Privacy Policy

We use personal information only where there is a clear and legitimate purpose for doing so and where there is an appropriate lawful basis under applicable data protection law.

Depending on how you interact with Helpmindbody, we may use personal information for a range of purposes connected with the operation of the website, the provision of therapy-related services, the management of communications, the administration of bookings and payments, the improvement of website performance, the delivery of optional communications, and the general management of our services and business activities.

We do not use therapy-related, health, or sensitive mental health information for advertising, optional marketing, or AI-training purposes.

To respond to enquiries and requests

We may use personal information to receive, review, read, understand, organise, and respond to enquiries, messages, requests for information, requests for contact, support-related questions, service-related questions, booking-related questions, and other communications sent to us through contact forms, email, booking channels, website features, or other communication methods.

This may include using your name, contact details, the content of your message, the subject of your enquiry, any attachments or additional information you choose to provide, records of previous communications, booking-related information, communication preferences, and other related communication records so that we can understand the nature of your request and respond in an appropriate, accurate, and timely way.

We may use this information to answer questions, provide information about our services, explain how HelpMindBody works, respond to requests for support or contact, follow up on an enquiry, clarify the information you have provided, confirm whether we are able to assist, direct your enquiry to the appropriate process, and maintain a clear record of the communication for service, administrative, legal, compliance, safeguarding, quality assurance, or record-keeping purposes.

Where appropriate, we may also use this information to assess whether your enquiry relates to a booking request, a therapy-related request, a general website enquiry, a content-related question, a billing or payment matter, a complaint, a privacy request, or another matter that requires a particular type of response or handling.

If you contact us more than once, we may use information from earlier and later communications together so that we can better understand the context of your enquiry, avoid unnecessary repetition, maintain continuity in our communications, and respond in a way that is organised, consistent, and reasonably informed by the information you have already provided.

Where an enquiry appears to involve more sensitive personal matters, including emotional wellbeing, mental health concerns, therapy-related needs, or safeguarding-related issues, we aim to handle that information with additional care and in a manner that is appropriate to the nature of the request and the sensitivity of the information involved.

We may also use records of enquiries and requests to support internal administration, communication management, service review, website management, staff or provider awareness where relevant, legal or regulatory compliance, and the protection of our rights, responsibilities, systems, and services where lawful and appropriate.

To arrange and manage consultations, bookings, and appointments

We may use personal information to receive, review, organise, confirm, arrange, administer, and manage consultations, bookings, appointments, and other service-related scheduling requests made through the website, booking tools, email, or other communication methods.

This may include using your name, contact details, time zone, preferred appointment dates or times, service type, booking preferences, availability information, communication records, and other relevant administrative details so that we can process your request and manage the scheduling of the service in a clear, accurate, and efficient way.

We may use this information to:

• receive and review booking requests
• arrange consultations, appointments, or related service sessions
• confirm dates, times, and service details
• send booking confirmations, reminders, updates, or notices
• manage rescheduling, cancellations, or other changes
• communicate with you about appointment-related matters
• maintain booking and scheduling records
• support the orderly administration of services and related communications

Where appropriate, we may also use this information to determine whether a requested appointment fits the relevant service type, whether additional information is needed before a booking is confirmed, whether a scheduling change is required, or whether a particular request needs to be directed to a different process or communication channel.

If you contact us about a booking more than once, we may use information from earlier and later communications together so that we can maintain continuity, avoid unnecessary repetition, and manage your appointment-related communications in a consistent and organised way.

Where booking or appointment arrangements involve third-party scheduling or administrative tools, we may also use the relevant information to support the operation of those systems, maintain accurate booking records, and ensure that your appointment-related details are handled appropriately within the services and tools used for scheduling and administration.

We may also use booking and appointment information for related internal administration, service coordination, communication management, record keeping, operational review, legal or regulatory compliance, and the protection of our rights, responsibilities, systems, and services where lawful and appropriate.

