The Kindroot Space
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Privacy Policy

Last updated: 23 July 2026

The Kindroot Space is a wellness platform that connects individuals, community groups, and organisations with practitioners offering accessible, affordable, and heart-led wellbeing sessions. This policy explains what personal data we collect, how we use it, and your rights over it under UK data protection law.

1. Who We Are

The Kindroot Space (“we”, “us”, “our”) is a wellness matchmaking platform based in the UK and the data controller for your personal data. Email: hello@thekindrootspace.com. Location: London, United Kingdom. Services are intended for adults; under-18s may only use them with parental/guardian consent.

2. Information We Collect

  • a) Contact: name, email, phone, location.
  • b) Booking & Session: service requested; preferences (online/in-person, practitioner gender, language); availability.
  • c) Sensitive (Special Category) Data: health/wellbeing info you share in forms or with our website assistant; accessibility needs — processed only with explicit consent to match you and prepare your session.
  • d) Payment: amounts and confirmation details, processed securely by Stripe; we do not store your full card details.
  • e) Website Assistant (“A Kind Ear”):we process messages you send it to understand what support suits you and point you to practitioners/resources; it is an automated tool, not a person, and not a counselling, medical or crisis service; please don't share more than you're comfortable with; we don't use these conversations for decisions with legal/significant effect without human involvement.
  • f) Technical: IP, browser, OS, referring site, site activity via cookies/analytics.

3. How We Collect

Booking or “Find your way in” form (Tally); our on-site assistant; matching via Airtable; scheduling via Cal.com; email/phone/social contact; mailing list; website use.

4. How We Use It

Review requests and match you; manage scheduling via Cal.com; communicate about sessions; process payments/receipts via Stripe; keep legal/accounting records; improve services; send marketing only if opted in; comply with legal obligations.

5. Legal Basis

(UK GDPR as amended by the Data (Use and Access) Act 2025)

Contract; Consent (marketing and health data); Legitimate interests (improvement, communication, security); Legal obligation (tax/accounting).

6. Who We Share With

Never sold.

  • a) Practitioners: details to prepare your session; independent professionals responsible for client data under UK GDPR and required to keep confidentiality.
  • b) Service Providers: Stripe (payments & payouts), Cal.com (scheduling), Tally (forms), Airtable (storage & matching), Vercel (hosting & analytics), our email marketing platform (if subscribed).

7. International Transfers

Some providers (Stripe, Cal.com, Airtable, Vercel) may store data outside the UK/EEA with safeguards such as the UK IDTA or SCCs.

8. Retention

Booking data up to 3 years after last session; financial records at least 6 years; mailing list until you unsubscribe; assistant conversations only as long as needed then deleted/anonymised; sensitive health info deleted once its purpose is fulfilled unless you request ongoing storage.

9. Security

Password protection and encryption; access controls; secure storage.

10. Your Rights

Access, correction, deletion, restrict/object, withdraw consent, portability. Contact hello@thekindrootspace.com.

Complaints

If you're unhappy with how we've handled your data, you have the right to complain to us directly. Email hello@thekindrootspace.com and we will acknowledge within 30 days and respond without undue delay. You can also complain to the ICO at ico.org.uk.

11. Cookies

Functionality, analytics, preferences. Certain low-risk cookies may be used without prior consent under current UK rules, but we always tell you how they're used and give a clear opt-out. Manage via browser or our cookie banner.

12. Changes

We may update this policy; the latest version is always on our website.