Privacy Policy - WELLNESS BALANCE STRATEGIES

This privacy policy explains how Wellness Balance Strategies by Machtelt Jonckheere uses the personal data collected from you when you use our website, wellnessbalancestrategies.com, book in for a discovery call and/or become a Coaching Client. This privacy policy does not extend to linked web pages, social media sites or other websites that can be accessed from the home page, blog posts or any other pages of our website including links to our social media handles. We have no control over the privacy policies and data management of linked websites or pages and so advise you to read the privacy policy of other websites before using them or their services.

Website Data Management

Our content management system is WordPress.org and our hosting provider is Bluehost, both of which are GDPR compliant. WordPress.org collects non-personally-identifying information that web browsers and servers typically make available, such as the browser type, language preference, referring site, and the date and time of each visitor request to better understand how visitors use its website via cookies. WordPress.org also collects potentially personally-identifying information like Internet Protocol (IP) addresses using cookies, but does not use them to identify its visitors. You can find more information here.

Bluehost stores our website on its servers, which are located in the United States. Bluehost is GDPR-compliant however, and so the data transfer and storage of our website is in accordance with GDPR requirements. Please find more information here and here.

Voluntarily Provided Data

Wellness Balance Strategies collects personal information (name, email address, and if applicable, website) you voluntarily provide to us when you leave a comment or submit a form on our website. When you leave comments on the site it collects the data shown in the comments form, and also your IP address and browser user agent string to help spam detection. An anonymized string created from your email address may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here. After approval of your comment, your profile picture is visible to the public in the context of your comment.

When you submit your email address via our forms on the website, your email address will be collected and processed by two services: Mailchimp (forms and email marketing) and Zapier (used to send out automated emails and to unsubscribe). Your email address will be used to send you your freebie and, if you opted in, our newsletter. You can follow the opt-out links in our newsletters at any time. Even though Mailchimp and Zapier’s servers are located in the United States, they are fully compliant with GDPR. You can find more information here and here.

When you sign up to book a discovery call, book a session or purchase a product such as a gift voucher or package, you will be asked to provide your first and last name, email address and phone number via a separate website. This is our online scheduling software provider called SimplyBook.me. SimplyBook.me has their own terms and conditions which need to be accepted before using the booking site. You can find their privacy policy here, their cookie policy here, and how they comply with GDPR here. Data is stored by them according to GDPR legislation. From our end, we have made sure that we have enabled all functions necessary to be fully compliant with GDPR.

Your booking information can be used by Wellness Balance Strategies to keep track of bookings, payment requests and management, booking-related communication, setting up coaching meetings, Coach-Client communication via Gmail or text and email marketing purposes. You have the choice to opt in to email marketing via our booking page and have the right to opt out of it at any time. If you opt in to email marketing, your personal information will be shared with Mailchimp and will be used to send you newsletters via email. SimplyBook.me uses your booking details to block out times in our Google Calendar and set up coaching meetings via Google Meets. We have made sure that any data collected and processed by Google Workplace products is done so as per GDPR legislation. When you pay via SimplyBook.me, you can pay using Stripe or PayPal as payment processors. You can find their privacy information here and here. Wellness Balance Strategies does not collect or process payment data, but SimplyBook.me tracks if payments have been made.

Wellness Balance Strategies also collects your first and last name, email, phone number, address, date of birth and (mental) health information via Google Forms. This data is mainly used for coaching purposes, though aggregate data collected via the forms can be used for business planning and to determine a marketing strategy. Your data is stored in Google Forms, Sheets and Drive, as per GDPR legislation as mentioned above.

Cookies Data

Cookies are text files placed on your computer to collect standard internet log information and visitor behavior information. When you visit our website, we indirectly collect information from you automatically through cookies or similar technology.