Where booking-related communications or appointment details also involve more sensitive personal matters, including therapy-related needs, mental health concerns, or other personal circumstances relevant to scheduling or service suitability, we aim to handle that information with additional care and in a manner appropriate to the sensitivity of the information involved.

To provide and administer therapy-related services

Where you engage with HelpMindBody in connection with therapy-related services, we may use personal information to assess, arrange, provide, support, coordinate, and administer those services in a safe, appropriate, effective, and organised way.

This may include using information provided during private intake processes, service-related communications, appointment administration, records of requests or updates you make, and other information reasonably necessary to support the delivery, continuity, and administration of the services requested.

Depending on the circumstances, this may include using personal details, contact details, information about the support you are seeking, therapy-related needs, service preferences, availability information, communication records, and other information relevant to understanding, arranging, and managing the service.

We may use this information to understand the nature of the service requested, determine whether a particular service is appropriate, support the planning and coordination of appointments, communicate with you about therapy-related matters, maintain accurate service records, and support the safe and effective administration of therapy-related services.

We may also use this information to maintain continuity in the services provided, keep appropriate records of relevant interactions, manage follow-up communication, support service review where appropriate, and ensure that therapy-related services are administered in a way that is reasonably informed by the information you have provided.

Where information relates to emotional wellbeing, mental health concerns, therapy needs, support goals, personal difficulties, health-related matters, or other sensitive personal circumstances, that information may require additional protection under data protection law. In those circumstances, we aim to handle such information with additional care, to limit access to what is reasonably necessary, and to process it in a manner that is appropriate to the sensitivity of the information involved.

Where relevant, we may also use this information to support legal, regulatory, safeguarding, professional, administrative, or risk management responsibilities connected with the delivery and administration of therapy-related services, where lawful and appropriate.

To assess service suitability and support safe service delivery

We may use personal information to understand the type of support requested, consider whether a particular service is appropriate, communicate about service-related matters, and support the safe, suitable, and effective administration of therapy-related services.

This may include reviewing information shared during enquiries, intake processes, follow-up communications, appointment administration, and other service-related interactions where relevant to the service requested.

Depending on the circumstances, we may use this information to understand the nature of the support being sought, identify the general purpose of the request, consider whether the requested service is suitable, determine whether additional information is needed before a service is arranged, and assess whether a different process, referral route, boundary, or response may be more appropriate.

This may also include using information to support decisions about whether a consultation should be arranged, whether further clarification is needed, whether a particular service can reasonably be provided, whether timing or practical arrangements need to be adjusted, and whether any service-related concerns, limitations, safeguarding issues, or risk-related considerations need to be taken into account.

Where relevant, we may use this information to communicate with you about service suitability, service scope, administrative requirements, next steps, practical arrangements, or other matters connected with the safe and appropriate administration of therapy-related services.

Where the information involved relates to emotional wellbeing, mental health concerns, therapy needs, support goals, personal difficulties, or other sensitive personal matters, we aim to handle that information with additional care and in a manner appropriate to the sensitivity of the information involved.

We may also use this information to support accurate record keeping, continuity of communication, service planning, professional responsibilities, safeguarding, risk management, and other lawful and appropriate administrative functions connected with the delivery and safe management of therapy-related services.

To manage couples and joint therapy services

Where HelpMindBody provides couples therapy or other joint therapy services, we may use personal information relating to more than one individual in connection with the same service.

This may include using information provided directly by each participant, as well as information shared in the context of the relationship, shared circumstances, joint therapy discussions, service communications, appointment administration, and other interactions reasonably connected with the assessment, arrangement, provision, support, or administration of the service.

Depending on the circumstances, this may include using personal details, contact details, appointment information, communication records, information about relationship concerns, support goals, practical arrangements, and other information relevant to understanding, organising, and managing the joint service requested.

We may use this information to understand the nature of the support being sought, assess whether a couples or joint therapy service is appropriate, arrange and manage appointments, communicate with the participants about service-related matters, maintain accurate service records, and support the safe, appropriate, and effective administration of the service.

