Privacy Policy

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Tracy Ann Women’s Wellness

Last updated: September 2026

At Tracy Ann Women’s Wellness, your privacy is important to me.  This Privacy Policy explains how I collect, use, store and protect your personal information when you visit my website, make an enquiry or use my services.

I am committed to handling your personal information responsibly and in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation.

Tracy Ann Women’s Wellness provides menopause wellness education, coaching and support.

For the purposes of UK data protection law, I am the data controller for the personal information I collect and process through my business.

Contact details

Tracy Ann Women’s Wellness
Email: hello@tracyannwellness.co.uk

ICO Registration Number: ZC172784

Depending on how you interact with me, I may collect:

Contact and identification information, including your name, email address, telephone number and other contact details you choose to provide.

Enquiry and appointment information, including information you provide when contacting me, arranging a consultation or communicating with me about my services.

Health and wellbeing information, where relevant to the service you have requested.  This may include information about your menopause or perimenopause experience, symptoms, general health and wellbeing, pelvic or bladder concerns, medication or HRT, lifestyle and any relevant support or healthcare you have previously accessed.

Consultation information, including your pre-consultation questionnaire, notes relating to our sessions and agreed goals or next steps.

Payment and transaction information, where applicable. I do not retain full payment-card details where payments are processed by a third-party payment provider.

Website information, which may include technical information about how you access and use this website.  Please see my Cookie Policy for further information.

I will only ask for personal information that is reasonably necessary for the purpose for which it is being collected.

Information about your health is classed as special category personal data under UK GDPR and receives additional legal protection. 

Where I need to collect health and wellbeing information in order to provide the service you have requested, I will ensure that I have both an appropriate lawful basis under Article 6 of UK GDPR and an appropriate condition under Article 9 for processing special category data.

Where I rely upon your explicit consent as the Article 9 condition for processing health information, this will be requested clearly and separately, for example as part of your pre-consultation questionnaire.  Explicit consent requires a clear statement and cannot simply be inferred from someone's actions. 

You may withdraw consent where consent is being relied upon.  This does not affect the lawfulness of processing carried out before consent was withdrawn.

I may use your personal information to:

• respond to enquiries; 
• arrange and manage appointments; 
• understand the information you provide before a consultation; 
• prepare for and provide menopause wellness consultations, education and coaching; 
• maintain appropriate records of our work together; 
• communicate with you before and after consultations; 
• provide resources or information relevant to the service you have requested; 
• process payments and maintain financial and accounting records; 
• manage and administer my business; 
• meet legal, regulatory, insurance or professional obligations; 
• maintain the security and effective operation of my website and services. 

I will not use health information provided during your consultations for unrelated marketing purposes.

The lawful basis I use will depend upon why the information is being processed.

This may include:

Contract – where processing is necessary to provide a service you have requested or to take steps at your request before entering into a contract.

Legal obligation – where I am required to retain or process information to comply with the law.

Legitimate interests – where it is reasonably necessary for the operation and administration of my business and your interests and fundamental rights do not override those interests.

Consent – where I have specifically asked for your consent for a particular purpose.

Where special category health information is processed, I will additionally identify an appropriate Article 9 condition, as explained above.

The ICO requires organisations to determine their lawful basis before processing personal information and to explain that basis in their privacy information. 

I will not sell your personal information.

I may share information with trusted service providers where reasonably necessary to operate my business, such as providers of:

• secure email and cloud storage; 
• website hosting; 
• appointment or communication systems; 
• video consultation services; 
• payment processing; 
• accounting or bookkeeping services; 
• IT or technical support. 

These organisations should only receive the information necessary to provide their service and are expected to handle personal information appropriately.

I will not ordinarily share information about your health or consultations with your GP or another healthcare professional without your knowledge and an appropriate lawful basis.

There may, however, be exceptional circumstances in which information needs to be disclosed where required by law or where another lawful basis permits or requires disclosure.

I take reasonable and appropriate measures to protect the personal information entrusted to me.

These include using password-protected systems, appropriate access controls and reputable service providers and limiting access to personal information to those who genuinely require it.

Particular care is taken with health information because of its sensitive nature.

I will only keep your personal information for as long as it is reasonably necessary for the purposes for which it was collected, including providing my services to you and meeting any legal, regulatory, insurance or professional requirements.

The length of time information is retained may vary depending on the type of information and the reason it is held.  Records will be reviewed periodically and securely deleted or anonymised when they are no longer required.

Where a legal, insurance or professional requirement specifies a particular retention period, I will retain the relevant information for that period.

Depending on the circumstances, you may have the right to:

• ask for a copy of the personal information I hold about you; 
• ask me to correct inaccurate or incomplete information; 
• ask me to delete your personal information; 
• ask me to restrict how your information is used; 
• object to certain processing; 
• request the transfer of certain information; 
• withdraw consent where processing is based on consent. 

Some of these rights are subject to legal limitations and may not apply in every circumstance.

If you wish to exercise any of your rights, please contact me at hello@tracyannwellness.co.uk.

You can find further information about your data protection rights from the Information Commissioner's Office (ICO).

I will only send marketing communications where I have an appropriate lawful basis to do so.

Where you have consented to receive marketing emails, you can unsubscribe at any time by using the unsubscribe option provided or contacting me directly.

Choosing not to receive marketing communications will not affect communications that are necessary in connection with a consultation or service you have requested.

This website may use cookies and similar technologies.

For information about the cookies used, why they are used and how you can manage your preferences, please see my Cookie Policy.

My website may contain links to external websites or resources.

I am not responsible for the privacy practices of other organisations, and I encourage you to review their privacy information when visiting their websites.

If you have concerns about how I have handled 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, the UK's data protection regulator:

Information Commissioner's Office

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

The date shown at the top of this policy will indicate when it was last updated.

Tracy Ann Women’s Wellness
Email: hello@tracyannwellness.co.uk
Website: tracyannwellness.co.uk