Privacy policy

Introduction

As a Nutrition & Lifestyle Coach there will be certain personal and possibly sensitive information that you will have to share with me in order to tailor your nutrition and lifestyle program. I understand that it is important for you to be confident that this information is treated with confidentiality and is stored securely. This privacy policy includes details about The Fertility Chef. the type of information we collect, how we use, store, and keep that information secure. Together with how long the data is kept for and your rights regarding this data. This policy applies to data gathered from my website (thefertilitychef.co.uk), from email or social media interactions, from signing up to my newsletters and events, and data provided by you as the client in written form.

Who are we?

The Fertility Chef. is the trading name used by Sally Dixon of Kilnwick Lane, Lockington, YO25 9SY (referred to as “I”, ‘we”, “us”, “our”, “my” in this privacy policy). Contact hello@fertilitychef.co.uk

What information do we collect?

We collect the following types of personal client information: name, age, address, phone and email contact details, GP contacts and next-of-kin, relevant medical history, weight/height, dietary and lifestyle history, payment details, coaching session notes.

This data is collected in the following ways:

  • enquiries from The Fertility Chef. website and The Fertility Chef. instagram

  • contact form via The Fertility Chef. website (name, email address, message)

  • subscription form to the newsletter via The Fertility Chef. website

  • provided by the client in their nutrition questionnaire (NTQ) pre-consultation intake form (name, address, phone and email contact details, GP contacts and next-of-kin, relevant medical history, dietary and lifestyle history)

  • receipt of fee payment (bank details)

How do we use personal information?

Information relating to your health (weight, height, BMI, medical history, food intake, activity levels, lifestyle details, session notes) is used to inform your nutrition and lifestyle coaching sessions and to monitor your progress. Contact with your GP may be required in certain circumstances but only with the client’s full, written consent. Contact information may also be used for passing on relevant marketing communications regarding The Fertility Chef. services or for passing on other relevant information to you. Contact information will also be used for invoicing and receipts.

We may process certain types of personal data about you as follows:

  • Identity data may include your first name, maiden name, last name, username, marital status, title, date of birth and gender.

  • Contact data may include your billing address, delivery address, email address and telephone numbers.

  • Financial data may include your bank account and payment card details.

  • Transaction data may include details about payments between us.

  • Technical data may include internet protocol addresses, browser type and version, browser plug-in types and versions, time zone setting and location, operating system and platform and other technology on the devices you use to access this site.

  • Usage data may include information about how you use our website, products and services.

  • Marketing and communications data may include your preferences in receiving marketing communications from us.

What legal basis do we have for processing your data?

Your personal data including weight and medical history are held on the grounds of vital interest, this is to keep you safe and ensure that advice given is suitable for each individual. Contact details are held on the grounds of consent. Provided by you either through The Fertility Chef. website, email contact, or social media interaction. If you no longer wish The Fertility Chef. to hold this data, inform us in writing and it will be deleted or destroyed.

When do we share your personal data?

We will treat your personal data confidentially, it will not be shared with or disclosed to any third party without your consent.

Where do we store and process personal data?

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Paper records in the form of session notes are kept at YO25 9SY in a locked filing cabinet. Clients are identified by first name and an allocated number only. Data records are digitally stored at YO25 9SY on a password encrypted and finger print protected laptop with full third-party secure software. Where data is accessed through a mobile phone (phone numbers/text message/WhatsApp messages/Instagram messages), the device is face-ID protected. Data including contact details and personal information is stored securely on a password-protected and finger print recognition protected laptop with full third-party security software.. This data is periodically backed up to a third-party security software provider.

How long do we keep your personal data for?

We keep your coaching records (including session notes, weight trackers and food diaries) for 3 years after the end of your coaching arrangement. This is to allow for maintenance of a full record of the coaching should you pause and re-start the process. By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes. After this time, paper records will be shredded and disposed of, and digital records will be permanently deleted from devices. Contact details will be retained unless the client asks for them to be deleted.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Your rights in relation to personal data

You have the right to:

  • request access to your personal information

  • request corrections or deletions of your personal data

  • withdraw your consent for the storage of your data

  • lodge any complaints with regards the handling of your data with the Information Commissioner’s Office (ICO). We would be grateful ,if you do have a complaint ,to please contact us first so we can try to resolve it for you.

Please email any requests to exercise these rights to hello@fertilitychef.co.uk Please note that it may not be possible to fulfil certain data subject requests in some circumstances, e.g. if to do so would expose the data of another individual.

How to contact us

If you have any questions or concerns about how your data is processed, please contact Sally Dixon at hello@fertilitychef.co.uk

Linking to other websites/third party content

There may be links from this website to external sites and resources. These are provided for interest and information and The Fertility Chef. does not take any responsibility for the content or information contained therein.