Because couples and joint therapy may involve information relating to more than one person, we may need to take into account the privacy rights, confidentiality interests, and data protection rights of each participant when using, recording, disclosing, or responding to requests relating to that information.

This may include considering whether particular information relates to one participant, both participants, or the joint therapeutic work more generally, and whether disclosure, access, restriction, or another response needs to be handled in a way that takes account of the rights and interests of each person involved.

Where appropriate, we may also use this information to maintain continuity in the service, support communication between the relevant administrative processes, manage scheduling and service records, respond to service-related queries, and support lawful and appropriate professional, safeguarding, risk management, or administrative functions connected with the delivery of couples or joint therapy services.

Where the information involved includes emotional wellbeing, mental health concerns, relationship difficulties, therapy goals, personal circumstances, or other sensitive personal matters, we aim to handle that information with additional care and in a manner appropriate to the sensitivity of the information involved.

Where necessary, we may also consider the nature of the joint therapeutic context when responding to privacy-related requests, service-related communications, or questions about information connected with the service so that the information is handled fairly, carefully, and in a way that is consistent with applicable data protection law and the nature of the joint work being provided.

To process payments and maintain financial records

We may use personal information to confirm payments, manage billing, maintain accounting records, administer purchased services, respond to payment  enquiries, and comply with relevant financial, legal, or tax obligations.

This may include using your name, billing details, payment-related information, transaction references, payment status, invoices, receipts, and other related administrative or financial records connected with the services requested or provided.

We may use this information to process or confirm payments, keep records of amounts due or paid, issue receipts or invoices where appropriate, respond to billing or payment queries, reconcile transactions, support refunds or payment corrections where applicable, and maintain accurate financial and administrative records connected with our services.

Where a third-party payment provider is used, that provider may process payment details in accordance with its own systems and privacy practices, while we may receive limited payment-related information necessary for administration, payment confirmation, billing, record keeping, and related financial management purposes.

Depending on the circumstances, we may also use payment and financial information to support compliance with accounting, tax, legal, regulatory, fraud prevention, audit, or other financial management obligations connected with the operation of HelpMindBody.

We aim to use payment and financial information only where it is relevant and reasonably necessary for payment administration, service administration, financial record keeping, legal compliance, and related business functions.

To communicate with you about ongoing matters

We may use personal information to communicate with you about ongoing matters connected with your enquiry, booking, appointment, use of our services, use of the website, or other interaction with Helpmindbody.

This may include using your name, contact details, the content of previous and current communications, appointment-related information, service-related updates, records of requests or changes, and other information reasonably necessary to continue, manage, and respond to ongoing communications in a clear and organised way.

We may use this information to follow up on earlier enquiries, provide updates, respond to additional questions, confirm arrangements, clarify information, communicate about next steps, manage changes to bookings or appointments, and maintain continuity across related communications and administrative processes.

Where appropriate, we may also use this information to keep a clear record of the communication history between you and HelpMindBody so that later messages, questions, updates, or requests can be understood in context and handled consistently.

Depending on the circumstances, ongoing communications may relate to service administration, appointment management, payment matters, website enquiries, privacy requests, complaints, follow-up questions, or other matters connected with your relationship or interaction with Helpmindbody.

We may also use this information to support accurate record keeping, communication management, service continuity, legal or regulatory compliance, safeguarding, risk management, and other lawful and appropriate administrative functions connected with our services and operations.

Where ongoing communications involve more sensitive matters, including emotional wellbeing, mental health concerns, therapy-related needs, personal circumstances, or other sensitive personal information, we aim to handle that information with additional care and in a manner appropriate to the sensitivity of the information involved.

To support marketing and audience development

We may use personal information, website usage information, and related insights to support lawful marketing, audience development, content promotion, campaign analysis, audience engagement analysis, and the improvement of how HelpMindBody content, services, and resources are presented across digital channels.

