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Privacy Policy

Legal disclaimer

Last updated: 25 October 2026

This privacy policy explains how Every Well Being Ltd, trading as Every Wellbeing ("Every Wellbeing", "we", "us", "our"), collects, uses and protects personal information when you visit www.everywell-being.com, contact us, use our services, take one of our courses or work with us. It also explains your rights under UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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1. Who we are

Every Well Being Ltd is the data controller for the personal information described in this policy. This means we decide how and why your information is used.

  • Company number: 16349786, registered in England and Wales

  • Registered office: 71-75 Shelton Street, Covent Garden, London WC2H 9JQ

  • Email: info@everywell-being.com

  • Phone: 020 3297 7197 (Monday to Friday, 9am to 5pm)

  • Data protection contact: Natasha Rhone, Director

Learnestry is our online learning brand and is part of Every Wellbeing. This policy also applies to Learnestry courses.

 

2. When we work with your employer

Many of our services are booked by employers for their staff. When this happens, your employer may give us your name and work contact details so we can arrange your session.

We use information you share during coaching, health checks, wellbeing assessments or workshops only to deliver that service to you. We do not share your individual results, answers or conversations with your employer without your consent, except where we need to act to keep you or someone else safe (see section 6). Employers receive group-level or anonymised feedback only.

Your employer's own privacy notice explains how they use your information.

 

3. The information we collect

We collect information you give us directly, information your employer gives us to arrange services, and some technical information collected automatically when you use our website.

  • Website visitors: IP address, browser and device type, and pages viewed, collected through cookies (see section 12).

  • Enquiries: your name, email address, organisation, role, phone number, preferred contact time and your message, when you use our contact form, email or call us.

  • Newsletter subscribers: your email address.

  • Workplace Wellbeing Assessment: your answers about your organisation's wellbeing support, and any contact details you choose to give us to receive your results.

  • Clients and business contacts: names, job titles, work contact details, and booking and invoicing details.

  • Participants in our services: your name, employer, attendance and feedback. If you take part in coaching, a health check or a wellbeing assessment, this may include information about your physical or mental health, such as blood pressure, BMI, body composition, cholesterol readings or stress levels.

  • Online course learners: your name, email address, purchase history and course progress. Card payments are processed by our payment provider; we do not see or store your card details.

  • Event attendees: your name, contact details, booking details, and any access or dietary needs you tell us about.

  • Practitioners and job applicants: your CV, qualifications, references, insurance details, identity documents and, where the role is eligible, the result of a Disclosure and Barring Service (DBS) check.

 

Health information and other sensitive data

Information about your health is "special category data" under UK GDPR and receives extra protection. We collect it only with your explicit consent, which you can withdraw at any time. The only exception is where we need to act to protect someone from serious harm, as permitted by the Data Protection Act 2018.

DBS check results are criminal offence data. We request them only where the law allows for the role, and we handle them as permitted by the Data Protection Act 2018.

 

4. How we use your information and our lawful bases

We only use your personal information where UK data protection law gives us a lawful basis to do so.

  • Responding to your enquiry: legitimate interests (replying to people who contact us), or taking steps at your request before entering into a contract.

  • Arranging and delivering our services: performance of a contract with you, or our legitimate interests where the contract is with your employer.

  • Health checks, coaching and wellbeing assessments that involve health information: your explicit consent.

  • Sending our newsletter: your consent. You can unsubscribe at any time using the link in every email.

  • Contacting business contacts about our services: legitimate interests (promoting our services to organisations). You can ask us to stop at any time.

  • Selling and delivering online courses: performance of a contract with you.

  • Invoicing, accounts and tax records: legal obligation.

  • Approving practitioners and assessing job applications: taking steps to enter into a contract, and our legitimate interests in working with suitably qualified and safe practitioners.

  • Keeping people safe: legitimate interests, protecting someone's vital interests, and, where needed, the safeguarding conditions in the Data Protection Act 2018.

  • Running, securing and improving our website: legitimate interests. Analytics cookies are used only with your consent.

We do not make decisions about you based solely on automated processing, and we do not use your information for profiling.

 

5. Who we share your information with

We do not sell your personal information. We share it only where needed, with:

  • Our freelance practitioners, who deliver services on our behalf and are bound by confidentiality and our policies.

