Privacy Policy
Last updated: 10 August 2026
This policy explains what personal information Living Well Collective collects, why we collect it, what we do with it, and the rights you have over it. We have tried to write it in plain English rather than legal language. If anything is unclear, please ask.
Who we are
Living Well Collective Ltd is the data controller. That means we are responsible for how your information is handled.
Company registered in England and Wales, number 17370478
Registered office: Cyn Coed, Maldon Road, Latchingdon, Chelmsford, Essex, CM3 6LF
Contact: operations@livingwellcollective.uk
We are registered with the Information Commissioner's Office (ICO), the UK's data protection regulator
We are not required to appoint a Data Protection Officer. Questions about this policy come to the address above.
Who this policy covers
This policy covers members, people on our waitlist, people who buy an individual workshop, course or session without being a member, contributors who deliver sessions for us, and anyone who contacts us or visits our website.
What we collect, why, and our lawful basis
If you join the waitlist
What: your name and email address.
Why: to tell you when we launch and to send you occasional updates beforehand.
Lawful basis: your consent. You confirm your subscription by clicking a link in an email, so we keep a record of when and how you consented. You can unsubscribe at any time using the link in any email we send.
If you become a member
What: your name, email address, membership and payment history, which sessions you book and attend, and anything you choose to post in our community spaces.
Why: to give you your membership, take payment, run the timetable, and let you take part in the community.
Lawful basis: performance of our contract with you. Some of it, such as keeping financial records, is a legal obligation.
Payment information
What: we never see or store your full card details. Payments are handled by Stripe, and we receive only a record that a payment succeeded or failed, together with the amount and date.
Lawful basis: performance of our contract, and legal obligation for keeping accounting records.
Health information
This is the most sensitive information we handle, so we have deliberately designed our system to collect as little of it as possible.
What: before taking part, you are asked to read our health questions and confirm that you are fit to take part. We keep that confirmation, together with your name and the date. We do not collect or store your answers to those questions, and we do not hold a record of your medical history or health conditions.
If you choose to tell a contributor something about your health before a session so they can keep you safe, that is a conversation between you and them. They are instructed not to write it down or keep a record of it.
Why: so that you can make an informed decision about whether an activity is suitable for you, and so we have a record that you were given the information.
Lawful basis: performance of our contract with you. Where any health information is held, we rely on your explicit consent under Article 9 of the UK GDPR, and you can withdraw that consent at any time.
If you contact us
What: your name, email address and whatever you write to us.
Why: to answer you and to keep a record of the conversation.
Lawful basis: our legitimate interest in responding to enquiries and running our business properly.
If you apply to be a contributor, or deliver sessions for us
What: your name, contact details, address, professional qualifications and awarding bodies, insurance details and certificates, first aid certification where relevant, your biography and photograph, and, once you are working with us, the payment details we need to pay you and a tax reference where the law requires us to hold one.
Why: to assess your application, to verify that you are properly qualified and insured, to pay you, and to meet our own legal and insurance obligations.
Lawful basis: performance of our contract with you, our legitimate interest in verifying qualifications so that members are safe, and legal obligation for tax and payment records.
Our website
What: our website uses cookies and similar technologies. Some are essential to make the site work; others help us understand how the site is used.
Lawful basis: essential cookies are necessary for the service. All other cookies are set only with your consent, which you give through the banner when you first visit and can change at any time. Our Cookie Policy explains this in detail.
Live sessions and recordings
Because we run live online sessions, it is worth being clear about how this works.
Every session is one of three kinds, and you are always told which before it begins:
Recorded sessions. Only the person presenting is seen and heard. You can watch and type in the comments, but you are not visible or audible to anyone, and you do not appear in the recording.
Live-only sessions. You may turn your camera on and speak, and other members can see and hear you. Nothing is recorded.
Partly recorded sessions. The teaching part is recorded and the recording is stopped before any discussion. The contributor says out loud when they have stopped recording.
You are always told at the start of a session whether it is being recorded. You are never recorded without knowing. Comments and chat are never published, even from a recorded session. If you have said something in a session and would like it removed, tell us and we will remove it.
Who we share your information with
We do not sell your information to anyone, and we never will.
We use a small number of trusted companies to run the business. They act on our instructions and are not permitted to use your information for their own purposes:
Mighty Networks — hosts our membership platform, community and session library
Stripe — processes payments
Google Workspace — our email and document storage
Squarespace — our website and email newsletters
Zoom — hosts some live sessions
Our accountant — prepares our accounts and tax returns
We also share information where we are legally required to, for example with HMRC, or where it is necessary to protect someone from serious harm.
Contributors see only what they need in order to deliver a session you have booked.
Information leaving the UK
Some of the companies above are based outside the United Kingdom, mainly in the United States. Where your information is transferred outside the UK, we make sure it is protected either by UK adequacy regulations or by the UK International Data Transfer Addendum, which are the mechanisms UK law provides for exactly this purpose.
Some of our contributors are based outside the UK. Where that is the case, the same protections apply, and they see only the minimum needed to deliver the session you have booked.
How long we keep it
Waitlist and marketing contacts: 24 months from the last time you opened, clicked or purchased, then deleted
Member account information: 12 months after your membership ends
Financial and payment records: 6 years from the end of the financial year, as company and tax law require
Health confirmations: 3 years from the session
Enquiries and correspondence: 2 years from the last message
Contributor records: 6 years after the working relationship ends
Community posts: deleted when your account is deleted
We keep a written retention schedule and review it. We do not keep information indefinitely simply because it might one day be useful.
Your rights
You have the following rights over your information, and exercising them is free:
Access — ask for a copy of the information we hold about you
Correction — ask us to correct anything that is wrong
Erasure — ask us to delete your information, where we do not have a legal reason to keep it
Restriction — ask us to pause using your information while something is being sorted out
Portability — ask for your information in a format you can take elsewhere
Objection — object to us using your information where we rely on legitimate interests
Withdraw consent — where we rely on your consent, you can withdraw it at any time
To exercise any of these, email operations@livingwellcollective.uk. We will respond within one month. If your request is unusually complex we may need longer, and we will tell you within that first month if so.
We may ask you to confirm who you are before we send you personal information, but we will not use that as a way of delaying things.
Automated decisions
We do not make any decisions about you by automated means, and we do not profile you.
Children
Living Well Collective is for adults aged 18 and over. We do not knowingly collect information about anyone under 18. If we discover that someone under 18 has joined, we will close the account, refund the unused part of their membership, and delete their information.
Keeping your information safe
We protect your information with two-factor authentication on our accounts, access limited to the people who genuinely need it, encryption in the services we use, and a deliberate policy of keeping personal information inside the systems that need it rather than copying it into documents and spreadsheets. We keep a written record of what we hold and why, and we log and review any incident.
No system is perfect. If something ever goes wrong that puts your information at risk, we will tell you and the ICO where the law requires it.
Complaints
If you are unhappy with how we have handled your information, please tell us first at operations@livingwellcollective.uk and we will do our best to put it right.
You also have the right to complain directly to the Information Commissioner's Office at any time:
Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Changes to this policy
If we change this policy in a way that materially affects you, we will tell you. The date at the top always shows when it was last updated.
Living Well Collective Ltd — company number 17370478 — Cyn Coed, Maldon Road, Latchingdon, Chelmsford, Essex, CM3 6LF.