Privacy Policy | FOR YOU

1. Who We Are

FOR YOU is operated by Andrea Brazier, a sole trader.

Website: timespaceyou.co.uk

Email: hello@timespaceyou.co.uk

Telephone: 07966 585087

Business address:

For the purposes of UK data-protection legislation, Andrea Brazier trading as FOR YOU is the data controller for the personal information described in this Privacy Policy.

2. Information We Collect

The personal information we collect depends on how you interact with FOR YOU.

Purchasers

When you purchase a counselling gift, gift box or other product or service, we may collect:

Your name
Email address
Billing information
Delivery details where applicable
Details of the products or services purchased
Order information and transaction references
Any personal gift message you choose to provide
Information needed to deal with enquiries, cancellations, refunds or complaints

Payment-card information is processed securely by our payment provider. FOR YOU does not store your complete payment-card details.

Gift recipients

Where somebody purchases a FOR YOU gift for another person, we may receive information about the recipient from the purchaser, including:

Name
Email address
Delivery address where a physical gift box is being sent
Personal gift message
The number of counselling conversations gifted

This information is used only to administer and fulfil the specific gift.

Recipient information supplied for a gift will not be used for marketing purposes unless the recipient separately and expressly chooses to receive marketing communications.

Gift activation

When a recipient activates their FOR YOU gift, we may collect:

Name
Email address
Unique FOR YOU gift code
Any optional message submitted through the gift-claim form
Information needed to arrange counselling appointments

FOR YOU may also maintain internal records linking the store order reference, recipient, unique gift code, number of conversations purchased and number of conversations remaining.

Counselling clients

Once somebody begins the counselling process, additional personal information may be collected where necessary to provide counselling safely and professionally.

This may include:

Contact information
Appointment information
Counselling agreement information
Relevant information disclosed during the counselling relationship
Counselling or client records
Information relevant to safeguarding, risk or appropriate referrals

Counselling information may include information relating to physical or mental health and can therefore constitute special-category personal data under UK data-protection law.

General enquiries

If you contact FOR YOU through the website, email or telephone, we may collect your:

Name
Email address
Telephone number where provided
The contents of your enquiry
Any other information you choose to provide

Please do not provide sensitive counselling or health information through the general website enquiry form unless it is genuinely necessary.

3. How We Use Personal Information

Personal information may be used to:

Process and fulfil orders
Deliver digital counselling gifts
Dispatch physical gift boxes
Create and administer FOR YOU gift codes
Contact recipients about their specific gift
Arrange counselling appointments
Provide counselling services
Maintain appropriate professional counselling records
Respond to enquiries
Process cancellations, refunds and complaints
Maintain financial and transaction records
Meet legal, regulatory, safeguarding and professional obligations
Protect the security and proper operation of the website and online store
Improve the website and services where appropriate

Recipient details supplied by a purchaser are used only for purposes connected with delivering, administering or notifying them about that specific gift unless the recipient separately gives permission for another use.

4. Our Lawful Bases for Using Personal Information

UK data-protection law requires us to have a lawful basis for processing personal information.

Depending on the circumstances, FOR YOU may rely on the following bases:

Contract

We process information where it is necessary to:

Process a purchase
Fulfil an order
Administer a counselling gift
Arrange and provide counselling
Provide other services requested from FOR YOU

Legal obligation

Some information must be processed or retained to comply with legal, tax, accounting, safeguarding or other regulatory obligations.

Legitimate interests

We may process personal information where necessary for legitimate business or professional purposes, provided those interests do not override the rights and interests of the individual.

This may include:

Administering a gift purchased for a recipient
Responding to enquiries
Maintaining appropriate business records
Protecting the website and services from misuse
Establishing, exercising or defending legal claims

Consent

Where consent is the appropriate basis, for example certain marketing communications or non-essential website cookies, consent will be requested separately.

You may withdraw consent at any time where processing is based on consent.

5. Counselling and Special-Category Information

Counselling can involve personal information relating to an individual's physical or mental health. This is classed as special-category data and receives additional protection under UK data-protection law.

FOR YOU processes this information only where it is necessary for the provision of counselling and associated professional practice, and in accordance with the applicable UK GDPR requirements for health-related information and the professional duty of confidentiality.

Counselling records are kept to the minimum reasonably necessary for professional practice.

Information disclosed during counselling will not be shared with the person who purchased the counselling gift.

Confidentiality is subject to the professional, safeguarding and legal limits explained within the counselling agreement.

