Effective Date: October 2026

 

Who We Are

​

The Wellness Reset Coach is the trading name of The Wellness Reset Ltd, a company registered in England and Wales (Company Number: 17168972).

We provide personalised health and wellbeing coaching, supporting individuals to make sustainable lifestyle changes, improve their wellbeing and take a proactive approach to long-term health.

Our services include individual coaching, health education, behaviour change support and specialist programmes focusing on areas such as hormone health, stress, sleep, nutrition and healthy ageing.

We are committed to protecting your privacy and handling your personal information responsibly in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation.

​

Data Controller: The Wellness Reset Ltd
Trading Name: The Wellness Reset Coach

Registered in: England and Wales

Email: maddie@thewellnessresetcoach.com​

Our company registration details are publicly available through Companies House.

Company Number: 17168972

​

What Information We Collect

 

We may collect and process the following information where relevant to our services.

 

Personal Information

 

• Name

• Email address

• Telephone number

• Address (where applicable)

• Emergency contact information (where relevant)

• Booking and appointment information

 

Health & Coaching Information

 

To provide personalised coaching, we may collect:

• Health questionnaires and assessments

• Relevant medical history, health conditions and symptoms

• Nutrition and dietary information

• Physical activity and exercise habits

• Sleep, stress and wellbeing information

• Lifestyle habits and personal health goals

• Relevant mental and emotional wellbeing information

• Coaching notes, action plans and progress records

​

Information revealing your physical or mental health is classified as special category personal data under UK GDPR and requires additional protection.

We only request information relevant to the coaching services being provided.

 

Payment Information

​

Payments are processed through third-party payment providers.

​

We do not directly store or have access to your full payment card details.

​

We may retain transaction information, invoices and payment records for business administration and legal obligations.

 

​

Website Information

 

When you visit our website, we may collect:

• IP address

• Browser and device information

• Pages visited

• Website interactions

• Cookie preferences

• Website analytics information

​

This information helps us operate, maintain and improve our website and services.

 

How We Collect Information

 

We collect information through:

• Website enquiries and contact forms

• Discovery calls and initial consultations

• Client onboarding and health questionnaires

• Individual and group coaching sessions

• Email and other agreed communications

• Appointment booking systems

• Payments and transactions

• Website analytics and cookies

• Client feedback and progress reviews

​

Information is generally provided directly by you or collected through the systems you use to interact with our services.

 

How We Use Your Information

 

We use your personal information to:

• Respond to enquiries about our services

• Arrange and deliver health coaching programmes

• Understand your individual health and wellbeing goals

• Develop personalised coaching plans

• Provide educational resources and ongoing programme support

• Monitor coaching progress and agreed goals

• Manage appointments, bookings and payments

• Maintain appropriate client and business records

• Meet accounting, tax and other legal obligations

• Maintain the security and quality of our services

• Send optional marketing communications where permitted

We do not sell your personal information or use identifiable health information for unrelated marketing purposes.

​

​

Programme Emails and Marketing Communications

​​

Programme Emails

​

As part of your coaching programme, you may receive emails containing:

​

• Appointment confirmations and reminders

• Educational resources and wellbeing guidance

• Coaching worksheets and programme materials

• Progress support and follow-up information

• Information relevant to your agreed coaching programme

​

These communications form part of the services you have requested or purchased.

​​

Marketing Emails

​

With your consent, we may also send occasional marketing emails containing:

• Health and wellbeing newsletters

• Educational articles and resources

• New programme announcements

• Special offers and promotions

• Business updates and upcoming services

 

Marketing communications are optional and are separate from essential programme communications.

You can withdraw your marketing consent at any time by using the unsubscribe option in our emails or contacting maddie@thewellnessresetcoach.com.

​

Unsubscribing from marketing communications will not affect your coaching services.

​

We comply with applicable electronic marketing requirements, including the Privacy and Electronic Communications Regulations (PECR).

