Privacy Policy

My Wellness Match: Privacy Policy

Last Updated: 29 July 2025

My Wellness Match ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal information in accordance with GDPR and other applicable laws.

1. Information We Collect

We may collect the following types of personal information when you use our platform:

Name, email address, phone number, and mailing address
Account registration information and login details
Professional credentials and certifications (for practitioners)
Payment and billing information (only as needed to process transactions)
Communications sent through our platform (including messages between users)
Automatically collected data such as IP address, browser type, device identifiers, and access times

2. How We Use Your Information

We use your personal data to:

Provide and manage your access to the platform
Facilitate bookings, payments, and communications
Verify practitioners’ qualifications
Personalise user experiences
Respond to inquiries and provide customer support
Send service updates and promotional messages (you may opt out at any time)
Uphold community standards and ensure user safety
Comply with legal obligations
Send essential service-related emails, such as appointment confirmations, reminders, receipts, and messages from practitioners. These are necessary for the platform to function and cannot be opted out of
Send promotional messages (e.g. newsletters or special offers) only if you have actively opted in. You may unsubscribe at any time by clicking the link in the email or contacting us.

When emailing multiple users (e.g. for group events), we take care to use BCC (blind carbon copy) to protect your email address from being shared. While we follow this process strictly, any errors are taken seriously. If you believe your data was shared in error, please contact us. We may offer corrective steps such as account deletion, suppression from future emails, or a written explanation of how we’ll prevent this happening again.

Use of Third-Party Tools for Video Sessions
We currently use Pencil Spaces to conduct online sessions between clients and practitioners. Pencil Spaces is GDPR-compliant and offers secure, encrypted video conferencing.

Sessions are not recorded or stored unless explicitly requested and consented to by all parties involved.

We will notify users if we change our video conferencing provider and will update this policy accordingly.

Monitoring of Communications

To help uphold platform rules and ensure respectful conduct, we may review user messages sent through the platform in specific cases. This may include situations where:

A complaint, safeguarding concern, or user report is submitted
We suspect that someone may be sharing contact details, which is not allowed under our Terms & Conditions (e.g. email, phone number, external website)
There is evidence or concern that a practitioner or client may be trying to arrange services or payments outside the platform
We need to check whether users are following our community standards

We do not read messages routinely or use them for advertising, profiling, or marketing. Message access is restricted to authorised team members and is only used to investigate specific issues or protect users.

3. Sharing Your Information

We do not sell your data. We may share your information with:

Payment processors such as Stripe and PayPal
Service providers that support platform functionality, including hosting, analytics, and communication tools
Legal authorities if required by law or needed to protect rights or safety

Practitioners are required to maintain client confidentiality and may only share user information with site admin for operational or safeguarding purposes. They are not permitted to disclose client names or personal details to any third party under any circumstances.

4. Cookies and Tracking Technologies

Our website uses cookies to:

Improve functionality and user experience
Remember preferences and settings
Analyse usage to improve our service

You can manage cookies through your browser settings. Disabling cookies may affect how certain features work.

5. Data Retention and Deletion

We keep your data only as long as necessary to provide services or meet legal requirements. You may request the deletion of your account and data at any time through your account settings or by emailing us at info@mywellnessmatch.com.

6. Data Security

We use industry-standard encryption (SSL) and other technical safeguards to protect your data. However, no online system is completely secure, and we cannot guarantee absolute protection.

7. Your Rights Under GDPR

If you are located in the UK or EU, you have the right to:

Access your personal data
Correct inaccuracies
Request deletion
Restrict or object to processing
Request data portability

To exercise any of these rights, contact info@mywellnessmatch.com

8. Children’s Privacy

My Wellness Match is intended for adults aged 18 and over. Some practitioners may offer services for children or teens, such as mindfulness or yoga, provided they are appropriately qualified and experienced.

All bookings for users under 18 must be made by a parent or legal guardian.

We do not knowingly collect data from children under 13. If we become aware that we have done so without verified parental consent, we will delete the information immediately. Please contact us if you believe this may have occurred.

9. Changes to This Policy

We may update this policy from time to time. For significant changes, users will be notified through email or platform alerts. Continued use of the platform means you accept the revised policy.

10. Contact Us

For any questions or concerns about this policy, please contact:

Email: info@mywellnessmatch.com