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Privacy Policy

Last updated: 13 August 2025

1. Who We Are 

The Kind🌿Root Space is a wellness platform that connects individuals, community groups, and organisations with practitioners offering accessible, affordable, and heart-led wellbeing sessions.

Contact Details:
📧 Email: hello@thekindrootspace.com
📍 Location: London, United Kingdom

Our services are intended for adults. If you are under 18, you may only use our services with parental/guardian consent.

2. Information We Collect

We collect the following types of personal data:

a) Contact Information

  • Name, email address, phone number, location

b) Booking & Session Information

  • Type of service requested (e.g., coaching, yoga, breathwork)

  • Preferences (e.g., online or in-person, practitioner gender, language)

  • Availability and scheduling details

c) Sensitive (Special Category) Data

  • Health or wellbeing information you choose to share in booking forms

  • Accessibility requirements

d) Payment Information

  • Payment amounts and confirmation details (processed via third-party providers such as Stripe, PayPal, or Acuity Scheduling).

  • We do not store your full card details.

e) Technical Information

  • IP address, browser type, operating system, referring website, and activity on our site (collected via cookies and analytics tools)

3. How We Collect Your Information

We collect information when you:

  • Fill in our booking or “Help Me Choose” form (via Tally)

  • Are matched with a practitioner through our secure database (Airtable)

  • Schedule or manage bookings via Acuity Scheduling

  • Contact us via email, phone, or social media

  • Join our mailing list

  • Visit and interact with our website

4. How We Use Your Information

We process your personal data for the following purposes:

  • To review your booking request and match you with a suitable practitioner

  • To manage scheduling and session logistics through our booking provider (e.g., Acuity Scheduling)

  • To communicate with you about your session(s)

  • To process payments and issue receipts

  • To maintain records for legal, accounting, and reporting purposes

  • To improve our services and website user experience

  • To send relevant updates and marketing communications (only if you’ve actively opted in)

  • To comply with legal obligations

5. Our Legal Basis for Processing

We process your data under the following lawful bases:

  • Contract – to deliver the service you’ve booked with us

  • Consent – for marketing and sensitive data (e.g., health details)

  • Legitimate interests – for improving our platform and communication

  • Legal obligation – to keep certain records for tax and accounting purposes

6. Who We Share Your Data With

We will never sell your data. We only share your information when necessary:

a) With Practitioners:

  • To provide them with relevant details to prepare for your session

  • Practitioners are independent professionals and are responsible for handling any client data shared with them in compliance with UK GDPR. They are required to maintain confidentiality.

b) With Service Providers:

  • Stripe & PayPal – for secure payment processing

  • Acuity Scheduling – for managing bookings and calendar integrations

  • Tally – for collecting booking form submissions

  • Airtable – for securely storing client information and matching you with practitioners

  • Wix – for website hosting and analytics

  • Email marketing platforms – if you subscribe to our newsletter

We ensure all service providers comply with UK GDPR and process your data securely.

7. International Data Transfers

Some of our service providers (e.g., Stripe, Acuity, Airtable, Wix) may store data outside the UK/EEA. When this happens, we ensure appropriate safeguards are in place, such as the UK’s International Data Transfer Agreement or Standard Contractual Clauses (SCCs).

8. Data Retention

We keep personal data only for as long as necessary:

  • General booking data: up to 3 years after your last session

  • Financial records: at least 6 years for tax purposes

  • Mailing list data: until you unsubscribe

  • Sensitive health information: deleted immediately after the purpose is fulfilled, unless you request ongoing storage for repeat sessions

9. Data Security

We take data protection seriously and use:

  • Strong password protection and encryption

  • Access controls (only authorised staff and practitioners can see your data)

  • Secure storage solutions for all digital records

10. Your Rights

Under the UK GDPR, you have the right to:

  • Access your personal data

  • Request correction or updates

  • Request deletion (“right to be forgotten”)

  • Restrict or object to certain processing

  • Withdraw consent at any time

  • Request a copy of your data in a portable format

To exercise any of these rights, contact: hello@thekindrootspace.com

11. Cookies

We use cookies for:

  • Website functionality

  • Analytics to improve our services

  • Remembering your preferences

You can manage or disable cookies in your browser settings or via our on-site cookie banner.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website.

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