Privacy Policy

Thrive with Jodhi — www.thrivewithjodhi.com

The short version

Hi! If you're reading this because you're thinking of booking a session or getting in touch, here's what you need to know, in plain terms:

● We collect your name, email address and time zone so we can book and run coaching sessions with you.

● We use two other companies to help us: Calendly (for booking) and Zoom (for video calls).

● We only use your information to provide coaching to you — we don't sell it, and we don't use it to advertise to you without asking first.

● If you are under 13, please ask a parent or guardian to help you and to give permission before you share any personal information with us.

● You can ask us at any time what information we hold about you, or ask us to delete it — just email us.

The rest of this page explains all of this in more detail, because UK law requires us to. If any word or section is confusing, you (or a parent/guardian) are welcome to email us and ask us to explain it.

1. Who we are

This website, www.thrivewithjodhi.com (“the Site”), is run by Jodhi Matthews, trading as Thrive with Jodhi (“we”, “us”, “our”). We are a sole trader based in the UK.

For the purposes of UK data protection law (the UK GDPR and the Data Protection Act 2018), we are the “data controller” of the personal information described in this policy. That means we decide how and why your personal information is used.

If you have any questions about this policy or how we handle your information, you can contact us at jodhi.matthews@thriveprogramme.org.

2. What information we collect

When you use the Site, book a session, or get in touch with us, we may collect:

● Your name

● Your email address

● Your time zone

● Any other information you choose to share with us when booking a session or messaging us (for example, what you'd like help with)

● Notes from the coaching sessions we provide to you, which may include things you choose to tell us about your health, wellbeing or mental health

We do not collect payment card details directly. If you pay for a service, this is handled by a separate payment provider, which has its own privacy policy.

Anything you tell us about your health, or mental or physical wellbeing, is treated by law as “special category data” and gets extra protection. We only collect and use this with your clear, explicit consent, and only to provide coaching to you.

3. How we collect your information

● Directly from you — when you fill in a form, book a session, message us, or take part in a coaching session.

● Automatically, through the booking and video-call tools we use, described in section 5 below.

4. Why we use your information, and our legal basis for doing so

UK data protection law requires us to have a “legal basis” for everything we do with your personal information. Here is what we use your information for, and which basis we rely on:

● To book, schedule and run your coaching sessions — necessary to perform our contract with you, or to take steps you ask for before we enter into one.

● To communicate with you about your sessions or enquiries — contract and our legitimate interest in running our business properly.

● To keep business, accounting and insurance records — a legal obligation, and our legitimate interest.

● To use anything you tell us about your health or wellbeing during coaching — your explicit consent, which you can withdraw at any time.

● To send you updates or information you've asked to receive, if you've opted in — your consent, which you can withdraw at any time by unsubscribing or emailing us.

We will not use your information for a new purpose that isn't compatible with the reasons we originally collected it, without telling you first and, where the law requires it, asking for your consent.

5. Who we share your information with

We use a small number of trusted service providers (“processors”) to help us run the Site and provide coaching to you:

● Calendly — to manage bookings and scheduling. When you book a session, Calendly processes your name, email address and time zone on our behalf.

● Zoom — to host video coaching calls. Zoom may process your name and email address to set up and run sessions.

Both providers are based outside the UK, including in the United States. Where your information is transferred outside the UK, we rely on legal safeguards recognised under UK data protection law — such as Standard Contractual Clauses, or an applicable adequacy arrangement (for example, the UK–US Data Bridge) — intended to keep your information protected to a UK standard. Exactly which safeguard applies can change over time, so if this matters to you, we'd recommend checking Calendly's and Zoom's own privacy policies for their current position, or emailing us and we'll find out for you.

We do not sell your personal information to anyone, and we do not share it with third parties for their own marketing purposes.

We may also need to share information if required by law, for example in response to a valid request from a court or regulator.

6. Cookies and similar technologies

The Site itself does not currently use analytics or advertising cookies beyond what is strictly necessary to make it function. If this changes in future — for example, if we add analytics — we will update this policy and, where the law requires it (the Privacy and Electronic Communications Regulations, as amended), ask for your consent first through a cookie banner.

When you use embedded tools on the Site, such as the Calendly booking widget, or when you join a Zoom call, those providers may set their own cookies in your browser under their own cookie and privacy policies, which we'd encourage you to check.

7. How long we keep your information

We only keep personal information for as long as we reasonably need it. As a general rule:

● Booking and coaching-session records: for as long as you're a client, and normally for up to 6 years afterwards, in line with standard UK record-keeping and legal limitation periods.

● Health-related information you've shared with us during coaching: only for as long as necessary to provide the service to you, unless we're required to keep it for longer for a legal reason.

● Enquiries that don't lead to a booking: normally deleted within 12 months.

If you'd like us to delete your information sooner, you can ask us — see “Your rights” below.

8. Keeping your information safe

We take reasonable steps to protect your personal information, including limiting who can access it and using established service providers, like Calendly and Zoom, that have their own security measures in place. However, no method of storing or sending information online is completely secure, and we can't guarantee absolute security.

9. Children and young people

This Site, and this policy, are written to be easy for younger visitors to understand, because we know people under 18 may use the Site.

If you are under 13: UK law says you need a parent or guardian's permission before you give us your personal information (like your name or email address) or book a session. Please ask a parent or guardian to help you, and to contact us at jodhi.matthews@thriveprogramme.org if they have any questions.

If you are 13 to 17: UK law generally allows you to make your own decision about sharing personal information with us. Even so, we'd encourage you to talk to a parent, guardian or another trusted adult, especially before booking a coaching session or sharing anything about your health or wellbeing.

If we become aware that a child under 13 has given us personal information without a parent or guardian's permission, we will delete it as soon as we reasonably can. A parent or guardian can contact us at any time to review or ask us to delete a child's information.

10. Your rights

Under UK data protection law, you have the right to:

● Ask us what personal information we hold about you, and get a copy of it (right of access)

● Ask us to correct information that's wrong or incomplete (right to rectification)

● Ask us to delete your information in certain circumstances (right to erasure)

● Ask us to limit how we use your information (right to restriction)

● Ask us to move your information to another organisation (right to data portability)

● Object to us using your information in certain circumstances (right to object)

● Withdraw your consent at any time, where we're relying on consent — this won't affect anything we did before you withdrew it

To use any of these rights, email jodhi.matthews@thriveprogramme.org. We'll normally respond within one month.

If you're not happy with how we've handled your information, you also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO): ico.org.uk, or by phone on 0303 123 1113. If you are under 18, you can complain yourself, or ask a parent, guardian or trusted adult to help you.

11. Changes to this policy

We may update this policy from time to time — for example, if we start using a new tool or service. We'll post the updated version on this page with a new “effective date” at the top. If we make a significant change, we'll try to make this clear, such as with a notice on the Site.

12. Contact us

If you have any questions about this policy or your personal information, please contact:

Jodhi Matthews, trading as Thrive with Jodhi

Email: jodhi.matthews@thriveprogramme.org

Website: www.thrivewithjodhi.com