SOMALATES® PRIVACY POLICY

Last updated: August 2026

1. About this Privacy Policy

This Privacy Policy explains how Somalates® (“we”, “us” or “our”) collects, uses, stores and protects personal information when you visit or use www.somalates.co.uk (the “Website”), contact us, register your interest, download resources, purchase products or services, or participate in Somalates® training.

We are committed to protecting your privacy and handling your personal information fairly, lawfully and transparently.

This Privacy Policy applies to personal information collected through our Website and through related forms, email communications and online services operated by us.

2. Who are we?

The organisation responsible for your personal information is:

Somalates® Owned and operated by: Tracy Richardson / Serendipity Wellness® Business address: Rugby, Warwickshire Email: tracy@serendipitywelness.co.uk Website: www.somalates.co.uk

For data protection purposes, we are generally the data controller of the personal information we collect and use.

If you have any questions about this Privacy Policy or how we use your information, please contact us using the details above.

3. What information do we collect?

Depending on how you interact with us, we may collect:

Information you provide directly

This may include:

  • your name;

  • email address;

  • telephone number;

  • professional role or qualifications;

  • information provided when registering interest in Somalates® training;

  • information provided when applying for or purchasing training;

  • information contained in correspondence with us;

  • information provided when completing forms, assessments or feedback;

  • information relating to your participation in Somalates® programmes;

  • payment and transaction information where applicable.

Information collected when you use our Website

We may automatically collect certain technical information, such as:

  • IP address;

  • browser type;

  • device type;

  • operating system;

  • pages visited;

  • time and date of visits;

  • referring website;

  • general website usage information.

This information may be collected through cookies and similar technologies.

4. Information relating to health

Some Somalates® services, classes, training activities or participant forms may involve information relating to an individual's health, injury, disability or physical circumstances.

Information concerning a person's health is treated as special category data under UK data protection law and has additional protection.

We will only collect or use health information where it is necessary and appropriate for the specific service or activity and where we have an appropriate lawful basis and, where required, an additional condition for processing special category data.

Where we rely on explicit consent, that consent will be obtained separately and clearly and may be withdrawn in accordance with applicable law.

We will not use information provided to us to diagnose medical conditions or provide medical treatment.

5. How do we use your information?

We may use your personal information to:

  • provide our services;

  • process bookings and purchases;

  • administer Somalates® Facilitator Training;

  • manage applications and registrations;

  • provide course materials and information;

  • communicate with you about training and services;

  • send information you have specifically requested, such as our programme prospectus;

  • respond to enquiries;

  • administer assessments and certification;

  • maintain appropriate training and professional records;

  • obtain feedback and improve our services;

  • manage payments and accounts;

  • maintain the security of our Website and systems;

  • comply with legal and regulatory obligations;

  • protect our legitimate business interests and rights.

We will only use personal information for purposes that are compatible with the reason it was collected, or where otherwise permitted by law.

6. Our lawful bases for processing

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

Depending on the circumstances, we may rely on:

Contract

Where processing is necessary to provide a service you have purchased or to take steps at your request before entering into a contract.

For example, administering your Somalates® Facilitator Training registration.

Legal obligation

Where we are required to process information to comply with a legal or regulatory obligation.

Legitimate interests

Where processing is necessary for our legitimate business interests and those interests are not overridden by your rights and interests.

For example, maintaining business records, responding to enquiries, improving our services and managing our Website.

Consent

Where we ask you to provide consent for a particular purpose, such as certain marketing communications or non-essential cookies.

Where we rely on consent, you can withdraw it at any time.

7. Marketing communications

We may send you information about Somalates®, including:

  • new training dates;

  • facilitator opportunities;

  • events;

  • educational content;

  • new programmes;

  • products and services;

  • newsletters and other relevant updates.

Where required by law, we will obtain your consent before sending direct marketing by email or other electronic means.

For example, when you download the Somalates® prospectus, we may ask separately whether you would also like to receive marketing communications from us.

Consent for marketing must be freely given, specific, informed and involve a clear affirmative action.

You can unsubscribe from marketing communications at any time by:

  • clicking the unsubscribe link in our emails; or

  • contacting us directly.

We will respect your marketing preferences and maintain appropriate records of consent and objections.

8. Our email marketing provider

We may use SendFox to collect and manage email subscriptions, prospectus downloads and marketing communications.

When you submit your details through a SendFox form, the information you provide may be processed by SendFox on our behalf.

We select third-party providers carefully and expect them to process personal information securely and in accordance with applicable data protection requirements.

You can read SendFox's own privacy information through its website.

9. Website hosting and third-party services

Our Website may use third-party service providers to provide hosting, forms, analytics, payment processing, email delivery and other technical services.

These providers may process personal information on our behalf or independently in accordance with their own privacy policies.

