Privacy Policy

Optimal Health Strategies Ltd ("OHS", "we", "us", "our") takes your privacy seriously. This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and what your rights are. It applies to anyone who visits our website or contacts us.

Who we are

OHS is a UK coaching practice. We are the data controller responsible for your personal information.

Optimal Health Strategies Ltd
Registered office: 3B Rosemary House, Lanwades Business Park, Kentford, Newmarket, Suffolk, CB8 7PN
Registered in England and Wales, company number 15500682.
Email: enquiries@optimalhealthstrategies.co.uk

What information we collect

We collect personal information that you give us directly when you use our website or contact us. This may include:

• Your name and contact details (email, phone number) when you submit an enquiry through our contact form or by email.
• The content of any enquiry message you send us.
• Your name and email address when you subscribe to our newsletter.
• Information about how you use our website (pages visited, time on page, device type), collected automatically via Squarespace's standard analytics.

Once you become a coaching client, we will collect additional information directly relevant to the coaching engagement. That additional collection is governed by the coaching engagement contract you sign at the start of the work, not by this Policy.

How we use your information

We use the personal information you provide for the following purposes:

• To respond to your enquiry and discuss whether coaching is the right fit.
• To send you the OHS newsletter, if you have subscribed to it.
• To improve the website and understand how visitors use it.
• To meet our legal and regulatory obligations.

Lawful bases for processing

UK data protection law requires us to identify a lawful basis for using your information. We rely on the following:

• Consent. When you subscribe to our newsletter, we rely on your consent. You can withdraw consent at any time by unsubscribing.
• Legitimate interest. When you contact us with an enquiry, we rely on legitimate interest to respond to you. We have considered this against your rights and believe responding to an enquiry you have sent us is something you reasonably expect.
• Contract. If you become a client, we rely on contract necessity to provide coaching services to you.
• Legal obligation. Where we are required by law to keep certain records, we rely on legal obligation.

Who we share your information with

We do not sell your information to anyone. We share your personal information with the following third parties only as needed to operate our service:

• Squarespace, who provide the website hosting, analytics, contact form, and newsletter platform we use. Squarespace processes data in line with their own privacy policy.
• Squarespace Email Campaigns, used to send the OHS newsletter to subscribers.
• Professional advisers (lawyers, accountants) where we are legally required to do so.

Some of these providers are based outside the UK. Where data is transferred outside the UK, we rely on standard contractual safeguards approved by the UK Information Commissioner.

How long we keep your information

We keep enquiry information for as long as is reasonably necessary to handle the enquiry and any follow-up, and typically delete it within 12 months of the last contact unless you have become a client.

Newsletter subscriber information is kept for as long as you remain subscribed. When you unsubscribe, we remove your details from our active list, though a record of your previous subscription may be retained for compliance purposes.

Client coaching records are kept in line with the retention period set out in your coaching engagement contract.

Cookies

Our website uses cookies provided by Squarespace for essential functionality (such as making the site work and protecting it from abuse) and for basic analytics (understanding how the site is used). We do not run advertising cookies or third-party trackers. You can disable cookies in your browser settings if you prefer, though some parts of the site may not work as intended if you do.

Your rights

Under UK data protection law, you have the right to:

• Ask for a copy of the personal information we hold about you.
• Ask us to correct any inaccurate information.
• Ask us to delete your personal information, subject to certain exceptions.
• Object to or restrict our use of your personal information in certain circumstances.
• Ask us to transfer your personal information to another provider where this applies.
• Withdraw your consent at any time, where we are relying on consent.

To exercise any of these rights, please email us at enquiries@optimalhealthstrategies.co.uk.

Complaints

If you have a concern about how we are using your personal information, please contact us first so we can try to resolve it. You also have the right to complain to the UK Information Commissioner's Office (ICO) at any time. The ICO can be reached at ico.org.uk or 0303 123 1113.

Changes to this Policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of the page will reflect when changes were made. Material changes will be communicated by email if appropriate.

Contact us

For any questions about this Privacy Policy or your personal information, contact us at enquiries@optimalhealthstrategies.co.uk.