Privacy Policy

At One Wellbeing Coaching and Reiki

Last updated: 2 September 2026

At One Wellbeing Coaching and Reiki (“I”, “me”, “my” or “the business”) respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how I collect, use, store and protect your personal information when you contact me, enquire about or book my services, attend a wellbeing coaching or Reiki session, or visit my website.

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

1. Who am I?

Business: At One Wellbeing Coaching and Reiki
Data Controller: Sue Mountney
Location: Torfaen, Wales, UK
Website: www.atonewellbeingcoachingandreiki.com
Email: atonewellbeing@gmail.com
Telephone: 07561 530324

For data protection purposes, Sue Mountney is the data controller responsible for the personal information collected and used by At One Wellbeing Coaching and Reiki.

If you have any questions about this Privacy Policy or how I handle your personal information, please contact me using the details above.

2. What personal information do I collect?

The information I collect depends on how you interact with my business and which services you use.

This may include:

Contact information

Your name
Email address
Telephone number
Address, where necessary
Information contained in messages or correspondence

Booking and appointment information

Appointments are arranged directly with me by email, telephone or text message.

I may therefore collect:

Your name
Contact details
Appointment date and time
Type of service booked
Appointment history
Cancellation or rearrangement information

Coaching and wellbeing information

If you choose to provide it, I may collect information relevant to providing your coaching or wellbeing service, including:

Your wellbeing goals
Information about your lifestyle and circumstances
Information you share during coaching sessions
Coaching notes
Information relating to your emotional or mental wellbeing
Other information you choose to share with me in connection with your wellbeing

Health information

Where relevant and where you choose to provide it, I may collect information concerning your physical or mental health, medical history, medications, disabilities, allergies or other health-related information.

Health information is considered special category personal data under the UK GDPR and receives additional protection.

I will only collect health information that is relevant and reasonably necessary for the service I provide.

Reiki information

Where relevant to your Reiki session, I may collect information you choose to provide about your health, wellbeing, circumstances or preferences so that I can provide the service appropriately.

Reiki and wellbeing coaching are complementary wellbeing services and are not intended to replace medical diagnosis, medical treatment or advice from a qualified healthcare professional.

Payment information

I may collect information necessary to maintain payment and financial records, including:

Amount paid
Date of payment
Invoice information
Payment method
Transaction reference, where applicable

I will not normally need to retain your full bank or card details.

3. How do I collect your information?

I normally collect personal information directly from you when you:

Contact me by email
Telephone or text me
Make an enquiry
Book an appointment
Complete a client consultation or consent form
Attend a coaching or Reiki session
Make a payment
Communicate with me about your appointments or services

4. How do I use your personal information?

I may use your information to:

Respond to enquiries
Arrange and manage appointments
Provide wellbeing coaching and Reiki services
Understand your needs and wellbeing goals
Communicate with you about appointments
Maintain appropriate client records
Process payments and maintain financial records
Deal with enquiries, complaints or concerns
Improve my services
Meet legal or regulatory requirements
Protect the safety and wellbeing of clients and others
Establish, exercise or defend legal claims where necessary

I will only use your personal information for purposes that are lawful, fair and transparent.

5. What is my lawful basis for using your information?

The UK GDPR requires me to have a lawful basis for processing your personal information.

Depending on the circumstances, I may rely on:

Contract

I may process your personal information where this is necessary to provide services you have requested or to take steps at your request before providing those services.

For example, I may use your name and contact details to arrange your appointment.

Legal obligation

I may process information where necessary to comply with a legal obligation, including applicable accounting, tax and record-keeping requirements.

Legitimate interests

I may process information where this is necessary for my legitimate business interests, provided those interests are not overridden by your rights and freedoms.

This may include managing my business, maintaining appropriate records, responding to enquiries and protecting my business against fraud or legal claims.

Consent

Where appropriate, I may ask for your consent to use your personal information for a specific purpose.

Where I rely on consent, you may withdraw your consent at any time.

6. Health and special category information

Some information you provide to me may be special category personal data, particularly information concerning your physical or mental health.

Special category data has additional protection under the UK GDPR. Where I process this type of information, I will ensure that I have both an appropriate Article 6 lawful basis and an applicable Article 9 condition.

Where appropriate, I may rely on explicit consent for health information that you choose to provide for the purposes of your coaching or Reiki service.

