Privacy Policy
Last updated: 26 October 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. 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: hello@livingwellcollective.uk
We are registered with the Information Commissioner's Office (ICO), the UK's data protection regulator, reference ZC217617
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, and anyone who contacts us or visits our website. Contributors who deliver sessions for us have their own Contributor Privacy Notice.
What we collect, why, and our lawful basis
If you join the waitlist
What: your name and email address, given through our website or through a form on one of our Facebook or Instagram adverts.
Why: to tell you about our founding membership and launch, and to send you membership news.
Lawful basis: your consent. 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, date of birth, an emergency contact name and phone number, the address you will usually take part from, how you heard about us, your 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. Your date of birth confirms you are 18 or over. Your emergency contact and usual address are held so that if you become unwell during a live session, the named Living Well Collective contact for that session can pass them to the emergency services and call your emergency contact.
Lawful basis: performance of our contract with you. Keeping financial records is a legal obligation. Holding your emergency contact and address is in your vital interests.
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 there is, so we have deliberately designed our system so that we do not hold it.
What: when you join, you read our Health and Wellbeing Disclaimer and Waiver, including the health questions, and confirm by typing your name that you have read them and 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 the questions, and we do not hold a record of your medical history or health conditions.
At the start of a live session the contributor asks everyone to type their name into the session chat, along with anything they should know about, such as an injury or a recent illness. Only the contributor can see that chat and it is not saved.
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.
There is one situation where we keep a record. If what you tell a contributor, or any of us, suggests that you or someone else may be at risk of serious harm, it is passed to the person in our team responsible for safeguarding, and we keep a short written record of what was said, what we did and when. Only two people can see it. We keep it for 7 years and then delete it.
Lawful basis: to protect someone's life in an emergency, and safeguarding individuals at risk under the Data Protection Act 2018.
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.
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
Every live session on the timetable is recorded for the members' on-demand library, and the contributor tells you at the start. Members are muted while the recording is running, unless the contributor invites them to speak. If you speak or appear on camera while the recording is running, you may be in it, so keep anything about your own health or circumstances for the end of the session, when the recording is off.
You may choose to have your camera and microphone on during a session. If you do, you may appear in the recording. If you would rather not be in the recording, keep your camera and microphone off.
We encourage you to keep your camera on throughout. It means the host can see you and guide you in the best possible way, and if something goes wrong, they can see it straight away and call for help.
You are never recorded without knowing. Comments and chat are never published. If you said or appeared in 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
Acuity Scheduling — takes bookings for workshops, courses and one to ones
Zoom — hosts live sessions
Kit — sends our emails
Meta (Facebook and Instagram), which collects your details if you sign up through one of our adverts, and passes them to us
Google Workspace — our email and document storage
Squarespace — our website
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. For a workshop, course or one to one, the contributor runs the session on their own Zoom account and carries out their own screening before you take part, and they are responsible for what you tell them as part of that screening.
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.
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
Your joining confirmation: 7 years after your membership ends, and session attendance records: 7 years from the session, in case of a claim
Enquiries and correspondence: 2 years from the last message
Safeguarding records: 7 years from when they are made
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 hello@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 membership in full, 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 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 hello@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.