Privacy Policy

Claire Williams trading as Your Soul Energy

Last updated: 10 October 2026

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1. Introduction

Your privacy matters to me. When you contact me, work with me, join a programme, attend a workshop or purchase something from me, you may share personal information. I take my responsibility to look after that information seriously.

This Privacy Policy explains what information I collect, why I collect it, how I use and protect it, how long I keep it and the rights you have over your personal information.

I process personal information in accordance with applicable UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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2. Who is responsible for your information?

I am Claire Williams, trading as Your Soul Energy, and I am the data controller responsible for the personal information collected through my business.

Business address:
1 Orville, Mallows Field
Halstead, Essex
CO9 2LL

Email: claire@yoursoulenergy.co.uk

Website: yoursoulenergy.uk

I am also developing my business under the Claire Williams name, including the website clairewilliams.co.

If you have any questions about how your information is used, please contact me using the email address above.

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3. What information do I collect?

The information I collect depends on how you interact with my business.

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Enquiries and general communication

When you contact me through my website, email, telephone, social media or another communication platform, I may collect:

• Your name

• Your email address and telephone number

• The content of your enquiry or message

• Any other information you choose to share with me

I use this information to respond to your enquiry and communicate with you about the services or information you have requested.

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One-to-one coaching and energy healing

When you become a client, I may collect:

• Your name and contact details

• Information provided on your consultation form

• Relevant health information, medical history and wellbeing concerns

• Information about your personal circumstances, experiences and goals

• Handwritten notes relating to our sessions

• Booking, payment and correspondence records

Some of this information may be classed as special category personal data under UK data protection law, particularly information relating to your health.

I only collect information that is relevant to providing my services safely, appropriately and effectively.

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Programmes, workshops, retreats and training

If you enrol in a programme, workshop, retreat or training course, I may collect:

• Your name and contact details

• Booking and payment information

• Information needed to organise and deliver the activity

• Relevant information you choose to share about your needs or circumstances

• Attendance and participation records

• Information required to issue certificates, where applicable

Where a programme includes online sessions or group communication, your name, image, voice or contributions may be visible or audible to other participants, depending on how you choose to participate.

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Purchases and payments

When you purchase a service or product, I may collect or receive information about your order, payment status, transaction reference, invoices and payment arrangements.

Payments may be processed through Wix Payments, GoCardless, PayPal or SumUp, depending on the service and payment method used.

The relevant payment provider handles payment details in accordance with its own privacy and security arrangements. I do not need to collect or store your full card details to process these payments.

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Newsletter subscriptions

When you subscribe to my newsletter, I collect your name, where provided, and your email address.

My newsletter mailing list is managed through MailerLite. Subscription information may also initially be collected through forms on my Wix website.

If you become a one-to-one client, my consultation form includes a separate choice asking whether you would like to receive my newsletter. You do not have to subscribe to receive my services.

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4. Why do I use your information?

I use personal information to:

• Respond to enquiries and requests

• Arrange appointments and provide coaching, healing and other services

• Deliver programmes, workshops, retreats, training and digital products

• Communicate important information about bookings and participation

• Create and maintain appropriate client records

• Process payments, invoices and payment plans

• Meet my accounting, tax and other legal obligations

• Manage my website and business systems

• Send newsletters and marketing emails where I have the appropriate permission or other lawful basis

• Respond to complaints, concerns or legal claims

I do not use confidential consultation information or session notes for marketing purposes.

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5. My lawful reasons for processing information

Under UK data protection law, I must have a lawful basis for using your personal information.

Depending on the circumstances, these may include:

Contract: Where processing your information is necessary to provide a service, programme or product you have requested or purchased.

Legal obligation: Where I must retain or process information to comply with legal requirements, including tax and accounting obligations.

Legitimate interests: Where I have a reasonable business need to process information, such as responding to enquiries, managing records, protecting my business or handling complaints, provided this does not override your rights and interests.

Consent: Where you have chosen to receive marketing communications or where consent is otherwise required.

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Sensitive personal information

Information about your health is given additional protection under UK data protection law.

Where I need to collect and use health information to provide my services, I will explain its purpose and seek your explicit consent to process that information.

This includes information provided in your consultation form and relevant information recorded in my handwritten session notes.

You may withdraw that consent at any time by contacting me. However, this will not affect processing already carried out lawfully, and I may still need to retain certain records where another lawful basis and applicable condition permit or require this.

I will not ask you to provide more sensitive information than is reasonably necessary for the services being provided.

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6. How I collect and store consultation forms and session notes

Consultation forms are completed electronically through Zoho Forms.

When I receive a completed form, I print it, check that the paper copy is complete and delete the electronic submission from my Zoho account.

Zoho may process and temporarily retain information in accordance with its own technical systems, security arrangements and retention policies.

My ongoing consultation records are paper-based. Your printed consultation form and my handwritten session notes are stored securely and are not routinely maintained as digital treatment records.

Access to these confidential records is restricted.

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7. How long do I keep your information?

I retain personal information only for as long as it is reasonably needed for the purpose for which it was collected, including any applicable legal, professional, insurance or contractual requirements.

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Consultation forms and session notes

I normally retain consultation forms and handwritten session notes for five years after our last session together.

Where a client was under 18 at the time of their sessions, I retain their records for five years after their 18th birthday.

These records are retained to maintain appropriate professional records and respond to concerns, complaints or legal claims that may arise.