Where explicit consent is required:

I will explain what information I am asking to process.
I will explain why the information is needed.
You will be asked to provide a clear affirmative consent.
Consent to the processing of health information will be separate from other consents.
You may withdraw your consent at any time.

I will not deliberately collect more health information than is reasonably necessary for the service being provided.

7. Confidentiality

I respect the confidential nature of information shared with me during coaching and Reiki sessions.

I will not normally disclose information you provide to another person without your permission.

There may, however, be circumstances where information needs to be disclosed, for example:

Where I am legally required to do so
Where disclosure is necessary to protect you or another person from serious harm
Where necessary to establish, exercise or defend legal claims
Where you have specifically authorised disclosure
Where another lawful basis for disclosure applies

Where appropriate and possible, I will discuss any necessary disclosure with you beforehand.

8. Who might I share your information with?

I do not sell, rent or trade your personal information.

Where necessary and lawful, I may share limited personal information with trusted third parties, such as:

My accountant or bookkeeper
Payment providers, where applicable
Professional advisers, where necessary
Website or technical service providers
Legal or regulatory authorities where I am legally required to provide information

I will only share information that is reasonably necessary for the relevant purpose.

9. Paper client records

Client notes are currently kept in paper form.

I take reasonable steps to ensure that paper records are kept securely and are not accessible to unauthorised people.

Paper records will be retained only for as long as they are reasonably necessary, taking account of legal, business and professional requirements.

When records are no longer required, they will be securely destroyed, for example by confidential shredding.

10. Website cookies and analytics

My website may use cookies or similar technologies.

Some cookies may be necessary for the website to operate. Other cookies, including analytics or marketing cookies, may require your consent depending on how they are used.

Where consent is required, I will ask for your consent before using non-essential cookies.

You can also manage cookies through your browser settings.

11. Marketing

I may occasionally wish to send information about my services, workshops, events or other relevant offerings.

Where required by law, I will obtain your consent before sending electronic marketing communications.

You can unsubscribe from marketing communications at any time by contacting me.

I will not make receiving my coaching or Reiki services conditional on agreeing to receive marketing communications.

12. How do I protect your information?

I take reasonable technical and organisational measures to protect your personal information against:

Unauthorised access
Loss
Destruction
Misuse
Unauthorised disclosure
Accidental alteration

Paper client records are stored securely with access restricted to me.

I also take reasonable steps to protect electronic communications and information stored on my devices.

No method of storing or transmitting information is completely secure, but I will take reasonable steps appropriate to the nature and sensitivity of the information I hold.

13. How long do I keep your information?

I will not keep your personal information for longer than is reasonably necessary for the purpose for which it was collected, unless I am required or permitted by law to retain it for longer.

Different types of information may be kept for different periods.

Client notes and records will be reviewed periodically and securely destroyed when they are no longer required.

Financial records will be retained for the period required by applicable tax and accounting requirements.

Contact and enquiry information will generally be retained only for as long as reasonably necessary.

14. Your data protection rights

Under UK data protection law, you may have the following rights:

The right to be informed about how your information is used
The right to access the personal information I hold about you
The right to have inaccurate information corrected
The right to request erasure in certain circumstances
The right to request restriction of processing in certain circumstances
The right to data portability in certain circumstances
The right to object to certain processing
Rights relating to automated decision-making and profiling, where applicable

These rights are subject to certain legal conditions and exemptions.

If you wish to exercise any of your rights, please contact me:

Email: atonewellbeing@gmail.com
Telephone: 07561 530324

I may need to verify your identity before responding to a request.

15. Complaints

If you have concerns about how I have handled your personal information, please contact me first so that I can try to resolve your concerns.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent supervisory authority for data protection.

You can find information about making a complaint on the ICO website.

16. International transfers

Some online services I use, including website, email or other technology providers, may store or process personal information outside the United Kingdom.

Where this occurs, I will take appropriate steps to ensure that any transfer is carried out in accordance with applicable UK data protection law and that appropriate safeguards are in place.

17. Children

My services are intended primarily for adults unless I expressly state otherwise.

If I provide services to anyone under the age of 18, I will ensure that appropriate arrangements are in place for handling their personal information and obtaining any required consent.

18. Automated decision-making

I do not use your personal information to make decisions about you based solely on automated processing or profiling that have legal or similarly significant effects.

19. Changes to this Privacy Policy

I may update this Privacy Policy from time to time to reflect changes to my business, the services I provide, technology I use or applicable data protection requirements.

The latest version will be made available on my website.