1. Who We Are

Neyoga is operated by:

Tiffany Thomas, a sole trader in England, trading as Neyoga and Tiffany Thomas.

For the purposes of UK data protection law, Tiffany Thomas trading as Neyoga is the data controller responsible for your personal information.

 

Email: tiffany@neyoga.co.uk
Business Address: Kings Raod, Westerham TN16 3XU

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If you have any questions about this Privacy Policy or how your information is handled, please contact:

tiffany@neyoga.co.uk

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2. What Personal Information We May Collect

The personal information collected will depend on how you interact with Neyoga.

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This may include:

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Identity and contact information

Such as:

• full name;

• email address;

• telephone number;

• postal address;

• date of birth or age where relevant;

• emergency contact information where appropriate.

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Booking and service information

Such as:

• services or programmes you enquire about;

• discovery call details;

• appointment dates;

• coaching programme details;

• workshop, retreat or event bookings;

• attendance information;

• public speaking enquiries;

• booking preferences.

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Coaching information

If you become a coaching client, information may include:

• goals and objectives;

• reflections;

• coaching notes;

• assessment responses;

• readiness or reflection questionnaires;

• Wheel of Life or similar assessment information;

• action plans;

• values and priorities;

• information you voluntarily discuss during coaching;

• information relating to your progress through a programme.

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Your existing Coaching Agreement already anticipates the collection of information through discovery calls, assessments, coaching sessions and coaching journals.

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Wellness information

Where you participate in a wellness activity, you may voluntarily provide information about:

• physical health;

• injuries;

• mobility considerations;

• pregnancy;

• relevant medical conditions;

• mental or emotional wellbeing;

• accessibility requirements;

• other information that may affect your participation.

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Neyoga will only seek information that is reasonably relevant to the service being provided.

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Payment and transaction information

This may include:

• amounts paid;

• payment dates;

• invoice details;

• transaction references;

• payment status.

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Where you pay by bank transfer, Neyoga may receive information contained within the bank transaction.

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Where you pay by card, payment information may be processed by a third-party payment provider.

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Neyoga does not normally store full payment-card details.

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Communications

This may include communications made by:

• email;

• telephone;

• contact forms;

• WhatsApp;

• video conferencing platforms;

• social media;

• other agreed communication channels.

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Website and technical information

When you visit the Neyoga website, information may be collected automatically, including:

• IP address;

• browser type;

• device type;

• operating system;

• website usage;

• pages visited;

• referral source;

• cookie information;

• approximate location derived from an IP address.

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Further information will be provided in the Neyoga Cookie Policy.

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Marketing preferences

This may include whether you have:

• subscribed to email updates;

• agreed to receive marketing;

• withdrawn consent;

• expressed preferences about the type of communication you receive.

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Testimonials and media

Where you voluntarily provide permission, Neyoga may collect and use:

• written testimonials;

• photographs;

• video testimonials;

• audio;

• case-study information.

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Identifiable client testimonials will not be published without appropriate permission.

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3. How We Collect Personal Information

Information may be collected directly from you when you:

• complete a website form;

• book a discovery call;

• email Neyoga;

• communicate by telephone or WhatsApp;

• complete an assessment or questionnaire;

• enter into a Coaching Agreement;

• participate in coaching;

• book a workshop, retreat or event;

• make a payment;

• subscribe to communications;

• submit feedback or a testimonial;

• otherwise contact Neyoga.

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We may also receive limited personal information through service providers used to operate the business, such as website, scheduling, event, payment or communication platforms.

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Where information is obtained from somewhere other than you, this will normally be because you have used one of those services to interact with Neyoga.

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4. Why We Use Your Personal Information

Neyoga may use personal information to:

• respond to enquiries;

• arrange discovery calls;

• assess whether a coaching or wellness service may be appropriate;

• provide coaching services;

• personalise coaching sessions;

• provide wellness services;

• administer programmes;

• manage appointments;

• administer events, retreats and workshops;

• provide public speaking services;

• process bookings;

• issue invoices;

• record and reconcile payments;

• communicate about services;

• send booking confirmations;

• provide resources and programme materials;

• maintain client records;

• maintain appropriate professional records;

• respond to complaints;

• manage cancellations and refunds;

• protect Neyoga's legal rights;

• meet legal, tax or regulatory requirements;

• improve services;

• manage website functionality;

• understand website usage;

• send marketing communications where permitted;

• collect feedback and testimonials where appropriate.

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​5. Our Lawful Bases for Processing

Under UK data protection law, Neyoga must have a lawful basis for processing personal information.

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Depending on the circumstances, we may rely on the following.