Analytics

This website collects personal data to power our site analytics, including:

Information about your browser, network, and device

Web pages you visited prior to coming to this website

Your IP address

This information may also include details about your use of this website, including:

Clicks

Internal links

Pages visited

Scrolling

Searches

Timestamps

We share this information with Squarespace, our website analytics provider, to learn about site traffic and activity.

Cookies

This website uses cookies and similar technologies, which are small files or pieces of text that download to a device when a visitor accesses a website or app. For information about viewing the cookies dropped on your device, visit The cookies Squarespace uses.

These functional and required cookies are always used, which allow Squarespace, our hosting platform, to securely serve this website to you.

These analytics and performance cookies are used on this website, as described below, only when you acknowledge our cookie banner. This website uses analytics and performance cookies to view site traffic, activity, and other data.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

Visitor Data

When you buy something on this website, we collect personal information from you to fulfill the order. We may collect information like your:

Billing and shipping address

Details relating to your purchase (for example, your shirt size)

Email address

Name

Phone number

We share this information with Squarespace, our online store hosting provider, so that they can provide website services to us.

Our payment processor Stripe will also collect payment information from you. You can read their privacy policy here.

As you go through checkout, this site may auto-complete your shipping and billing address by sharing what you type with the Google Places API and returning suggestions to you to improve your checkout experience.

For Form Block Submissions

When you submit information to this website via webform, we collect the data requested in the webform in order to track and respond to your submissions. We share this information with Squarespace, our online store hosting provider, so that they can provide website services to us. We also share this information with Google workspace for storage.

For member site subscribers

When you subscribe and purchase a membership on this website, we collect personal information from you to enable your member sites access. We may collect information like your:

Billing and shipping address

Details relating to your subscription

Email address

Name

Phone number

We share this information with Squarespace, our website hosting provider, so that they can provide exclusive member site hosting services to us.

As you go through checkout, this site may auto-complete your shipping and billing address by sharing what you type with the Google Places API and returning suggestions to you to improve your checkout experience.

For website visitors

This website is hosted by Squarespace. Squarespace collects personal data when you visit this website, including:

Information about your browser, network and device

Web pages you visited prior to coming to this website

Web pages you view while on this website

Your IP address

Squarespace needs the data to run this website, and to protect and improve its platform and services. Squarespace analyses the data in a de-personalised form.

For use of share buttons

This website includes share buttons which enable you to share pages or other content from this site to the following third party services: Instagram, Facebook. If you click a share button, these third parties may receive your personal data, including:

Information about your browser, network and device

Details about the web page or content you shared or proposed to share

Your IP address

Customer Accounts

If you create a customer account on this website, we collect personal information to improve our checkout experience and customer service.

This information may include your:

Billing and shipping address(es)

Details about your orders (for example, your shirt size)

Email address

Name

Phone number

We share this information with Squarespace, our website hosting provider, so they can provide website services to us.

Marketing emails

We may send you marketing emails, which you can unsubscribe from by clicking the link at the bottom of the email. We share your contact information with Squarespace, our email marketing provider, so they can send these emails on our behalf.

Order and account emails

We may email you with messages about your order or account activity. For example, we may email you to tell you that:

You’ve created a customer account

Your customer account password has been reset or updated

You’ve made a purchase

You’ve booked a discovery call

A reminder of your booked sessions

It’s not possible to unsubscribe from these messages.

We share your contact information with Squarespace, our website hosting provider, so they can send these emails to you on our behalf.

Fonts

This website serves font files from and renders fonts using Google Fonts and Adobe Fonts. To properly display this site to you, these third parties may receive personal information about you, including:

Information about your browser, network, or device

Information about this site and the page you’re viewing on it

Your IP address

Scheduling

When you schedule an appointment by booking on this website, we collect personal information from you to complete the booking. We may collect information like your:

Name

Email address

Phone number

Details relating to your appointment (for example, who referred you)

Files and information you uploaded

We share this information with Squarespace, our scheduling service provider, so that they can provide online booking services to us.

Squarespace payments

When you make a purchase from us on this website, we use Squarespace Payments as our payment solution. Squarespace Payments is a fully integrated, native payment solution provided to us by our online store service provider Squarespace. Squarespace Payments makes use of the following third party service providers which will also receive your personal information and process it in accordance with their privacy policies:

Stripe - payment processing services. You can read Stripe’s privacy policy at https://stripe.com/privacy.

Sift - fraud monitoring and detection services. You can read Sift’s privacy policy at https://sift.com/service-privacy.