This may include using communication preference information, subscription information, website interaction information, campaign-related engagement information, content engagement information, traffic and referral information, and other related insights to understand how users find, access, use, and engage with our content, services, resources, and communications.

Depending on the tools and systems used, this may also include using information about pages viewed, time spent on content, clicks, referring sources, website pathways, communication engagement, campaign performance, and other related audience insight information so that we can better understand how our website, content, and communications are performing.

We may use this information to plan and improve content, evaluate the effectiveness of communications, understand audience interests, improve the visibility and presentation of HelpMindBody content and services, support lawful promotional activity, and make informed decisions about how our content, services, and resources are developed and presented across digital channels.

Where appropriate, this may also include using related insights to improve website content strategy, communication timing, audience engagement, campaign structure, content presentation, and the discoverability of HelpMindBody content, services, and resources across search engines, digital platforms, and other online environments.

Where marketing communications are optional, we aim to send them only where there is an appropriate lawful basis, such as consent where required by applicable law.

Where marketing-related activity depends on cookies, analytics tools, advertising tools, artificial intelligence-assisted tools, or similar technologies, we aim to do so only where the relevant legal requirements, including any required choices or consent, have been addressed through the appropriate consent or preference mechanisms.

We also aim not to use therapy-related health information or other sensitive mental health information for optional marketing purposes unless there is a lawful basis and, where required, an additional lawful condition for that processing.

Where personal information is used for marketing, audience development, or content visibility purposes, we aim to do so in a way that is relevant, proportionate, and consistent with applicable data protection law, communication preferences, and the nature of the information involved.

To send newsletters, updates, and other optional communications

Where you have chosen to receive newsletters, updates, or other optional communications, we may use your personal information to prepare, send, manage, and administer those communications in accordance with your preferences and any applicable legal requirements.

This may include using your name, email address, communication preferences, subscription status, records showing whether you have opted in, unsubscribed, or otherwise changed your preferences, and related administrative records connected with your communication choices.

We may use this information to send newsletters, service updates, practice updates, content updates, announcements, promotional communications, educational resources, and other optional communications that you have chosen to receive.

We may also use this information to manage your subscription settings, record and respect your communication preferences, process unsubscribe requests, maintain suppression records where needed to avoid sending communications you no longer wish to receive, and help ensure that future communications are sent in a way that is consistent with your choices.

Depending on the tools and systems used, we may also use related information to monitor whether communications have been delivered, opened, clicked, or otherwise engaged with, where appropriate and lawful, so that we can understand the effectiveness of communications, improve content relevance, and manage communication performance.

Where optional communications relate to content, resources, updates, or promotional activity, we may also use this information to help tailor the format, timing, presentation, or general relevance of those communications, provided that such use is appropriate and consistent with the lawful basis relied upon.

We aim to send optional newsletters, updates, and other optional communications only where there is an appropriate lawful basis for doing so, such as consent where required by applicable law.

If you no longer wish to receive optional communications from Helpmindbody, you can unsubscribe using the unsubscribe link where available or contact us directly so that we can update your preferences accordingly.

To operate, maintain, secure, and improve the website

We may use personal information and technical information to operate, maintain, monitor, secure, troubleshoot, and improve the HelpMindBody website.

This may include using website usage data, technical data, device information, browser information, server log information, interaction data, and similar information to support the day-to-day functioning of the website and the systems connected with it.

We may use this information to ensure that the website works properly, maintain website availability, support website functionality, identify and correct errors, diagnose technical issues, manage performance, monitor website stability, and improve how the website operates across different devices, browsers, and user environments.

We may also use this information to understand how visitors interact with the website, how content is accessed, how pages perform, how users move through the website, and how the structure, functionality, presentation, or content of the website may be improved.

Where appropriate, we may use this information to support website administration, hosting management, platform maintenance, analytics, security monitoring, spam and abuse prevention, backup management, and the general technical management of the website and related systems.