Depending on how you interact with the Website, these may include services such as:

  • Squarespace;

  • SendFox;

  • payment providers;

  • email service providers;

  • analytics providers;

  • embedded video or social media services;

  • booking or scheduling platforms.

We will only use third-party services where we consider them appropriate for the operation of our business and Website.

Where a third party processes personal data on our behalf, appropriate contractual and security arrangements will be used where required.

10. Cookies

Our Website uses cookies and similar technologies.

Cookies may be used to:

  • make the Website function correctly;

  • remember preferences;

  • understand how visitors use our Website;

  • improve website performance;

  • support analytics;

  • support marketing activities where applicable.

Some cookies are necessary for the Website to function and may not require consent.

Non-essential cookies generally require your consent before they are placed on your device. The ICO states that users should be clearly informed about cookies and actively consent to non-essential cookies.

You can manage your cookie preferences through our cookie consent mechanism and/or your browser settings.

We may maintain a separate Cookie Policy explaining the cookies used on the Website in more detail.

11. Who do we share your information with?

We do not sell your personal information.

We may share information with trusted third parties where this is necessary to operate our business or provide our services.

These may include:

  • website hosting providers;

  • email marketing providers;

  • payment processors;

  • booking platforms;

  • IT and software providers;

  • professional advisers;

  • accountants;

  • insurers;

  • assessors or verification partners where necessary for training or certification;

  • regulatory or legal authorities where we are required to do so.

We only share information that is reasonably necessary for the relevant purpose.

12. International transfers

Some of the third-party services we use may process personal information outside the UK.

Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer is lawful and that appropriate safeguards are in place where required.

UK data protection law requires organisations to provide information about relevant international transfers and the safeguards relied upon.

13. How long do we keep your information?

We will only keep personal information for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, accounting, insurance, certification or reporting requirements.

Retention periods will depend on the type of information and why we hold it.

For example:

Marketing information: Until you unsubscribe or withdraw your consent, subject to any information we need to retain to record your marketing preferences.

Enquiry information: Normally for as long as reasonably necessary to deal with your enquiry and any resulting relationship.

Training and certification records: For as long as reasonably necessary to administer certification, maintain appropriate professional records and meet legal, contractual, insurance or professional requirements.

Financial records: For the period required by applicable accounting and tax requirements.

Where there is no fixed retention period, we will consider the purpose for which the information was collected, our legal obligations, the nature of the information and whether it remains necessary.

The ICO requires privacy information to explain retention periods or the criteria used to determine them.

14. How do we protect your information?

We take reasonable and appropriate technical and organisational measures to protect personal information against:

  • unauthorised access;

  • accidental loss;

  • destruction;

  • misuse;

  • alteration;

  • disclosure.

Access to personal information is limited to those who need it for legitimate business purposes.

However, no online transmission or storage system can be guaranteed to be completely secure.

15. Your data protection rights

Under UK data protection law, you may have rights including:

  • The right to be informed about how your information is used;

  • The right of access to the personal information we hold about you;

  • The right to rectification of inaccurate or incomplete information;

  • The right to erasure in certain circumstances;

  • The right to restrict processing in certain circumstances;

  • The right to object to certain processing, including direct marketing;

  • The right to data portability in certain circumstances;

  • The right to withdraw consent where processing is based on consent.

These rights are not absolute and may depend on the circumstances and the lawful basis we rely upon.

The ICO confirms that privacy information should explain the rights available to individuals and the right to withdraw consent where applicable.

16. How to exercise your rights

If you would like to exercise any of your rights, please contact:

Email: tracy@serendipitywellness.co.uk

Please include enough information to allow us to identify you and understand your request.

We may need to verify your identity before providing information or making changes.

We will respond to valid requests within the timeframe required by applicable data protection law.

17. Complaints

If you have concerns about how we have handled your personal information, please contact us first so that we have an opportunity to resolve the matter.

You also have the right to complain to the UK's data protection regulator:

Information Commissioner's Office (ICO)

Information Commissioner's Office

The ICO regulates data protection and privacy law in the UK.

18. Children's privacy

Our Website and Somalates® Facilitator Training are primarily intended for adults.

We do not knowingly collect personal information from children through the Website.

If you believe that a child has provided us with personal information without appropriate consent, please contact us.

19. Links to other websites

Our Website may contain links to other websites, including social media platforms, booking services and third-party resources.

We are not responsible for the privacy practices or content of external websites.

We recommend that you read the privacy policy of any third-party website you visit.

20. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to:

  • our services;

  • our Website;

  • technology;

  • legal or regulatory requirements;

  • how we process personal information.

The latest version will always be published on this page with the “Last updated” date shown at the top.

21. Contact us

If you have any questions about this Privacy Policy or how we handle your personal information, please contact:

Somalates® Created and owned by Tracy Richardson Email: tracy@serendipitywellness.co.uk Website: www.somalates.co.uk