Privacy policy
Last updated: 8 August 2026
1. Who we are
MindThryve (“we”, “us”) operates this website and related wellbeing coaching and digital self-help services. For privacy queries or to exercise your data rights, contact [email protected].
Related documents: Cookie policy · Terms of use.
2. What data we collect
- Booking data — name, email, phone (if provided), date of birth, calculated age, preferred slot, reason for booking, notes, booking reference, status and whether you accepted our Terms
- Contact / waitlist / newsletter data — name, email and message content you submit
- Technical data — IP address, browser type, device information and pages visited, to the extent generated by essential site operation or optional analytics / marketing tools you consent to (see Cookie policy)
- Advertising / campaign data (only if you consent to marketing cookies) — information collected via Meta Pixel and/or Google Ads tags, such as pages visited, events (for example waitlist join or booking request), approximate location derived by those platforms, and device/browser identifiers those tools use to measure ads
- Coaching-related information — information you choose to share in sessions or forms to support coaching (which may include health-related details you volunteer)
We do not sell your personal data.
3. Why we use your data (purposes and lawful bases)
- To respond to enquiries and administer bookings — contract / steps prior to contract and legitimate interests
- To confirm you are 18 or over and eligible for coaching — legitimate interests / legal obligation where age gates apply
- To send booking confirmations and reminders — contract / legitimate interests
- To send newsletter or app launch updates you requested — consent (you can unsubscribe)
- To operate and secure the website — legitimate interests
- Optional analytics — consent under PECR / UK GDPR where required
- Optional Meta and Google advertising / conversion measurement — consent (marketing cookies). We will not load these tags without your opt-in
- To comply with legal obligations or protect vital interests in serious risk situations — legal obligation / vital interests where applicable
Where you share special-category data (for example information about mental health) in booking notes or coaching, we process it only as needed to provide the service you requested, with appropriate safeguards, and on a lawful basis permitted under UK GDPR (including explicit consent where required). We do not intentionally send special-category health details to Meta or Google via advertising pixels. Avoid putting sensitive health information in URL parameters or fields that are passed to ad tags.
4. Sharing
We may share data with:
- Service providers who host our website, database or email delivery (under appropriate agreements)
- Professional advisers where necessary
- Authorities where required by law or to protect someone’s vital interests
- Advertising partners, only if you consent to marketing cookies: Meta Platforms (Facebook/Instagram Ads / Meta Pixel) and Google (Google Ads / related advertising tags). Those companies may process data as independent controllers for their own advertising purposes under their policies, and/or as our processors for conversion measurement, depending on the product settings we use
We do not sell your data. We do not share booking form answers or coaching session notes with Meta or Google for advertising.
Hosting and processors
When the website and database are hosted on a server or cloud provider, that provider acts as a data processor on our behalf. They only process personal data to run hosting, backups and related infrastructure, under a contract that requires appropriate security.
We will keep this section accurate as our hosting arrangements change. If you need the current host name for a subject-access or due-diligence request, email [email protected].
Social media and advertising
We link to our profiles on Instagram, Facebook and YouTube. Clicking those links takes you to those platforms, which have their own privacy policies and may set their own cookies.
If Meta Pixel or Google Ads tags are enabled on MindThryve and you have consented to marketing cookies, those tools may collect technical and usage data as described above and in our Cookie policy. You can withdraw marketing consent at any time via Cookie settings. You can also manage ads via Meta Ad Preferences and Google Ads Settings.
International transfers: Meta and Google may process data in the United States and other countries. Where required, we rely on appropriate transfer safeguards used by those providers (for example standard contractual clauses) together with your consent to marketing cookies.
5. How long we keep your data (storage limitation)
Under UK GDPR Principle (e) — storage limitation — we must not keep personal data for longer than we need it for the purposes we collected it. The UK GDPR does not set one fixed time limit for every type of data; we must choose and justify retention periods, document them, review them, and delete or anonymise data when it is no longer needed.
Our standard retention schedule is below. We also run automated weekly checks that permanently delete records once these periods expire, and we will delete or anonymise sooner if you successfully exercise your right to erasure and no exemption applies.
| Data | How long we keep it | Why |
|---|---|---|
| Booking requests that are pending, rejected or cancelled | 2 years from creation | Handle follow-ups and short-term disputes without keeping data indefinitely |
| Approved / completed coaching bookings (including DOB and age) | 6 years from creation | Deliver the service and keep records that may be needed to defend legal claims or meet accounting / complaint needs (aligned with typical UK civil limitation timescales for contract claims) |
| Contact form messages | 2 years from submission | Respond to enquiries and keep a short record of correspondence |
| App waitlist | 2 years from signup, or earlier if you ask us to remove you | Contact you about launch updates you requested |
| Newsletter subscribers (active) | Until you unsubscribe or ask us to delete | Consent-based marketing / updates |
| Newsletter subscribers (unsubscribed / inactive) | Up to 1 year after becoming inactive, then deleted | Suppress re-adding by mistake for a short period, then remove |
| Cookie preference storage (local storage) | Until you clear site data or change preferences | Remember your cookie choice (strictly necessary) |
| Marketing cookie / pixel data (Meta / Google) | Per each platform cookie’s own expiry (see Cookie policy); we do not keep a separate MindThryve copy of pixel events unless we later enable server-side conversion APIs | Measure and improve ads only while you have consented |
We do not keep personal data “just in case” with no purpose. If a legal claim, investigation or regulatory requirement means we must keep specific records longer, we will retain only what is necessary for that purpose and delete the rest when the need ends.
6. Your rights
Under UK GDPR you may have the right to:
- Access your personal data
- Rectify inaccurate data
- Request erasure when we no longer need the data (the “right to be forgotten”)
- Restrict or object to certain processing
- Data portability where applicable
- Withdraw consent where processing is consent-based (without affecting prior lawful processing)
To exercise these rights, email [email protected]. You may also complain to the Information Commissioner’s Office (ICO) at ico.org.uk.
7. Security and international transfers
We use appropriate technical and organisational measures to protect personal data. No online transmission is completely secure. If we transfer data outside the UK, we will use appropriate safeguards required by UK law.
8. Children
Our Services are strictly for adults aged 18 or over only. We do not provide coaching or related services to anyone under 18, including with parental or guardian involvement. We do not knowingly collect personal data from children. If you believe a child has provided data to us, contact us and we will take steps to delete it.
9. Changes
We may update this policy from time to time. The “Last updated” date will change when we do. Significant changes may be notified on the website or by email where appropriate.