When you leave a comment on our website you can opt in to save your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment and they will last for one year. When you visit the login page, WordPress will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser. When you log in, WordPress will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days and screen options cookies last for a year. If you select ‘Remember Me’, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

Cookies are also used by third-party service providers we add to our content management system. The following service providers will be used and for the respective purposes:

(a) Mailchimp: uses a cookie that checks if you have previously viewed a popup form and ensures that you don’t see the form again for a period of up to one year. More information can be found here

(b) IP2Location Redirection: collects your IP address with high-level geo-location data, to direct you to the correct pricing page and booking website. We have made sure that this data is not transferred outside the European Union. You can find more information here

(c) Google Analytics: collects data such as coarse geo-location data, details about your browser, the amount of time you spend on the pages of our website, your page views and navigation paths, details about the number of times you use our website, time zone settings and other technology on the devices you use to access our website. Specific identities of our visitors are not revealed to us, we only use aggregate data to analyze your use of the website so we can deliver relevant website content, determine a marketing strategy and develop business plans. To comply with GDPR, we have installed a consent manager plugin called Cookiebot which works together with Google Consent Mode. Cookiebot makes sure that Google Analytics does not immediately place cookies in your browser from the moment you access our website. When you don’t opt in to statistics and marketing cookies, tags that fire do not store cookies, but communicate non-identifying basic measurements data instead. When you do opt in, identifying data will be collected and processed. More information can be found here, here, here and here

You can give or withdraw consent for the cookies used via Cookiebot’s consent banner every time you access our website. You can also delete cookies from your browser or set up your browser to block them. The method is dependent on the browser and browser version; kindly search online for information about how to block or delete cookies from your browser. Do keep in mind that blocking cookies from our website can result in some features not working.

Our website follows your browser’s DNT settings.

Data Retention

If you leave a comment on our website, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

Your data will be processed and stored for as long as required for the purpose it was collected for, including for the purposes of satisfying any legal, accounting, or reporting requirements, or until you request the removal of your data.

For tax purposes the law requires us to keep basic information about our clients (including contact information, financial and transaction data) for 10 years after they stop being clients.

Once this time period has expired, we will delete your data.

Data Sharing

From time to time, we may have to share your personal data with the parties below:

(a) Service providers who provide IT and system administration services

(b) Professional advisers including lawyers, bankers, auditors, accountants and insurers

We require all third parties we transfer your data to, to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes.

Data Security

Your data is placed in highly secured servers by Bluehost and SimplyBook.me, both of which are SSL certified, and Google Workspace meets stringent security standards. We have also switched on 2FA wherever possible, to prevent unauthorized use of our systems.

In the event of a data breach, we will notify all of our users if any information has been misused or accessed by unauthorized sources. If you suspect any loss or unauthorized access to your data, please contact us immediately.

Your Rights

Your data is protected under the GDPR, UK-GDPR and CalOPPA. Please follow the links to view your rights.

Under the GDPR and UK-GDPR, you have the following rights:

(a) The right to access – you have the right to request us for copies of your personal data

(b) The right to rectification – you have the right to request that we correct any information you believe is inaccurate. You also have the right to request us to complete the information you believe is incomplete

(d) The right to restrict processing – you have the right to request that we restrict the processing of your personal data, under certain conditions

(e) The right to object to processing – you have the right to object to our processing of your personal data, under certain conditions

(f) The right to data portability – you have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions

Contact Us

If you have any questions about Wellness Balance Strategies’ privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us via email at maggie@wellnessbalancestrategies.com or call us at +356 99 64 14 78.

Concerns

Should you wish to report a complaint or if you feel that Wellness Balance Strategies has not addressed your concern in a satisfactory manner, you may contact your national Data Protection Authority, the ICO or Public Inquiry Unit. We would however be grateful if you contact us first if you do have a complaint so that we can try to resolve it for you.

Privacy Policy Changes

Wellness Balance Strategies keeps its privacy policy under regular review and places any updates on its website. This privacy policy was last updated on November 19th, 2022.