This may also include using information to protect the website, services, content, forms, accounts, systems, providers, and users from misuse, unauthorised access, spam, abuse, malicious activity, fraudulent activity, security incidents, and other threats or technical risks.

Depending on the tools and systems used, we may also use this information to monitor website performance, assess traffic and activity patterns, improve website speed, improve functionality, improve user experience, support content planning, and make decisions about website development, maintenance, security, and administration.

Where technical or usage information can reasonably be linked to an individual, a device, or another identifier connected with an individual, we treat it as personal information and handle it in accordance with this Privacy Policy.

We aim to use personal information and technical information for website operation, maintenance, security, and improvement only where it is relevant and reasonably necessary for those purposes and where such use is lawful and proportionate.

To use feedback, testimonials, and other voluntary submissions

Where you choose to provide feedback, a testimonial, a review, or another voluntary submission, we may use that information for service improvement, internal review, quality assurance, administrative purposes, and, where appropriate and lawful, for publication, promotional, or educational purposes.

This may include using the content you provide, your name, initials, role, general description, communication records connected with the submission, and any other identifying or contextual information you choose to include.

We may use feedback and similar submissions to better understand how Helpmindbody’s services, content, communications, and website are experienced; to identify areas for improvement; to review service quality; to support internal learning and development; and to inform future decisions about content, communications, website presentation, and service administration.

Where you provide a testimonial, review, or other statement for public use, we may use that information to present feedback about Helpmindbody’s services, resources, or content on the website, in communications, or across other appropriate channels, where there is an appropriate basis for doing so and, where required, clear permission has been obtained.

Depending on the circumstances, we may also use voluntary submissions to respond to your comments, clarify the content of the submission, confirm whether and how it may be used, maintain records of permissions or preferences, and manage any request to update, restrict, or withdraw a submission where applicable.

Where a testimonial, review, or other submission includes information relating to therapy, emotional wellbeing, mental health support, personal circumstances, or other sensitive matters, we may treat that information with additional care because of its potentially sensitive nature.

We also aim not to publish or otherwise use sensitive therapy-related information, mental health information, or other sensitive personal information in a public or promotional context unless there is an appropriate lawful basis and, where required, an additional lawful condition for that processing.

Where feedback, testimonials, or voluntary submissions are used publicly, we aim to do so in a way that is fair, proportionate, and consistent with the scope of the permission given, where permission is relied upon.

To use cookies and similar technologies where applicable

We may use information collected through cookies and similar technologies for purposes such as website functionality, remembering preferences, security, analytics, advertising, marketing, automation, and other similar operational or improvement purposes.

This may include using information collected through cookies, pixels, tags, scripts, local storage technologies, or similar tools to support the operation and performance of the website, maintain security, recognise settings or preferences, understand how visitors use the website, monitor engagement with content, and improve how the website, services, and resources are presented.

Depending on the technologies used, this may include using information such as Internet Protocol address, browser information, device information, pages viewed, time spent on pages, referring sources, interaction patterns, user preferences, session-related other related technical or behavioural information.

We may use this information to keep the website functioning properly, maintain security, support form and page functionality, remember settings or preferences, analyse traffic and usage patterns, improve performance, understand audience engagement, support related operational processes, and improve the usability, presentation, and effectiveness of the website and its content.

Where appropriate, this information may also be used to support analytics, advertising, marketing, content visibility, automation, security monitoring, spam and abuse prevention, and other related website or communication functions.

Where non essential cookies or similar technologies are used, we aim to do so only where the relevant legal requirements, including any required choices or consent, have been met.

Where choices are available, we aim to respect the preferences you select through cookie controls, consent tools, browser settings, or other applicable preference mechanisms.

To use information received from third party providers

Where we receive personal information from third party providers that support the operation of our website or services, we may use that information for the relevant purpose connected with hosting, booking, payment processing, communication management, analytics, security, backup, cloud storage, website support, record keeping, or related business administration.

