​Date completed: February 2024

Contact details
Sophia Hodges
sophia@humanenergyoptimisation.com
07770416812
 
GENERAL DATA PROTECTION REGULATION
This legislation provides a legal framework for keeping everyone’s personal data safe.
It requires organisations and professionals such as Human Energy Optimisation, who hold your personal data, to have robust processes in place to handle and store your personal information.

One of the rights is a right to be informed, which means we (Human Energy Optimisation) have to give you information about the way in which we use, share and store your personal information.
We collect, use and are responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union and the United Kingdom, and we are responsible as ‘controller’ of that personal information for the purposes of those laws.
 
What information or data is processed and why?
We may collect and store the following information (as relevant); 

• Personal information such as name, address and date of birth.

• Information about your next of kin or important others (professional or personal).

• Details of your lifestyle and fitness history

• Medical information such as GP name/surgery, medical conditions, medical history and medications. (This may include sensitive information such as that relating to physical and mental health issues) 

• Assessment and training notes which may be kept as a hard/electronic copy

• Photographs and/or videos from assessments and training sessions as/only if consented by you

• Contact history and personal correspondence

• Other information or feedback you may provide to us, such as in surveys

  
How and why we collect and use your personal information

Most of the personal information we process is provided to us directly by you when you complete client registration forms with personal information such as that listed above. We may also take and keep notes following verbal consultation with you.

All collection and processing will be carried out based on adequate legal grounds, will be deemed necessary (for the care of the individual or to enable us, Human Energy Optimisation, to comply with statutory or contractual requirements), and will require consent from the individual entering into a contract with Human Energy Optimisation. We also rely on your consent to send out marketing information and
newsletters.

You can withdraw your consent at any time by letting us know as set out below.

In summary, we use your personal information to;

• Contact you regarding your enquiry, coaching or appointments.

• Design bespoke lifestyle advice appropriate for your body, needs and goals.

• Evaluate and improve our services and business.

• To send promotional materials, information regarding services and other communications.

 

Who we share your personal information with?

We may share your information with someone who is subject to an equivalent duty of confidentiality, such as your GP or other professional, if you have given specific consent for us to do so.

We will share your personal information with law enforcement or other authorities if required by law.

We will not share your personal information with any other third party.
 
Information obtained from other sources
From time to time, we may need to obtain information from third parties, such as your GP or other health professionals. This will only apply where it is essential for the provision of services and as permitted by law. Where necessary, applicable consent of the client or organisation providing the data will be obtained.
 
How long your personal information is kept?
We will hold your personal data for the period of your coaching and for 5 years following your last session.
 
Transfer of your information out of the EEA
We will not transfer your personal information to locations outside of the European Economic Area (EEA) without first informing you and ensuring that there are adequate safeguards for the protection of your privacy.
 
Your rights
Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, you have the right to:

• Fair processing of information and transparency over how we use your personal information

• Access your personal information and to certain other supplementary information that this Privacy Notice is already designed to address

• Ask us to correct any mistakes in your information which we hold

• Ask us to erase personal information concerning you in certain situations

• Receive the personal information concerning you which you have provided, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations

• Object at any time to processing of personal information concerning you for direct marketing

• Object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you

• Object in certain other situations to our continued processing of your personal information

• Otherwise restrict our processing of your personal information in certain circumstances

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individual’s rights under the General Data Protection Regulation.

 
If you would like to exercise any of those rights, please;

• Email, call or write to us,

• Provide enough information to identify you e.g. your name, address and date of birth

• Provide proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill)

• Inform us of the information to which your request relates

 
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it.

Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
 
How to complain
We hope to resolve any query or concern you raise about our use of your information. 

The General Data Protection Regulation gives you the right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or by telephone:
[0303 123 1113].

How to contact us;
Please contact is if you have any questions about this privacy notice or the information that we hold about you.
If you wish to contact us, please send an email to sophia@humanenergyoptimisation or call 07770416812.
 
Use of Cookies
This website uses cookies to enhance the users experience while visiting the website. Cookies are small files saved to the users computer’s hard drive that track, save and store information about the users interactions and usage of the website. This allows

the website, through its server, to provide the users with a tailored experience within this website.
 

Contact & Communication
Users contacting this website and/or Human Energy Optimisation services do so at their own discretion and provide any such personal details requested at their own risk. We will use any information submitted to provide you with further information about the services we offer or to assist you in answering any questions or queries you may have submitted. 

Your details are not passed on to any third parties.
 
External Links
For your convenience and information, our website may provide links to third-party sites, apps and services that may be operated by companies not affiliated with us. These companies may have their own privacy notices or policies, which we strongly advise you to review. Although this website only looks to include quality, safe and relevant external links users should always adopt a policy of caution before clicking any external web links mentioned throughout this website. Human Energy Optimisation is not responsible for the privacy practices of any externally linked sites, apps or services, therefore cannot be held liable for any damages or implications caused by visiting any external links mentioned.
 
Social Media Platforms
Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively. 

Users are advised to use social media platforms wisely and communicate/engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.

This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.

 
Changes to this privacy notice
This privacy notice was reviewed/updated in February 2024.

This privacy notice is subject to change without notice and so it is advised to read this page regularly.