Privacy policy.

Who is responsible for your information.

The data controller is Charles Talbot, trading as New Leaf OT.

• Email: join@moment.ing
• Postal address: available on request.
• ICO registration number: [ICO registration number to be added before launch]

Charles is an HCPC-registered occupational therapist, so he also works under a professional duty of confidentiality that sits on top of data protection law.

What we collect, and why.

Data protection law says we need a lawful basis for each thing we hold. Here they are, one at a time.

Your email address

If you sign up for Monday Moment or the mailing list, we collect your email address and store it with MailerLite. We use it to send you the Zoom link and occasional news about the course and sessions.

The lawful basis is your consent. You can withdraw it at any time using the unsubscribe link in any email, or by emailing join@moment.ing. Withdrawing does not affect anything we did before you withdrew.

Booking details

When you book a free chat, a one-to-one session, or a place on the course, Calendly collects your name, your email address, the time you chose, and anything you write in the booking form.

The lawful basis is performance of a contract with you, or taking steps at your request before entering into one.

Payment details

Payments are taken by Stripe. You enter your card details on Stripe's own systems. We never see or store your full card number. What we receive is a record that a payment was made, the amount, the date, and the last few digits of the card.

The lawful basis is performance of a contract. If you choose to pay in instalments, Klarna processes your details as well, under its own privacy policy.

Health and personal circumstances

If you tell us about your health, a diagnosis, medication, or what is happening in your life, whether in an enquiry, a booking form, or a session, that counts as special category data. It gets extra protection.

We rely on your explicit consent to hold it, and on Article 9(2)(h) of the UK GDPR, which covers processing for the provision of health and social care, including occupational therapy, by a professional bound by a duty of confidentiality.

Clinical notes are kept for one-to-one work, in line with HCPC and RCOT record-keeping standards. You are welcome to ask to see them.

Who else sees it.

We use a small number of companies to run this properly. They are processors, which means they act on our instructions and cannot use your information for their own purposes.

• MailerLite, for the mailing list.
• Calendly, for scheduling and booking forms.
• Stripe, for payments.
• Klarna, where you choose to pay in instalments.
• Zoom, for video sessions and the course.
• Google, for email through Gmail.
• GitHub Pages, for hosting this website.

Some of these are based outside the UK. Where information travels overseas it is protected either by UK adequacy regulations, or by standard contractual clauses in our agreements with them.

We do not sell your information, and we do not share it for advertising.

We would only share something more widely without asking you first if the law required it, or if there were a serious risk to your safety or to someone else's. If that ever happened, we would tell you unless we were not permitted to.

How long we keep it.

• Mailing list: until you unsubscribe, and then we remove you.
• Clinical and booking records: [retention period to be confirmed before launch], in line with HCPC and RCOT professional record-keeping obligations.
• Payment and accounting records: six years, as HMRC requires.

After that, records are deleted or securely destroyed.

Your rights.

Under UK GDPR you have the right to:

• ask for a copy of what we hold about you (access);
• have anything inaccurate corrected (rectification);
• ask us to delete it (erasure);
• ask us to pause using it while something is sorted out (restriction);
• object to us using it;
• receive it in a portable format, or have it sent on to someone else (portability);
• withdraw your consent at any time, where consent is the basis we rely on.

Email join@moment.ing and we will respond within one month. There is no charge.

Some clinical and accounting records we are professionally or legally obliged to keep, so erasure does not always apply. If that is the case we will tell you which records, and why.

Cookies.

This site is deliberately plain. There are no advertising cookies and no third-party trackers.

The MailerLite sign-up form and the Calendly booking widget may set cookies of their own so that their forms work properly. That is the extent of it.

Complaints.

If something has gone wrong, please tell us first at join@moment.ing. We would like the chance to put it right.

You can also complain to the Information Commissioner's Office, the UK regulator for data protection, at ico.org.uk or on 0303 123 1113.

Changes to this policy.

If this policy changes, the new version goes on this page and the date at the top changes with it.

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