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Privacy Policy - Last reviewed: November 2025

NV Health Ltd is committed to protecting your privacy and handling your personal information safely, lawfully and transparently.

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1. Who We Are

NV Health Ltd provides nutritional therapy services, wellbeing support, group programmes, and residential retreats. We collect and process personal information for the purpose of providing safe and effective health and wellbeing services.

If you have any questions, please contact:
Data Controller: NV Health Ltd
Email: nicola@nvhealth.co.uk

ICO Registration: Available via the ICO register under NV Health Ltd

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2. What We Do

We provide nutritional therapy, functional testing interpretation, supplement and lifestyle guidance, and wellbeing retreat services. We work to understand underlying contributors to your health concerns and provide personalised recommendations.

To do this, we collect personal, contact, and health-related information.

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3. How We Obtain Your Personal Data

You may provide personal data to us in the following ways:

• Completing a nutritional therapy or retreat booking form

• Completing a nutritional therapy questionnaire

• Signing a terms of engagement or consent form

• During consultations (in-person or online)

• Through email, messaging services, telephone, or the Better client portal

• Through online or card payments (via Stripe)

• During retreat attendance (dietary needs, emergency info, health disclosures)

We may also receive data from:

• Biochemical/functional testing laboratories

• Supplement providers (e.g., order fulfilment updates)

• Other healthcare providers (with your explicit consent)

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4. What Personal Data We Collect

Depending on the service, we may collect:

4.1 Basic Information

Name, address, date of birth, contact details

Emergency contact / next of kin information

Appointment history and communications

Retreat dietary needs or room-sharing preferences

4.2 Special Category (Health) Data

(Processed only with explicit consent or another permitted legal basis)

Medical history, symptoms, diagnoses

Biochemical test results

Medication and supplement history

Lifestyle, diet, sleep and wellbeing information

Notes from consultations and health improvement plans

4.3 Financial & Transactional Data

Payments made via Stripe (NV Health does not store card details)

Invoices and transaction records

Bank details if provided for refunds

We collect only the minimum information needed to provide safe, effective care.

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5. Legal Basis for Processing Your Data

Under UK GDPR, we rely on the following lawful bases:

5.1 Contract

To provide you with nutritional therapy, consultations, or retreat attendance.

5.2 Explicit Consent (required for health data)

We process special category data (health data) only where you have given explicit consent.

5.3 Legitimate Interests

To manage appointments, provide service updates, and securely administer your care.

5.4 Legal Obligations

For accounting, insurance, safeguarding, and regulatory purposes.

5.5 Vital Interests

Where there is serious risk of harm to you or another person (e.g., safeguarding, self-harm risk).

You can withdraw consent for non-essential processing (e.g., marketing) at any time by emailing nicola@nvhealth.co.uk.

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6. How We Use Your Personal Data

We act as a data controller for all information collected and used by NV Health Ltd to:

• Provide nutritional therapy and wellbeing services

• Carry out retreat administration and safety planning

• Recommend supplements or testing where appropriate

• Interpret biochemical test results

• Communicate updates about your care

• Process payments via Stripe

• Maintain professional records as required by BANT and CNHC

• Ensure your safety and wellbeing during retreats

• Meet legal, insurance and regulatory obligations

• We take appropriate security measures to protect personal data in line with professional duties and UK GDPR.

• We do not use automated decision-making or profiling.

• Marketing messages (newsletters, updates) are sent only with your explicit consent.

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7. Sharing Your Information

We keep your information confidential. We only share data when necessary and with your explicit consent unless a lawful exception applies.

We may share data with:

7.1 Healthcare-Related Third Parties

• Functional/biochemical testing laboratories

• Supplement providers used to fulfil your personalised programme

• Other healthcare practitioners (only with your explicit consent)

7.2 Service Providers (Data Processors)

Strictly for service delivery and security:

• Client management platforms (e.g., Better)

• Payment processor (Stripe)

• Email service providers

• Website hosting and analytics tools

• Retreat venue (dietary needs only)

These providers are bound by UK GDPR-compliant contracts.

7.3 Regulatory or Legal Bodies

• CNHC or BANT in case of complaints

• Police, safeguarding authorities or GP where necessary for vital interests

• HMRC or courts where legally required

7.4 Professional Development

We may share anonymised case histories for clinical supervision or learning.
Explicit consent will always be obtained before doing so.

We never sell personal data.

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8. How Long We Keep Your Information

We retain records according to CNHC and BANT requirements:

• Adults: 8 years from the date of your last consultation

• Children: Until age 25 (or 26 if seen at age 17)

• Financial/transactional records: 7 years (HMRC requirement)

• Retreat attendance records: Held for safety, insurance and administrative purposes for 7 years

After this period, data is securely destroyed or anonymised.

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9. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data

• Correct inaccurate or incomplete information

• Request deletion (in certain circumstances)

• Restrict or object to processing

• Request data portability

• Withdraw consent at any time (for consent-based processing)

• Lodge a complaint with the ICO (details below)

To invoke any of these rights, email: nicola@nvhealth.co.uk

We will respond within one month of receiving your request.

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10. How We Protect Your Information

We follow strict data protection, confidentiality, and security standards:

• Encryption on devices storing personal data

• Password-protected systems

• Role-based access only

• Secure cloud storage with GDPR-compliant providers

• Secure email practices

• Regular reviews and audits of data retention and access

• Confidentiality agreements with any contracted professionals

NV Health Ltd is registered with the Information Commissioner’s Office (ICO).

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11. Website Cookies & Technical Information

We use cookies to ensure proper, secure functioning of the website. These include:

• Session cookies

• Security/anti-fraud cookies

• System performance cookies

• Login and language-preference cookies

These cookies do not collect personally identifiable information.

Analytics (Google Analytics)

• We use Google Analytics to understand how visitors use the site.

• Data is anonymised.

• You can opt out globally here: http://tools.google.com/dlpage/gaoptout

• Cookie Settings

• You can manage or delete cookies through your browser settings.

• More information: www.allaboutcookies.org

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12. Retreat-Specific Data Processing

To run retreats safely and effectively, we may collect:

• Dietary requirements

• Emergency contact details

• Accessibility needs

• Health information relevant to your participation

• Consent for photography/media (optional)

• Room type and sharing preferences

• All retreat health information is treated with the same confidentiality as clinical data.

• We also ask guests to respect group confidentiality during all workshops, circles and sessions.

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13. Complaints

If you have concerns about how your data has been handled, please contact:

Data Controller: NV Health Ltd
Email: nicola@nvhealth.co.uk

If unresolved, you can contact the Information Commissioner’s Office (ICO):
Phone: 0303 123 1113
Website: www.ico.org.uk