School of Calmology

Privacy Policy & GDPR Complaints Procedure

Our contact details

Name: Katie Gunn and Emma Baxter

Address: York House, 1 Murray Road, Berkhamsted, Hertfordshire, HP4 1JD

Phone Number: 01442817367

E-mail: info@schoolofcalmology.com

The type of personal information we collect

We may collect the following personal information:

Information you provide directly

Name
Postal address
Email address
Telephone number
Billing and delivery addresses
Course enrolment information
Qualifications and training records
Communications you send to us

Information collected when you purchase products or courses

Order details
Payment information (processed securely by our payment providers; we do not store full card details)
Purchase history

Information collected automatically

When you visit our website, we may collect:

IP address
Browser type
Device information
Website usage information through cookies and analytics tools

How We Use Your Information

We use your personal information to:

Process and fulfil orders
Deliver training courses and educational materials
Manage student enrolments and certifications
Communicate about bookings and purchases
Respond to enquiries
Maintain training records
Improve our website and services
Comply with legal and regulatory obligations
Send marketing communications where you have consented or where permitted by law

Our Legal Basis for Processing

Under UK GDPR, we process personal data on the following lawful bases:

Contract

Where processing is necessary to:

Supply products you have purchased
Deliver training courses
Manage your student account

Legal Obligation

Where we must retain records for taxation, accounting, or other legal requirements.

Legitimate Interests

To:

Improve our services
Maintain business records
Prevent fraud
Respond to customer enquiries

Consent

Where you have agreed to receive marketing communications or newsletters.

You may withdraw your consent at any time.

Sharing Your Information

We do not sell your personal information.

We may share information with:

Payment processing providers
Website hosting providers
Email marketing providers
Accounting and bookkeeping services
Certification or accreditation bodies (where applicable)
Legal or regulatory authorities when required by law

All third-party service providers are required to protect your personal information.

International Transfers

If any of our service providers are located outside the UK, we will ensure appropriate safeguards are in place to protect your personal information in accordance with UK GDPR requirements.

Data Retention

Protecting your Personal Data - How we store your personal information

We are committed to ensuring that your personal data is secure. To prevent unauthorised access or disclosure, we have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information we collect from you. I will contact you using the contact preferences you have given me.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at info@schoolofcalmology.com if you wish to make a request.

We keep personal information only for as long as necessary.

Typical retention periods include:

Student training records and certificates: up to 7 years after course completion
Financial and tax records: 6 years as required by law
Marketing records: until consent is withdrawn or records become inactive

Retention periods may be adjusted where legal obligations require longer storage.

Our website uses cookies to:

Ensure website functionality
Improve user experience
Analyse website traffic

You can manage cookie preferences through your browser settings or our cookie consent banner.

A separate Cookie Policy is available on our website.

Marketing Communications

If you subscribe to our newsletter or marketing updates, we will use your email address to send information about:

Courses
Workshops
Educational resources
Special offers
News and updates

You may unsubscribe at any time using the unsubscribe link in our emails or by contacting us directly.

Security

We take appropriate technical and organisational measures to protect your personal information from unauthorised access, loss, misuse, or disclosure.

Complaints

GDPR Complaints Procedure

School of Calmology

How we handle your data protection concerns

1. About This Document

This document sets out the complaints procedure for school of calmology (referred to as “we”, “us” and “our” throughout this document). It explains how we will handle any complaint you make about the way we collect, use, store, share or otherwise process your personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Important: This procedure applies to GDPR and data protection complaints only. For all other types of complaint, please refer to our general Complaints Policy.

2. Our Contact Details

All GDPR-related complaints should be directed to us using the contact details below.

Business Name

School of Calmology

Registered Address

York House, 1 Murray Road, Hp4 1jd

Complaints Email

info@schoolofcalmology.com

Complaints Post

Katie Gunn to registered address above

Stated above

3. Your Rights Under UK GDPR

You have the following rights in relation to the personal data we hold about you:

The right to access the personal data we hold about you (a Subject Access Request)
The right to rectification — to have inaccurate or incomplete data corrected
The right to erasure (‘the right to be forgotten’) in certain circumstances
The right to restrict processing of your personal data
The right to data portability — to receive your data in a structured, machine-readable format
The right to object to processing, including for direct marketing purposes
The right to withdraw consent at any time where processing is based on your consent

If you believe we have not respected one or more of these rights, you are entitled to raise a formal complaint using the procedure set out in this document.

4. How to Make a Complaint

Please submit your complaint in writing — [either by post or by email] — using the contact details in Section 2. To help us investigate your concern as efficiently as possible, please include:

Your full name and preferred contact details
A clear description of your concern and which data protection right(s) you believe have been affected
The approximate date(s) when the issue occurred
Any relevant reference numbers, correspondence or documents

5. Our Complaints Process

Once we receive your complaint, we will follow the five steps below. We are committed to handling all complaints promptly, fairly and confidentially.

1. Acknowledgement — within 30 days

We will acknowledge your complaint in writing within 30 days of receiving it, confirming that we have recorded it and will be investigating.

2. Requesting Further Information

If we need any additional details to fully investigate your complaint, we will contact you as soon as possible and explain what we need and why.

3. Investigation & Review

We will carry out a thorough and impartial review of your complaint. We will agree a realistic timescale with you once we have all necessary information, and we will keep you updated if there are any delays.

4. Decision & Outcome

We will communicate the outcome of our investigation to you clearly and in writing within one calendar month of receiving all the information needed (this may be extended by up to two further months for complex complaints — we will notify you if this is the case).

5. Closure or Escalation

If you are satisfied with the outcome, we will close your complaint. If you remain dissatisfied, you have the right to refer your complaint to the ICO free of charge (see Section 6 below).

6. Escalating Your Complaint to the ICO

If you remain dissatisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) — the UK’s independent supervisory authority for data protection. This service is free of charge.

ICO website: https://ico.org.uk/make-a-complaint/

ICO helpline: 0303 123 1113 (Monday–Friday, 9am–5pm)

ICO postal address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website.

Last updated: 03.06.2026