  • Service providers who support our business, including our website platform (Wix), email and newsletter tools, payment providers, cloud storage, our accountant, insurers and professional advisers. They may only use your information to provide their service to us.

  • Your employer, only as described in section 2.

  • Public authorities, such as the police, emergency services or a local authority safeguarding team, where the law requires it or where we need to act to protect someone (see section 6).

  • A buyer or successor, if all or part of our business is sold or restructured. Your information would continue to be protected in line with this policy.

 

6. Safeguarding

If we are concerned that you or someone else is at risk of serious harm, we may need to share information with the emergency services, the police or a local authority without your consent. We will only share what is necessary, and wherever possible we will talk to you first. Our Safeguarding Policy explains how we handle these situations.

 

7. International transfers

Some of our service providers, including our website platform, store or access data outside the UK. When this happens, we make sure your information is protected by one of the safeguards recognised by UK law: a UK adequacy decision for that country, or the International Data Transfer Agreement or UK Addendum approved by the Information Commissioner's Office (ICO). Contact us if you would like more details.

 

8. How long we keep your information

We keep personal information only for as long as we need it for the purpose it was collected, or as the law requires.

  • Enquiries: up to 2 years after our last contact with you.

  • Newsletter subscribers: until you unsubscribe.

  • Client contracts, invoices and accounting records: 6 years after the end of the financial year they relate to, as required for tax purposes.

  • Coaching, health check and wellbeing assessment records: up to 6 years after the service ends, unless a shorter period is agreed with you or your employer.

  • Online course learners: for as long as you have access to the course, then up to 6 years for accounting purposes.

  • Unsuccessful job and practitioner applications: 6 months after our decision.

  • Practitioner records: 6 years after the last assignment.

  • Safeguarding records: as set out in our Safeguarding Policy.

When information is no longer needed, we delete it securely or anonymise it.

 

9. How we protect your information

We use appropriate technical and organisational measures to protect your information, including password-protected storage, access limited to those who need it, secure devices and confidentiality agreements with our practitioners. No method of storing or sending data is completely secure, but we review our measures regularly.

 

10. Your rights

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

  • Access the personal information we hold about you

  • Correct information that is inaccurate or incomplete

  • Delete your information in certain circumstances

  • Restrict how we use your information in certain circumstances

  • Object to our use of your information where we rely on legitimate interests, and to stop direct marketing at any time

  • Data portability, to receive information you gave us in a reusable format, in certain circumstances

  • Withdraw consent at any time, where we rely on your consent. This does not affect anything we did before you withdrew it.

To use any of these rights, email info@everywell-being.com. There is no charge. We may ask you to confirm your identity, and we will respond within one month. If your request is complex, we may extend this by up to two further months and will tell you why.

 

11. Complaints

If you are unhappy with how we have handled your personal information, you have the right to complain to us. Please email info@everywell-being.com. We will acknowledge your complaint within 30 days, look into it without undue delay, and tell you the outcome.

If you are not satisfied with our response, you can complain to the Information Commissioner's Office (ICO), the UK regulator for data protection: www.ico.org.uk, or 0303 123 1113.

 

12. Cookies

Our website is built on the Wix platform, which uses cookies and similar technologies. Essential cookies are needed for the site to work and stay secure, and are always on. Non-essential cookies, such as analytics and marketing cookies, are only used if you agree to them through our cookie banner. You can change your choice at any time through the cookie settings on our site or in your browser, although turning off some cookies may affect how the site works.

 

13. Children

Our services and website are intended for adults. We do not knowingly collect personal information from anyone under 18. If a service booked by an employer involves anyone under 18, we handle their information in line with our Safeguarding Policy. If you think a child has given us their information, please contact us and we will delete it.

 

14. Links to other websites

Our website contains links to other sites, such as LinkedIn and Substack. We are not responsible for how those sites handle your information, so please read their privacy policies.

 

15. Changes to this policy

We review this policy regularly and may update it to reflect changes in the law or in our services. The latest version will always be on this page, with the date it was last updated at the top. Where a change significantly affects you, we will let you know.

 

16. Contact us

If you have any questions about this policy or how we use your information, please contact us:

Every Well Being Ltd (trading as Every Wellbeing) 71-75 Shelton Street, Covent Garden, London WC2H 9JQ Email: info@everywell-being.com Phone: 020 3297 7197 (Monday to Friday, 9am to 5pm)

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