Where there is a legal, insurance or other legitimate reason to retain records for longer, a different period may apply.

At the end of the relevant retention period, paper records are securely and confidentially shredded.

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Financial and payment records

Invoices, payment records and other relevant financial information are retained for the periods required by applicable tax and accounting rules.

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Payment agreements and business correspondence

Payment plan agreements, contractual correspondence and related business records are retained for as long as reasonably necessary for administering the agreement, resolving disputes and meeting legal obligations.

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Enquiries

Information relating to enquiries that do not lead to a booking or purchase is kept only for as long as reasonably necessary to respond and manage any appropriate follow-up.

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Newsletter subscriptions

I retain your newsletter subscription details while you remain subscribed.

You can unsubscribe at any time using the link included in my marketing emails or by contacting me directly. I may retain a limited record of your unsubscribe request to ensure that your preference is respected.

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8. How I protect your information

I take reasonable steps to protect the personal information entrusted to me.

These include:

• Secure storage of paper consultation forms and session notes

• Restricted access to confidential client information

• Using established service providers for website, payment, form and communication services

• Removing electronic consultation submissions from my Zoho account once they have been printed and checked

• Securely shredding paper client records when their retention period ends

• Taking appropriate steps to protect access to business accounts and electronic correspondence

Although I take information security seriously, no electronic transmission or storage system can be guaranteed to be completely secure.

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9. Who may have access to your information?

I do not sell your personal information.

I use external service providers to help operate my business. Depending on how you interact with me, these may include:

Wix: Website hosting, online forms, bookings, customer records, digital products and Wix Payments.

Zoho Forms: Electronic collection of consultation information.

MailerLite: Newsletter subscriptions and email marketing.

123 Reg: Business email services and storage of email correspondence.

GoCardless: Payment collection and instalment arrangements.

PayPal and SumUp: Payment processing where these methods are used.

Zoom: Online appointments, workshops, programmes and training.

WhatsApp: Client communication and support where this forms part of a service or has been agreed.

Facebook and Instagram: Communication or interaction through social media where relevant.

These organisations may process information on my behalf or, in some circumstances, act as independent data controllers under their own privacy policies.

I share only the information reasonably necessary for the relevant purpose.

I may also need to share information with professional advisers, insurers or relevant authorities where this is necessary and lawful, for example in connection with a complaint, insurance claim, legal obligation or serious safeguarding concern.

I will not otherwise disclose confidential client information without an appropriate lawful reason.

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10. International transfers

Some of the external platforms and service providers I use may process or store personal information outside the United Kingdom.

Where UK data protection law requires safeguards for an international transfer, appropriate arrangements must be in place, such as recognised adequacy regulations or approved contractual safeguards, depending on the provider and transfer.

Further information about a provider's arrangements may be available in its own privacy policy.

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11. Emails, newsletters and marketing

I may email you about appointments, programme participation, payments, resources and other matters necessary to provide a service you have booked or purchased.

These are service-related communications and are separate from my general marketing emails.

I send newsletters and promotional emails where I have the appropriate permission or other lawful basis to do so.

If you complete a general contact form or email me with an enquiry, this does not automatically subscribe you to my newsletter.

If you enrol in Beyond Emotional Eating or another programme, I may send the information needed for you to participate, including session details, workbooks, resources and relevant programme updates. This does not automatically enrol you in my general newsletter.

You can unsubscribe from marketing emails at any time without affecting your ability to receive the essential communications associated with services you have purchased.

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12. Website information, cookies and analytics

My website is hosted through Wix.

When you visit my website, certain technical information may be collected automatically, such as your IP address, browser information, device details and information about how you use the website.

Wix and any analytics or other tools enabled on the website may use cookies or similar technologies.

Some cookies are necessary for the website to function. Others, such as analytics or marketing cookies, may require your consent before they are used.

Where required, you will be offered appropriate choices through the website's cookie settings or consent mechanism.

Further details about the cookies used on the website should be available through its cookie information or settings.

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13. Information received from other people

Occasionally, someone may recommend my services or contact me on another person's behalf.

If I receive personal information about you from another person, I will use it only where I have an appropriate lawful reason to do so.

Where required, I will provide relevant privacy information within the period specified by data protection law, generally within one month.

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14. Your data protection rights

Under UK data protection law, you may have the right to:

• Be informed about how your personal information is used

• Request access to the personal information I hold about you

• Ask for inaccurate information to be corrected

• Request deletion of your information in certain circumstances

• Ask for processing to be restricted in certain circumstances

• Object to certain uses of your information

• Request transfer of information where the right to data portability applies

• Withdraw consent where processing is based on consent

These rights are not absolute and may be subject to legal exceptions.

For example, I may need to retain certain records even if you request their deletion, where there is a valid legal basis for doing so.

If you would like to exercise any of your rights, please email me at claire@yoursoulenergy.co.uk.

I will respond within the time required by applicable data protection law, normally within one month. In certain circumstances, this period may be extended where permitted by law.

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15. Concerns and complaints

If you have any questions or concerns about how I handle your personal information, please contact me first so that I have an opportunity to address them.

You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Website: https://ico.org.uk

You do not need to contact me before approaching the ICO.

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16. Changes to this Privacy Policy

I may update this Privacy Policy from time to time to reflect changes in my services, business systems or legal requirements.

The latest version will be available on my website, with the date of the most recent update shown at the beginning of the policy.

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