Privacy

Privacy Policy

Energy Gardener® ("the Company") is committed to protecting the privacy and personal data of our clients, website users, and subscribers. This Privacy Policy explains how we collect, use, and store your information in compliance with UK GDPR and other applicable data protection regulations.

1. Information We Collect

We collect information that you provide directly to us when you:

• Register for a session, workshop, event, or course

• Make an enquiry or sign up for a mailing list

• Complete a form, feedback survey, or intake questionnaire

• Purchase services or products

• Communicate with us via email, phone, or other channels

This may include your name, email address, mailing address, phone number, demographic details, health-related information (for therapeutic purposes), and any other details you choose to share.

Non-personal information, such as browser type, operating system, and IP address, may also be collected automatically through the use of cookies or standard server logs.

2. Therapeutic Records and Supervision

Therapeutic notes are collected to provide personalised, safe, and ethical services. These notes may be discussed anonymously with clinical supervisors to ensure high standards of care. Supervisors are bound by confidentiality agreements.

In line with professional guidelines, client records are retained securely for a period of 7 years after your final session, after which they will be permanently destroyed.

However, anonymised notes may be retained indefinitely for reflective practice, training, or internal case study development, including the analysis of root cause patterns across client experiences. These notes will be de-identified and will never contain names or directly traceable details. Public-facing use of direct case material will only occur with explicit consent.

Energy Gardener® also works with high-profile individuals and publicly known figures. In such cases, enhanced care will be taken to ensure anonymity and discretion. Any reference to such work in reflective materials, supervision, or anonymised documentation will be fully de-identified and handled with the highest standards of confidentiality and privacy protection.

Please be aware that identifying data may be present in the intake process when your personal information and presenting issue are submitted together. This can happen via Google Forms (used for intake forms), Calendly (during enquiry calls), and direct email communication. If you have any concerns about sharing sensitive information electronically, you are welcome to withhold it and instead share it directly during a face-to-face session. In these instances, your information will be recorded in non-electronic form and stored safely offline.

3. Use of AI in Practice

AI technologies are integrated across several tools and platforms used in the Energy Gardener® business, including those that support note-taking, client management, communication, and reflection. These tools may process client data as part of their operation. Every reasonable effort is made to anonymise or limit identifying information where possible, particularly in therapeutic notes and reflective material.

However, full control over third-party AI processing cannot be guaranteed. If you have concerns about how AI-supported tools might process your data, please contact [email protected] before booking. We will explore alternative arrangements to protect your privacy wherever feasible.

If you have concerns about the use of AI in your session documentation, please contact [email protected] before booking. We will do our best to find a suitable alternative where possible.

4. Data Sharing and Safeguarding

Your personal information will not be sold, rented, or shared with third parties for marketing purposes.

Information may be disclosed if:

• Required by law, regulation, or court order

• There is a safeguarding concern, such as risk of serious harm to self or others

• You provide explicit written consent to share information with a third party

5. Children and Young People

We do not knowingly collect data from individuals under the age of 16. If you are aged 16 or under, you must have permission from a parent or guardian before sharing any personal information.

6. Data Storage and Security

All data is stored securely in password-protected digital systems or locked physical storage, depending on the format and context of collection. Access is restricted to authorised personnel only. We use technical and administrative safeguards to protect your personal information from unauthorised access, loss, misuse, or alteration.

Despite these efforts, no data transmission over the internet can be guaranteed as fully secure. By using this Site and submitting information, you accept this risk.

7. Cookies and Website Analytics

We use cookies and analytics tools to understand how users interact with our website. Cookies help improve functionality and user experience. You can control your cookie preferences through your browser settings.

Our website is hosted on Kajabi®, which may also use cookies. Please refer to their policies at www.kajabi.com/policiesfor full details.

8. Your Rights

You have the right to:

• Access the personal data we hold about you

• Request corrections or updates to inaccurate information

• Request deletion of your personal data (subject to legal or professional requirements)

• Withdraw consent at any time

To exercise these rights, please contact [email protected] with the relevant request in the subject line (e.g. "Delete My Information").

9. International Data Transfers

Your information may be processed in countries outside of the UK and EU, including through our use of secure third-party platforms. We ensure appropriate safeguards are in place to protect your data in line with UK GDPR.

10. Updates to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page. We recommend reviewing this policy periodically to stay informed.

Last Updated: 27 July 2025

If you have any questions, concerns, or complaints about this Privacy Policy or how your data is handled, please contact:

Email: [email protected]
Post: Energy Gardener, c/o Unit 4, Tollerton Hall, Tollerton, Nottingham, NG12 4GQ