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Contract

We may process information because it is necessary to:

• take steps at your request before entering into a contract; or

• perform a contract with you.

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For example:

• arranging your coaching programme;

• administering sessions;

• communicating about your booking;

• delivering a service;

• processing payments;

• providing materials included in your programme.

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Legitimate Interests

We may process information where reasonably necessary for legitimate business interests, provided those interests are not overridden by your rights and freedoms.

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These legitimate interests may include:

• operating and improving Neyoga;

• responding to general enquiries;

• maintaining appropriate business records;

• protecting the security of the website;

• preventing fraud or misuse;

• understanding how the website and services are used;

• establishing, exercising or defending legal claims.

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Where legitimate interests are used, Neyoga will consider whether the processing is necessary and whether your interests or rights outweigh those interests. 

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Legal Obligation

We may process information where necessary to comply with legal obligations.

This may include:

• tax and accounting obligations;

• responding to lawful requests;

• complying with regulatory requirements;

• maintaining legally required records.

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Consent

In some circumstances, we may rely on your consent.

This may include:

• certain marketing communications;

• publication of testimonials;

• photographs or video;

• optional uses of your information;

• certain special category information.

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Where consent is used, you may withdraw it at any time.

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Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

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6. Special Category Information

Some information you choose to provide during coaching or wellness services may be considered special category personal data under UK data protection law.

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This may include information relating to:

• physical health;

• mental health;

• medical conditions;

• disability;

• emotional wellbeing;

• other sensitive personal circumstances.

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Special category information receives additional protection under data protection law. 

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Where Neyoga needs to process such information in connection with coaching or wellness services, we will only do so where an appropriate lawful basis and special-category condition applies.

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Where appropriate, Neyoga may rely on your explicit consent.

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This means you may be asked to expressly confirm that you agree to Neyoga processing relevant health or wellbeing information for the purpose of safely and appropriately providing the service.

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Explicit consent must be clear and affirmative and cannot simply be assumed from someone's actions. 

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You are not expected to disclose sensitive information that is not reasonably relevant to the service.

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7. Coaching Confidentiality

Information shared during coaching will generally be treated as confidential.

However, confidentiality may be limited where:

• disclosure is required by law;

• there is a serious risk of harm to you or another person;

• there is a safeguarding concern relating to a child or vulnerable adult;

• disclosure is necessary to establish, exercise or defend legal rights.

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These principles are also reflected in the Neyoga Coaching Agreement. 

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Confidentiality within the coaching relationship is separate from, but operates alongside, Neyoga's obligations under data protection law.

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8. Who We May Share Information With

Neyoga does not sell your personal information.

Personal information may be shared with trusted service providers where reasonably necessary to operate the business.

These may include providers of:

• website hosting and website functionality;

• appointment scheduling;

• video conferencing;

• cloud storage;

• email;

• customer communications;

• payment processing;

• banking;

• accountancy or bookkeeping;

• event booking;

• marketing;

• analytics;

• digital products;

• finance or instalment services.

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Examples may include platforms such as Wix, payment providers, online meeting providers, booking providers or future finance providers such as Klarna.

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Where third parties process personal information on Neyoga's behalf, appropriate arrangements will be used where required.

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Information may also be disclosed where required by:

• law;

• court order;

• regulatory authority;

• law enforcement;

• safeguarding requirements;

• professional advisers where necessary.

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9. International Transfers

Some technology or service providers used by Neyoga may store or process personal information outside the United Kingdom.

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Where personal information is transferred internationally, Neyoga will seek to ensure that appropriate safeguards are in place as required by applicable data protection law.

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These safeguards may include:

• transferring information to countries recognised as providing adequate data protection;

• use of approved contractual safeguards; or

• another lawful transfer mechanism.

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Third-party providers may also explain their international data-transfer arrangements in their own privacy policies.

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10. How Long We Keep Personal Information

Personal information will only be kept for as long as reasonably necessary for the purpose for which it was collected, including any legal, accounting, tax, professional or contractual requirements.

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Retention periods may vary depending on the type of information.

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As a general approach:

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Enquiries that do not become clients

Information will normally be retained only as long as reasonably necessary to respond to the enquiry and manage any follow-up.

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Coaching client information

Relevant coaching and contractual records may be retained for the duration of the coaching relationship and for a reasonable period afterwards where necessary for:

• professional record keeping;

• dealing with queries;

• complaints;

• legal claims;

• business administration.

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Financial information

Invoices and transaction records may be retained for the period required under applicable tax and accounting rules.

