Privacy Policy

Last updated: 22nd October 2025

1. Introduction

  • We value your privacy and are committed to protecting your personal information. This policy explains what we collect, how we use it, and your rights under UK GDPR and the Data Protection Act 2018.

  • By using this website or engaging in coaching, you consent to this policy.

2. Who we are

  • The Data Controller is Victoria Plum Bates Limited, registered in England and Wales (Company No. 15384894). Trading as Well by Plum.

  • Contact: victoria@wellbyplum.com

  • Website: https://www.wellbyplum.com

  • Business address: London, United Kingdom

  • For all data-related queries, please email: victoria@wellbyplum.com

3. What information we collect

We collect and process personal data that you provide when you:

  • Contact us via the website, email, social media, or online forms

  • Subscribe to newsletters or updates

  • Book a consultation or coaching package

  • Complete questionnaires, intake forms, or wellbeing assessments

  • Visit or interact with our website

The information we may collect includes:

  • Identity and contact details – name, email address, phone number, and communication preferences

  • Service information – booking details, communication history, session notes, and completed forms

  • Health and lifestyle information you choose to share as part of coaching (special-category data processed only with your explicit consent)

  • Payment information – processed securely through third-party providers such as Stripe or PayPal (we do not store full payment card details)

  • Technical data – IP address, browser type, and cookies (see Section 10)

We only collect information necessary to deliver our services, communicate effectively, and comply with legal or professional obligations.

4. How we use your information

We use personal data to: deliver coaching and client support; communicate about bookings and materials; manage invoices and accounts; send resources or newsletters if you opt in; maintain records for insurance and legal compliance; understand site use and improve performance. We never sell or rent your data.

5. Lawful bases

We process data on the following legal bases:

  • Contract: to deliver the coaching services you request

  • Consent: when you opt in to receive marketing or share optional data

  • Legitimate interest: to maintain business records and provide ongoing support

  • Legal obligation: to comply with tax, accounting, or regulatory requirements

6. SPECIAL-CATEGORY DATA (HEALTH)

  • If you choose to share health information, we process it only with your explicit consent to provide coaching support.

  • You can decline to share health data, or withdraw consent at any time.

7. CHILDREN

  • Our services are for adults aged 18+. We do not knowingly collect children’s data.

8. Sharing your information

We share data only when necessary, for example with:

  • Payment processors (Stripe, PayPal) – independent controllers of payment data

  • Website, email and scheduling providers (e.g., Squarespace, Google Workspace, Zoom, MailerLite, Calendly or similar)

  • Professional advisers and insurers where required

We may disclose data if required by law or to protect legal rights.

9. International transfer

  • Some providers may store data outside the UK. Where this occurs, we use appropriate safeguards such as the UK International Data Transfer Agreement or Standard Contractual Clauses.

10. data Security

  • We use reasonable technical and organisational measures including password-protected devices, encrypted cloud storage and secure platforms. No method of transmission or storage is completely secure.

11. Data retention

  • Client records and session notes are retained for up to 7 years after the coaching relationship ends (or longer if required by insurance or law). Invoices and accounting records are retained for at least 7 years. After this period, data is securely deleted or anonymised.

12. your rights

You have rights to access, rectify, erase, restrict or object to processing, and to data portability where applicable. We respond within one month. To exercise your rights, email victoria@wellbyplum.com.
If you are unhappy with our response, you can complain to the Information Commissioner’s Office: www.ico.org.uk, 0303 123 1113.

13. Marketing

  • You will only receive marketing if you have opted in. You can unsubscribe at any time via the link in emails or by contacting us.

14. COOKIES AND ANALYTICS

  • Our site (hosted on Squarespace) uses cookies and analytics. Non-essential cookies will only run with your consent.

  • You can manage preferences via our cookie banner and your browser settings.

  • See Squarespace’s privacy information at www.squarespace.com/privacy.

15. Automated decision making

  • We do not use automated decision-making or profiling that produces legal or similarly significant effects.

16. LINKS TO OTHER WEBSITES

  • Links to external sites are provided for convenience.

  • We are not responsible for their content or privacy practices.

  • Please review those policies.

17. CHANGES TO THIS POLICY

  • We may update this policy from time to time. Changes take effect when posted with the revised date.

© 2025 Well by Plum. All rights reserved.
Well by Plum is a trading name of Victoria Plum Bates Limited, registered in England and Wales (Company No. 15384894).
For any privacy-related queries, please contact victoria@wellbyplum.com