1. Introduction

Welcome to Intra Wilderness Therapy and Coaching ("we," "us," or "our"). We are committed to protecting your privacy and ensuring your personal data is handled securely.

This privacy statement applies to all services provided under Intra Wilderness Therapy and Coaching including:

Intra Wilderness Therapy & Coaching Sessions – One-on-one and group therapy and coaching services.

Wilderness Waves – A separate community space supporting individuals through open-water swimming and mental well-being.

This policy outlines:

✅ What information we collect, use, and why 

✅ Lawful bases and your data protection rights 

✅ Where we get personal information from 

✅ How long we keep information

✅ How to make a complaint

2. Data We CollectFooter Final
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Therapy & Coaching Sessions (Intra Wilderness Therapy and Coaching)

We collect personal data to provide individual and group therapy, coaching, and wellness support. This may include:

✅ Client contact details (name, email, phone number)

✅ Booking information (session dates, preferences)

✅ Therapy notes (progress, goals, session details)

✅ Health information (where relevant to therapy, including disclosures made during sessions)

✅ Payment details (for session payments)

Therapy and coaching data is treated with strict confidentiality and stored securely to comply with data protection regulations.

Wilderness Waves (Community & Events)

For Wilderness Waves membership, events, and engagement, we may collect:

✅ Membership details (name, email, participation records)

✅ Event registrations (preferences, attendance)

✅ Marketing preferences (opt-ins)

✅ Health & safety information (for swimming-related activities)

3. How We Use Your Data

🔹Therapy & Coaching: To provide personalised support, track progress, and manage bookings.

🔹Community Engagement (Wilderness Waves): To facilitate events, workshops, and online discussions.

🔹Marketing & Communication: To share updates, special offers, and relevant content.

We do not sell personal data and only share it when legally required or necessary for service operations (e.g. booking confirmations, payment processing).

4. Lawful Bases for Processing & Your Rights

Under UK GDPR, we must have a lawful basis for collecting and using your data.

Therapy & Coaching Sessions

🔹Contract: To provide therapy/coaching under an agreed service.

🔹Legal Obligation: To comply with professional guidelines (e.g. record-keeping requirements).

🔹Consent: If a client voluntarily shares sensitive health-related information.

Wilderness Waves (Community & Events)

🔹Consent: When signing up for newsletters, events, and voluntary activities.

🔹Contract: When data is necessary for bookings or purchases.

Your Data Protection Rights

✅ Access: Request copies of your personal data.

✅ Rectification: Correct inaccurate or incomplete data.

✅ Erasure: Request deletion of personal data where applicable.

 
✅ Restriction: Limit how we use your data.

✅ Objection: Object to specific types of processing.

 
✅ Withdraw Consent: Stop receiving marketing or opt out of voluntary data sharing.

To submit a request, please contact [email protected].

5. Where We Get Personal Information From

✅ Directly from you – When you register for therapy, coaching, or Wilderness Waves activities.

6. Data Retention & Secure Disposal

Therapy & Coaching Notes – Retained for 7 years from last session, as required by professional guidelines.

Membership Details– Retained for 3 years from last activity to maintain active records and provide services.

Email Communications – Retained for 12 months for customer support, queries, and engagement follow-ups.

Event & Workshop Records– Retained for 2 years to track participation and offer relevant follow-ups.

Payment & Financial Records– Retained for 6 years as required by financial and tax regulations.

Marketing Data (Opt-ins) – Retained for2 years from last interaction to manage marketing preferences and engagement.

Customer Support Inquiries – Retained for 1 year to resolve queries and improve user experience.

Data Storage & Security

We store personal data securely using a third-party provider, Funnel Sketchers. This service helps us manage data safely, ensuring compliance with industry security standards.

Secure Disposal:

✅ Confidential deletion of therapy & coaching notes after retention period.

✅ Anonymisation, where required, for analytics.

✅ Removal from third-party services, if applicable.

7. How to Make a Complaint

If you have concerns about how we handle your data, please contact [email protected].

If you remain unhappy, you can escalate your complaint to the Information Commissioner’s Office (ICO):

📍 ICO Address: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF

📞 Helpline: 0303 123 1113 🔗

Website: ICO Complaints Page

Last Updated: 11th May 2025