​

​

Legal Basis For Processing

 

Under UK GDPR, we process personal information using the following lawful bases, depending on the purpose.

 

Contractual Necessity - Article 6 (1)(b)

Where processing is necessary to arrange, manage and deliver coaching services you have requested or purchased.

This includes bookings, programme administration, service communications and delivery of agreed coaching materials.

 

Legal Obligation - Article 6 (1)(c)

Where processing is necessary to comply with applicable legal requirements, including accounting, tax and other statutory obligations.

 

Legitimate Interests - Article 6 (1)(f)

Where necessary for our legitimate business interests, provided these do not override your rights and freedoms.

This may include responding to general enquiries, maintaining appropriate business records, protecting our systems and improving our services.

 

Consent - Article 6 (1) (a) 

Where you have provided consent for a specific purpose, such as receiving optional marketing emails.

You may withdraw your consent at any time.

 

​

Special Category Health Information - Article 9 (2)(a)
 

Where we process special category health information for personalised coaching, we rely on your explicit consent under Article 9(2)(a), alongside an appropriate Article 6 lawful basis.

Explicit consent is obtained separately during client onboarding.

You may withdraw this consent at any time, although this may affect our ability to continue providing personalised coaching.

​

​

Health Data (Special Category Data)

 

Health coaching requires collection of health-related information.

We process this information:

• Only where necessary to provide coaching services

• Only with your explicit consent

• Using secure systems with restricted access

We will never sell health information.

​​

​

Health information and Consent

 

To provide personalised health coaching, we may collect and process relevant information about your medical history, symptoms, lifestyle, physical and mental wellbeing, and personal health goals.

​

We process special category health information only where necessary for agreed coaching purposes and with your explicit consent.

​

Your information is handled confidentially, stored securely and accessed only where required for authorised purposes.

​

We will never sell your health information.

​

You may withdraw your consent at any time by contacting maddie@thewellnessresetcoach.com.

​

Withdrawal will not affect processing already carried out lawfully. Certain information may need to be retained where another lawful basis and applicable legal requirements permit or require this.

​

Withdrawing consent may affect our ability to continue providing personalised coaching services.

​​

​

Sharing Your Information

​

We respect your confidentiality and only share personal information where necessary, lawful and appropriate.

​

This may include:

• Website hosting and booking providers

• Secure payment processors

• Email and communication platforms

• Video consultation providers

• Client record and administrative systems

• Professional advisers, including accountants or legal advisers

• Professional supervisors or mentors, where appropriate and subject to suitable confidentiality arrangements

• Regulatory or legal authorities where disclosure is required or otherwise permitted by law

 

Our services may use third-party platforms, including:

• Wix

• Calendly

• Zoom

• Microsoft Outlook

• Payment processing providers

• Social media platforms where you choose to interact with us

 

These providers may process information on our behalf or act as independent data controllers, depending on the service.

​

Where required, we use appropriate contractual and security arrangements to protect personal information.

​

Identifiable health information will not routinely be shared with third parties for independent purposes without an appropriate lawful basis.

​

We do not sell or rent personal information to third parties.

​

Payments are handled through secure third-party payment providers and banking services, which may include PayPal and Monzo.

We do not directly store clients' full payment card details.

We may retain payment confirmations, invoices and transaction records for business administration, accounting and legal purposes.

Payment providers may process personal information in accordance with their own privacy policies.

​

​

International Transfers

 

Some third-party technology providers may process or store personal information outside the United Kingdom.

​

Where international transfers take place, we take steps to ensure they comply with applicable UK data protection requirements.

​

Depending on the circumstances, these may include recognised adequacy regulations, appropriate contractual safeguards or other legally permitted transfer mechanisms.

​

Information about relevant international transfers and applicable safeguards can be requested by contacting us.

​

​

How Long We Keep Your Information

 

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including applicable legal, accounting and professional obligations.

​

Our retention periods are determined by the type of information, the purpose of processing and any relevant legal requirements.