This may include using information received from hosting providers, website platform providers, booking or scheduling providers, payment processors, communication tools, analytics providers, security providers, backup providers, cloud storage or administrative service providers, and technical support providers where those services are used in connection with the website or our operations.

Depending on the service involved, this may include using contact details, booking information, appointment related information, communication records, payment status information, transaction references, technical information, website usage information, security related information, backup related information, and other administrative or operational information relevant to the functioning of the website or the provision of services.

We may use this information to support the operation and maintenance of the website, manage bookings and appointments, confirm payments, administer communications, maintain records, support analytics and performance review, manage security and backup processes, support technical troubleshooting, and carry out other related operational or administrative functions connected with HelpMindBody.

Where information is received from third party providers, we aim to use it only where it is relevant and lawful for the operation of our website, the administration of services, the management of communications, record keeping, security, analytics, backup, or other related business purposes.

We also aim to handle personal information received from third party providers in a manner that is consistent with this Privacy Policy and with applicable data protection law, including where the information is more sensitive in nature or where additional care is appropriate because of the context in which the information is used.

To support analytics, content planning, and audience insights

We may use personal information, website usage information, and related insights to understand how people find, access, use, and engage with HelpMindBody content, services, and resources.

This may include using page view information, engagement information, campaign interaction information, audience behaviour information, general website interaction patterns, referral information, communication engagement information, and similar audience insight information to better understand how visitors move through the website and interact with our content, services, and communications.

We may use this information to identify which content, services, resources, and communications are most useful or most frequently accessed, how users arrive at the website, how they engage with particular pages or materials, how long they spend with certain content, which topics attract attention, and how website performance, content planning, communication strategy, and overall presentation may be improved.

Where appropriate, we may also use this information to support analytics, content planning, website development, content visibility, campaign analysis, audience engagement analysis, performance review, and the improvement of how our content, services, and resources are organised and presented across digital channels.

Depending on the tools and systems used, this may also include using related insights to support decisions about future content topics, resource development, website structure, communication planning, search visibility, audience reach, and the general improvement of how HelpMindBody content and services are discovered and understood.

We aim to use analytics and audience insight information in a way that is relevant, proportionate, and consistent with applicable data protection law and the nature of the information involved.

How We Use AI-Assisted Tools

HelpMindBody may use limited AI assisted tools for administrative support, website operations, security, spam prevention, workflow support, and general content support.

These tools may be used to help with tasks such as improving website functionality, supporting technical maintenance, identifying spam or abusive activity, assisting with general business processes, and helping prepare or organise non-clinical website or content materials.

We do not use AI assisted tools to provide therapy, replace professional therapeutic judgement, or make clinical decisions.

We do not intentionally use sensitive therapy, mental health, emotional wellbeing, or other health-related information in AI systems unless this is necessary, lawful, and protected by appropriate confidentiality, privacy, and security safeguards.

Where AI-assisted tools are used in a way that materially affects how personal information is handled, we will provide further information where appropriate and update this Privacy Policy as needed.

To communicate about important service, privacy, legal, or operational matters

We may use personal information to send important administrative or operational communications, including service notices, booking confirmations, changes to appointments, privacy or security updates, changes to policies, legal notices, practice updates, system-related notices, and other information necessary to manage our relationship with you or to comply with legal or professional obligations.

This may include using your name, contact details, booking or appointment information, service-related information, communication records, and other relevant administrative information so that we can send information that is necessary for the operation, delivery, administration, or management of services or website-related matters.

We may use this information to communicate about appointment changes, service availability, booking confirmations, billing or payment matters, changes to policies or procedures, privacy updates, security related notices, changes affecting the website or services, responses to complaints or requests, and other communications that are reasonably necessary to support the administration of HelpMindBody and its services.

These communications may be sent even where you have chosen not to receive optional marketing communications, because they may be necessary for service delivery, administration, compliance, security, record keeping, or the proper management of the relationship between you and Helpmindbody.

