with applicable confidentiality obligations and the information provided to participants.
Where appropriate, responsibilities for handling personal information will be set out in the relevant corporate agreement.
7. Who we share personal information with
We do not sell personal information to third parties.
We may share personal information where necessary with the following categories of recipients:
Website and hosting providers: including Wix, which provides the platform used to operate our website.
IT and communications providers: where necessary to manage business communications, website enquiries and service delivery.
Booking and service administration providers: where used to arrange appointments and administer programmes.
Payment, accounting and professional service providers: where required for payments, financial administration, legal advice or other legitimate business purposes.
Corporate clients: where sharing is necessary and appropriate under an agreed programme or contract, and the disclosure is lawful.
Public authorities and legal representatives: where disclosure is required by law or is otherwise permitted and justified under applicable law.
We limit access to personal information to what is necessary for the relevant purpose. Where service providers process personal information on our behalf, we take appropriate steps to ensure that suitable data protection arrangements are in place.
The precise providers involved depend on the systems and services we use.
8. Website hosting, cookies and analytics
Our website is hosted on the Wix platform. Wix and other providers supporting the website may process certain information as part of their services.
Our website may use cookies and similar technologies to support its operation, remember preferences, measure website performance and understand visitor activity.
Where applicable, we may use analytics services, including Google Analytics, to understand how visitors use our website and identify opportunities to improve it.
Non-essential cookies and similar technologies will be used in accordance with applicable legal requirements and your consent choices. Where consent is required, these technologies should not be activated before the necessary consent is obtained.
You can manage your cookie preferences through the cookie controls provided on our website, where available. You can also manage cookies through your browser settings, although disabling certain cookies may affect website functionality.
The information collected through analytics depends on the configuration of the relevant tools and the consent choices you make. We do not promise that all analytics information is anonymous unless this has been verified.
For further information, please refer to our cookie information and the cookie settings available on our website.
9. Mailing lists and marketing communications
If you subscribe to our mailing list, we may use your email address to send information about TheraFit London, our programmes, services, articles and relevant updates.
We will send marketing communications only where permitted by applicable data protection and electronic marketing laws.
Where consent is required, we will ask you to opt in. You may unsubscribe at any time by using the unsubscribe link in a marketing email, where provided, or by contacting us at hello@therafitlondon.co.uk.
Unsubscribing from marketing will not prevent us from sending essential administrative communications relating to a service you have requested or purchased.
We will not sell your email address or use your subscription to authorise unrelated marketing by other organisations.
10. How long we retain personal information
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, taking account of legal, contractual, professional, accounting and business requirements.
Different types of information may need to be retained for different periods. For example:
Enquiries: for as long as necessary to respond, manage any follow-up and maintain appropriate business records.
Client and assessment records: for the period required by the nature of the service, applicable professional obligations, legal requirements and our documented retention policy.
Corporate programme records: for the duration of the relevant relationship and any additional period required for contractual, legal or accounting purposes.
Financial records: for the period required by applicable tax and accounting legislation.
Marketing records: for as long as you remain subscribed, together with limited information needed to record and respect an unsubscribe request.
Website analytics: according to the retention settings of the relevant analytics service and our configuration.
When personal information is no longer required, we will take appropriate steps to delete it or anonymise it securely, subject to any lawful reason for retaining it.
We will establish and maintain appropriate retention periods for each category of information we process.
11. How we protect personal information
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
These measures may include access controls, appropriate account security, restrictions on access to confidential records and the use of service providers with suitable security arrangements.
Access to personal and assessment information is limited to authorised individuals who need it for an appropriate purpose.
No method of electronic transmission or storage can be guaranteed to be completely secure. We therefore cannot promise absolute security, but we take appropriate steps to protect the information entrusted to us.
12. International transfers
Some of the providers supporting our website or business may process or store personal information outside the United Kingdom.
Where personal information is transferred internationally, we will ensure that the transfer is permitted under applicable data protection law and that any required safeguards are in place.
Further information about relevant transfers and safeguards may be requested by contacting hello@therafitlondon.co.uk.
13. Your data protection rights
Depending on the circumstances and applicable law, you may have the right to:
Request access to the personal information we hold about you.
Ask us to correct inaccurate or incomplete information.
Request the erasure of your personal information where the legal requirements are met.
Request restriction of processing in certain circumstances.
Object to processing carried out on the basis of legitimate interests or for direct marketing, where applicable.
Request the transfer of certain personal information to you or another organisation where the right to data portability applies.
Withdraw consent where processing is based on consent.
These rights are subject to applicable legal conditions and exemptions. For example, we may need to retain certain records to meet legal obligations or establish, exercise or defend legal claims.
To exercise your rights, contact us at hello@therafitlondon.co.uk. We may need to verify your identity before responding.
We will respond within the time limits required by applicable data protection law.
14. Complaints
If you have concerns about how we handle your personal information, please contact us first at hello@therafitlondon.co.uk so that we can consider and respond to your concerns.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
Website: https://ico.org.uk/
You can find information about your rights and how to make a complaint on the ICO website.
15. Links to other websites
Our website may contain links to external websites or third-party services.
We are not responsible for the privacy practices or content of websites that we do not operate. We encourage you to read the privacy policy of any external website you visit.
16. Changes to this Privacy Policy
We may update this Privacy Policy to reflect changes in our services, business operations, technology or legal obligations.
The latest version will be published on our website with an updated review date. Where required by law, we will provide additional information or notify affected individuals of material changes.
17. Contact us
If you have any questions about this Privacy Policy, how we process personal information or how to exercise your data protection rights, please contact:
TheraFit London Ltd
Email: hello@therafitlondon.co.uk
Telephone: 0207 916 4848 / 0773 333 2425
Clinic: 5–15 Cromer Street, King's Cross, London, WC1H 8LS.
Registered company number and registered office: [Insert verified details before publication.]