​

These may include:

• Client coaching records: Retained for an appropriate documented period following completion of services, taking account of confidentiality, legal obligations and potential claims.

• Financial records: Retained for the period required by applicable accounting and tax legislation.

• General enquiries: Retained only as long as necessary to respond and manage the enquiry.

• Marketing information: Retained while you remain subscribed, subject to appropriate review. Limited suppression records may be retained to ensure that unsubscribe requests are respected.

• Website analytics: Retained according to the settings and retention periods of the relevant analytics provider.

 

When information is no longer required, it will be securely deleted or anonymised where appropriate.

​

​

How We Protect Your Information

 

We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure.

​

These measures may include:

• Password-protected systems and accounts

• Restricted access to client information

• Secure and reputable software providers

• Encryption where appropriate

• Secure storage of coaching records

• Appropriate confidentiality arrangements

• Regular review of data protection practices

 

We aim to collect and retain only the information necessary to provide our services.

​

Although we take data security seriously, no electronic transmission or storage system can be guaranteed to be completely secure.

 

Your Data Protection Rights

 

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

• Access: Request a copy of the personal information we hold about you.

• Rectification: Request correction of inaccurate or incomplete information.

• Erasure: Request deletion of your information where applicable.

• Restriction: Request that we limit how your information is processed in certain circumstances.

• Objection: Object to certain processing, including direct marketing.

• Data Portability: Request transfer of certain personal information where applicable.

• Withdrawal of Consent: Withdraw consent where processing relies on consent.

• Complaint: Raise concerns with the Information Commissioner's Office.

 

These rights may be subject to legal conditions and exceptions.

​

To exercise your rights, please contact: maddie@thewellnessresetcoach.com

​

We will respond to requests in accordance with applicable data protection legislation.

 

Cookies & Analytics

 

Our website uses essential cookies where necessary for its operation and may use optional cookies and analytics tools to understand website usage and improve user experience.

​

Where required by law, optional cookies will only be activated after you have provided consent.

​

You can manage or withdraw your cookie preferences through our website's cookie settings.

​

You may also control cookies through your browser settings, although disabling certain cookies may affect website functionality.

​

Further information about the cookies used, their purposes and retention periods will be provided through our website's cookie information or Cookie Policy.

 

Health Coaching Disclaimer

 

Health coaching services provided by The Wellness Reset Ltd, trading as The Wellness Reset Coach, are intended to support lifestyle improvement, behaviour change, wellbeing and proactive health management.

​

Health coaching is educational and supportive in nature and does not replace individual medical assessment, diagnosis or treatment.

 

Clients should consult their GP or an appropriately qualified healthcare professional regarding medical concerns, medication changes or treatment decisions.

​

Information shared during coaching is used to support agreed wellbeing goals and does not establish a medical treatment relationship.

 

 

Group Coaching and Confidentiality

 

Where group coaching programmes or workshops are provided, participants are expected to respect the privacy and confidentiality of others.

​

We encourage participants not to disclose personal information shared by other group members.

​

However, we cannot guarantee the confidentiality of information voluntarily shared with other participants.

​

Participants should consider carefully what personal or sensitive information they choose to disclose in a group setting.

​

​

Complaints and Concerns

 

If you have concerns about how your personal information is collected, used or stored, please contact us first so that we can investigate and respond.

Email: maddie@thewellnessresetcoach.com

​

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

Website: www.ico.org.uk

You do not need to contact us before raising a complaint with the ICO.

​

​

Wellness Reset Ltd Registered Office: 

2 The West Rig, Newcastle Upon Tyne, NE3 4LR

Our registered office is for statutory correspondence only. We provide online coaching services and do not receive clients at this address.

​

​

Changes To This Privacy Policy

 

We may update this Privacy Policy periodically to reflect changes in our services, business operations, technology or legal requirements.

The latest version will be available on our website, together with its effective date.

Where changes materially affect how we use personal information, we will take appropriate steps to notify affected individuals where required.