Last updated: Monday 15 June 2026
This Privacy Policy explains how Body Mind Collective CIC (“we”, “us”, “our”) collects, uses, and protects your personal information when you visit our website https://bodymindcollective.cc, book or attend our wellbeing sessions, sign up to our newsletter, make a donation, or get in touch with us.
We are committed to protecting your privacy and handling your data in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).
1. Who we are
For the purposes of data protection law, the data controller is:
- Body Mind Collective CIC – a not-for-profit social enterprise (Community Interest Company)
- Registered in England, company number: 14878749
- Registered office: Six Wands Aspects Limited Office Ff6, 19 Hereward Rise, Halesowen, West Midlands, England, B62 8AN
- Email: hello@bodymindcollective.cc
- Phone: 07749 847818
2. The information we collect
Information you give us directly
- Contact details – your name, email address, and phone number when you complete our contact form, book a free call, email or message us, or sign up to our newsletter.
- Enquiry details – the topic you’d like to discuss (for example workplace wellbeing, community sessions, schools, volunteering, or instructor opportunities) and any message you send us.
- Booking and account information – the classes, sessions, workshops, retreats, or on-demand videos you book or access, and any account you create on our booking platform.
- Newsletter preferences – your first name, email address, and whether you’re interested in community classes or business services.
- Volunteer and recruitment information – if you apply to volunteer or for an instructor role, any details you provide as part of that.
Payment and donation information
- When you pay for a session or make a donation, your card and billing details are collected and processed securely by our payment providers (see Section 5). We do not store full card details on our own systems.
Information collected automatically
- Technical and usage data such as your IP address, browser and device type, and how you use our website, collected via cookies and similar technologies (see Section 8).
3. How we use your information and our lawful bases
Under UK GDPR we must have a “lawful basis” for using your data. We rely on the following:
| What we use it for | Lawful basis |
|---|---|
| Managing your bookings and providing our sessions and services | Performance of a contract |
| Taking payments and processing donations | Performance of a contract / legitimate interests |
| Responding to your enquiries and booking calls with you | Legitimate interests / contract |
| Sending you booking confirmations and service messages | Performance of a contract |
| Sending you our newsletter and updates | Consent |
| Handling volunteer and instructor applications | Legitimate interests / steps prior to a contract |
| Understanding and improving our website | Consent (for analytics cookies) / legitimate interests |
| Meeting legal, accounting, and regulatory obligations | Legal obligation |
You can withdraw consent for marketing at any time (see Section 4).
4. Newsletter and marketing communications
We only send you our newsletter if you have opted in. Every email includes an unsubscribe link, and you can opt out at any time by clicking it or by emailing hello@bodymindcollective.cc. Unsubscribing from the newsletter won’t stop essential service messages such as booking confirmations.
5. Who we share your information with
We share your personal data only with trusted third-party providers who help us run our organisation. We do not sell your personal data to anyone.
- Momence – our class booking and membership platform, used for scheduling, bookings, member accounts, on-demand videos, and payments. See momence.com for their privacy practices.
- Stripe – our payment processor, used to handle card payments securely. Stripe processes your payment details directly. See stripe.com/privacy.
- Mailchimp (Intuit) – used to manage our newsletter and send email updates. See intuit.com/privacy.
- Calendly – used when you book a free call with us, which collects your name, email, and chosen time. See calendly.com/privacy.
- Google – we use Google Site Kit / Google Analytics to understand website usage, and Google reCAPTCHA to protect our contact form from spam. See policies.google.com/privacy.
- Xero – accounting software.
We may also disclose your information where required by law, or to establish, exercise, or defend our legal rights.
6. International data transfers
Some of our providers (including Stripe, Mailchimp, Calendly, and Google) may store or process data outside the UK or European Economic Area. Where this happens, appropriate safeguards are in place – such as the UK International Data Transfer Addendum or the EU Standard Contractual Clauses – so your data continues to receive an equivalent level of protection.
7. How long we keep your information
We keep your personal data only as long as necessary:
- Enquiry and contact data – for up to [e.g. 2 years] after your last contact with us.
- Booking and account data – for as long as you have an active account or membership, then 5 years afterwards.
- Payment, donation, and transaction records — for 6 years, to comply with UK tax and accounting requirements.
- Newsletter data – until you unsubscribe or withdraw consent.
- Volunteer and recruitment data – for 2 years if unsuccessful, unless you ask us to keep it on file.
When data is no longer needed, we securely delete or anonymise it.
8. Cookies
Our website uses cookies and similar technologies. We use a cookie consent banner that lets you accept or reject different categories:
- Functional (always active) — strictly necessary for the website to work.
- Preferences — remember your choices and settings.
- Statistics — help us understand how visitors use the site (e.g. Google Analytics).
- Marketing — used to deliver or measure advertising and track users across sites.
Non-essential cookies (statistics, preferences, and marketing) are only set if you consent via the banner, and you can change your choices at any time using the “Manage consent” / cookie settings option on our site.
9. How we keep your information secure
We use appropriate technical and organisational measures to protect your data, and we work only with reputable providers (such as Stripe and Momence) that maintain strong security standards. However, no method of transmitting data over the internet is completely secure, and we cannot guarantee absolute security.
10. Your rights
Under UK GDPR you have the right to:
- Access the personal data we hold about you
- Rectify inaccurate or incomplete data
- Erase your data (“right to be forgotten”)
- Restrict how we process your data
- Object to processing based on legitimate interests, and to direct marketing
- Data portability — receive your data in a portable format
- Withdraw consent at any time, where we rely on it
To exercise any of these rights, email us at hello@bodymindcollective.cc. We will respond within one month.
11. Children’s and vulnerable adults’ privacy
We deliver sessions in schools, educational and care settings, and to older adults, which may involve processing the personal data of children or vulnerable adults.
- Where we run sessions for a school, organisation, or care setting, that organisation is usually responsible (the data controller) for the participants’ data, and we act on their behalf under a separate agreement.
- We collect children’s data only where appropriate and with the consent of a parent, guardian, or the commissioning organisation.
- We do not knowingly collect personal data directly from children through our website.
12. Changes to this policy
We may update this Privacy Policy from time to time. The current version is always posted on this page with an updated “Last updated” date.
13. Complaints and contact
If you have any questions or concerns about how we handle your data, please contact us first:
Body Mind Collective CIC Email: hello@bodymindcollective.cc Phone: 07749 847818
You also have the right to complain to the UK supervisory authority:
Information Commissioner’s Office (ICO) Website: ico.org.uk Helpline: 0303 123 1113