We may also use personal information in connection with these communications to maintain accurate records, ensure continuity in communication, support internal administration, and help ensure that important operational, legal, privacy, or service related information is communicated clearly and appropriately.

To comply with legal, regulatory, professional, safeguarding, or risk management obligations

We may use personal information where reasonably necessary to comply with legal obligations, accounting requirements, regulatory expectations, safeguarding duties, professional responsibilities, risk management obligations, or lawful requests from authorities or courts.

This may include retaining records where required, responding to lawful requests, maintaining appropriate documentation, taking steps necessary to protect the rights, safety, wellbeing, or legitimate interests of individuals or others where the law allows or requires it, and meeting duties connected with the safe administration of services.

Depending on the circumstances, this may also include using personal information to support compliance with tax or accounting requirements, respond to legal claims or disputes, support investigations, manage complaints, comply with court orders or other lawful processes, maintain records required for professional or regulatory reasons, and support internal review or documentation where necessary for legal, professional, or safeguarding purposes.

Where appropriate, we may also use personal information to identify, assess, document, manage, or respond to concerns relating to risk, safeguarding, misuse of services, unauthorised activity, security incidents, or other matters that may affect individuals, services, systems, or lawful business operations.

Where personal information is more sensitive in nature, including therapy related information, mental health information, or other health related matters, we aim to use that information for legal, regulatory, professional, safeguarding, or risk management purposes only where such use is lawful, relevant, reasonably necessary, and handled with appropriate care.

We also aim to ensure that any use of personal information for these purposes is proportionate to the nature of the issue involved and consistent with applicable data protection law, professional responsibilities, and the broader need to protect individuals, services, and systems in a lawful and responsible way.

To support general business administration

We may use personal information for general business administration where this is relevant, appropriate, and lawful for the operation of Helpmindbody.

This may include using personal information for internal record keeping, maintaining service histories, managing communications, administrative coordination, operational planning, quality assurance, provider management, document management, workflow management, payment and billing administration, complaint handling, audit support, internal review, business continuity, and other organisational functions connected with operating HelpMindBody responsibly and effectively.

Depending on the circumstances, this may also include using personal information to support the day to day management of our website, services, communications, providers, systems, records, and administrative processes, and to help ensure that HelpMindBody can function in an organised, consistent, secure, and professionally managed way.

We may use personal information for internal review and service administration purposes so that we can maintain accurate records, monitor administrative processes, support communication management, review how services and systems are operating, identify areas for improvement, and support decisions connected with the responsible management of the practice and website.

Where appropriate, this may also include using personal information to support provider coordination, process improvement, record maintenance, quality review, internal governance, system oversight, and other lawful administrative or organisational purposes connected with the operation of Helpmindbody.

We aim to use personal information for general business administration only where it is relevant and reasonably necessary for those purposes and in a way that is consistent with applicable data protection law and the nature of the information involved.

To use information only for lawful and compatible purposes

We aim to use personal information only for the purposes described in this Privacy Policy or for other purposes that are lawful, fair, and compatible with the original reason for collection.

This means that where personal information has been collected for a particular purpose, we aim to use it in a way that is reasonably connected with that purpose, appropriate to the context in which it was collected, and consistent with applicable data protection law.

If we consider using personal information for a new purpose, we aim to assess whether that purpose is lawful, whether it is compatible with the original reason for collection, whether an appropriate lawful basis exists, whether any additional condition is required for more sensitive information, and whether any additional notice, choice, consent, or other step is required before that use takes place.

If we intend to use personal information for a purpose that is materially different from the purpose for which it was originally collected, we aim to review the relevant lawful basis, update our privacy information where appropriate, and take any further steps required by law before proceeding with that new use.

We also aim to ensure that any further use of personal information is relevant, proportionate, and limited to what is reasonably necessary for the lawful purpose involved, taking into account the nature of the information, the context in which it was collected, the expectations of the individual concerned, and any legal, professional, or safeguarding responsibilities that may apply.