6. Information About Gift Recipients Provided by Somebody Else

FOR YOU recognises that a purchaser may provide personal information about somebody who has not yet had direct contact with us.

We therefore keep the information requested about gift recipients to the minimum needed to:

Deliver the gift
Notify the recipient about the gift where appropriate
Administer the gift code
Enable the recipient to activate the gift

Receiving somebody's details as a gift recipient does not give FOR YOU permission to use those details for marketing.

Once the recipient activates their gift and enters into the counselling relationship, their information is handled independently of the purchaser.

7. Confidentiality and the Purchaser

The fact that another person purchased a FOR YOU counselling gift does not give that purchaser access to the recipient's counselling information.

FOR YOU will not disclose:

What the recipient discusses during counselling
Counselling notes or records
Details about the recipient's mental or emotional health
Other confidential information arising from the counselling relationship

Certain basic information relating to the original order or fulfilment may be provided to the purchaser where appropriate, but this will not include confidential counselling information.

8. How We Store and Protect Information

FOR YOU takes reasonable organisational and technical measures to protect personal information against:

Unauthorised access
Loss
Misuse
Disclosure
Alteration or destruction

Access to counselling records and other confidential information is restricted appropriately.

Counselling information is treated separately and with particular care because of its sensitive nature.

No method of electronic storage or transmission can be guaranteed to be completely secure, but reasonable steps are taken to protect the information held.

9. How Long We Keep Information

Personal information is not kept for longer than reasonably necessary for the purpose for which it was collected, subject to legal, professional and insurance requirements.

Counselling records

Counselling records will normally be retained for five years from the date of treatment.

After the relevant retention period has expired, and where the information is no longer required for a legitimate professional, legal or insurance purpose, records will be securely destroyed.

Order and financial information

Order, payment and financial records may be retained for the period required to meet applicable accounting, tax, contractual and legal obligations.

Gift-recipient information

Recipient information will be retained for as long as reasonably necessary to administer the gift, maintain appropriate records and deal with any related queries or obligations.

General enquiries

Information provided through general enquiries will be kept only for as long as reasonably necessary to respond to the enquiry and deal with any subsequent related matter.

10. Who We May Share Information With

Personal information may be processed or shared with trusted service providers where necessary to operate FOR YOU.

These may include:

Website and online-store providers
Payment processors, including Stripe
Email providers
Microsoft Teams or other technology used to provide online counselling
Delivery or courier providers where a physical gift is being sent
Professional advisers where necessary
Regulatory, professional, safeguarding or legal authorities where disclosure is required or permitted by law

Only information necessary for the relevant purpose will be shared.

Service providers processing personal information on behalf of FOR YOU are expected to handle it appropriately and securely.

11. International Data Transfers

Some technology providers used by FOR YOU may process or store information outside the United Kingdom.

Where personal information is transferred internationally, FOR YOU will take reasonable steps to ensure that appropriate safeguards are in place as required by UK data-protection law.

12. Website Analytics and Cookies

The website may use cookies and similar technologies for essential functionality, security, preferences and, where enabled, website analytics.

Strictly necessary cookies may be used without consent where they are required for the website to function.

Non-essential cookies, including analytics cookies where applicable, will only be used in accordance with the visitor's cookie choices.

If Google Analytics or another analytics service is enabled, information about website usage may be collected to help understand how visitors use the website and improve its content and performance.

Further information about cookies and how to manage preferences will be available through the website's cookie notice or consent tool.

13. Marketing

FOR YOU will not use gift-recipient information supplied by another person for marketing.

Where FOR YOU offers optional marketing communications in the future, individuals will only receive them where there is an appropriate lawful basis and they will be given a clear way to unsubscribe.

14. Your Data-Protection Rights

Depending on the circumstances, you may have the right to:

Ask for access to personal information held about you
Ask for inaccurate information to be corrected
Ask for information to be erased in certain circumstances
Ask for processing to be restricted
Object to certain types of processing
Ask for certain information to be transferred to you or another organisation
Withdraw consent where processing relies on consent

These rights are not absolute and may be subject to legal, professional or other exemptions.

For example, FOR YOU may need to retain certain counselling, financial or other records despite a request for deletion where there is a lawful reason to do so.

To exercise your rights, contact:

hello@timespaceyou.co.uk

15. Complaints About the Use of Personal Information

f you have concerns about how FOR YOU uses your personal information, please contact us first so that the matter can be considered.