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Marketing information

Marketing details may be retained until you unsubscribe or object to the relevant marketing, after which limited information may be retained where necessary to record your preference not to receive future marketing.

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Testimonials

Testimonials may be retained for as long as permission remains valid or until they are no longer required, subject to the terms of any consent provided.

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Neyoga may securely delete or anonymise information where it is no longer needed.

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11. How We Protect Your Information

Neyoga takes reasonable steps to protect personal information against:

• unauthorised access;

• loss;

• misuse;

• disclosure;

• alteration;

• destruction.

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Measures may include:

• password-protected systems;

• secure cloud platforms;

• access controls;

• secure devices;

• appropriate account security;

• limited access to client information.

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However, no internet-based system or electronic communication method can be guaranteed to be completely secure.

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Clients should also take reasonable precautions when communicating sensitive information electronically.

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12. Email, WhatsApp and Online Communications

Neyoga may communicate with clients using email, video conferencing, telephone, WhatsApp or other agreed communication channels.

Electronic communication carries inherent security risks.

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By choosing to communicate through a particular method, you acknowledge those ordinary risks.

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Where particularly sensitive information needs to be shared, a more appropriate method may be agreed where necessary.

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13. Marketing Communications

Neyoga may send information about:

• coaching services;

• workshops;

• events;

• retreats;

• wellbeing services;

• new programmes;

• resources;

• products;

• relevant news or offers.

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Where consent is legally required, marketing will only be sent where appropriate consent has been obtained.

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You may unsubscribe from marketing communications at any time by:

• using an unsubscribe link where provided; or

• emailing tiffany@neyoga.co.uk.

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Opting out of marketing will not prevent Neyoga from sending communications necessary to administer an existing booking or contract.

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14. Cookies and Website Analytics

The Neyoga website is built using Wix.

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The website may use cookies and similar technologies for purposes such as:

• providing essential website functions;

• security;

• remembering visitor preferences;

• website analytics;

• improving the website;

• marketing where enabled.

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Further details will be provided in the Neyoga Cookie Policy.

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Where consent is legally required for non-essential cookies, those cookies should not be used until the appropriate choice has been made.

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15. Third-Party Websites and Platforms

The Neyoga website may contain links to external websites or use third-party platforms.

Examples may include:

• booking services;

• payment providers;

• social media platforms;

• video conferencing;

• event providers.

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Those organisations operate under their own privacy policies.

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Neyoga is not responsible for the privacy practices of third-party websites or independent service providers.

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You should review their privacy information where appropriate.

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16. Automated Decision-Making

Neyoga does not currently use personal information to make solely automated decisions that produce legal or similarly significant effects.

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If this changes in future, this Privacy Policy will be updated where required.

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17. Your Data Protection Rights

Depending on the circumstances, you may have rights including:

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Right of access

You may ask for confirmation of whether Neyoga holds personal information about you and request a copy.

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Right to rectification

You may ask for inaccurate or incomplete information to be corrected.

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Right to erasure

In certain circumstances, you may ask for personal information to be deleted.

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This right is not absolute and information may need to be retained where there is a lawful reason to do so.

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Right to restrict processing

In certain circumstances, you may ask Neyoga to restrict how your information is used.

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Right to object

You may object to certain processing, including some processing based on legitimate interests.

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You can object to direct marketing at any time.

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Right to data portability

In some circumstances, you may have the right to receive information you provided in a structured, commonly used and machine-readable format.

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Right to withdraw consent

Where processing relies on consent, you may withdraw that consent at any time.

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18. Exercising Your Rights

To exercise a data protection right, contact:

Tiffany Thomas
Neyoga
Email: tiffany@neyoga.co.uk

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Neyoga may need to verify your identity before providing personal information or actioning certain requests.

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Requests will be handled in accordance with applicable data protection law.

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19. Complaints

If you have concerns about how your personal information has been handled, please contact Neyoga first so that the issue can be investigated.

Contact:

tiffany@neyoga.co.uk

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You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO).

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You can obtain information about making a complaint from the ICO.

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Information Commissioner's Office

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20. Changes to This Privacy Policy

This Privacy Policy may be updated from time to time to reflect:

• changes to Neyoga services;

• changes to technology or service providers;

• new products or platforms;

• changes to how personal information is used;

• changes in applicable law or guidance.

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The latest version will be published on the Neyoga website.

The date at the top of this Policy shows when it was last updated.

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21. Contact

Questions about this Privacy Policy or Neyoga's use of personal information should be directed to:

Tiffany Thomas
Trading as Neyoga
Email: tiffany@neyoga.co.uk
Business Address: Kings Road, Westerham, TN16 3XU