Privacy policy
Love from Susan
1. Who we are
Love from Susan (lovefromsusan.com) is a coaching service run by Bodybook Limited, a company registered in England and Wales under company number 17258983, with its registered office at 66 Paul Street, London EC2A 4NA. Susan Dyson provides the coaching.
Bodybook Limited is the controller of your personal data. That means we decide how and why it is used, and we are responsible for looking after it under UK data protection law.
Email: sdyson@bodybook.com
Post: Bodybook Limited, 66 Paul Street, London EC2A 4NA
ICO registration number: [awaiting number]
We are a small business, so we have not appointed a Data Protection Officer. Any privacy question, request or complaint goes to the email above and reaches a real person.
This policy explains what personal data we collect when you visit our website, sign up for our emails, book a call or work with Susan, and what we do with it.
2. The personal data we collect
We only collect what we need to run the service. Most of it comes directly from you.
| What | Examples | When we collect it |
|---|---|---|
| Contact details | Name, email address, phone number | When you sign up for our guide or emails, book a call, or get in touch |
| Booking details | Dates and times of calls, notes you add to a booking, attendance and no-shows | When you book a discovery call, taster session or coaching session |
| Coaching information | Your goals, habits, routines, progress, weekly check-in answers and session notes | When you work with Susan |
| Health information | Menopause symptoms, health conditions, medication or wellbeing details you choose to share | Only if you choose to share it (see section 3) |
| Payment details | What you bought, amount paid, discount codes used | When you pay for a session or pack. Card details are handled by our payment provider; we never see or store your full card number |
| Email engagement | Whether you open our emails or click links | When you receive our emails |
| Website and device data | IP address, browser type, pages visited | When you visit our website (see section 6) |
| Messages and feedback | Emails, social media messages, testimonials | When you contact us or give feedback |
We may also receive your details from someone who refers you to us, such as a friend using our referral scheme. We will only use them to contact you about that referral.
3. Your health information
Coaching around midlife and menopause often touches on health. The law treats health information as special category data, which needs extra protection, and we handle it accordingly.
- We only collect health information if you choose to share it, and we rely on your explicit consent to do so (UK GDPR Articles 6(1)(a) and 9(2)(a)).
- We use it only to tailor your coaching. We never use it for marketing and never sell or share it for anyone else’s purposes.
- Only Susan and, where needed, the person managing our systems can see it.
- You can withdraw your consent at any time by emailing us. This won’t affect anything we did before you withdrew, but we may not be able to coach you as effectively without it.
Susan is a certified health and menopause coach, not a doctor. Coaching is not medical advice, diagnosis or treatment. If you tell us something that suggests you or someone else is at serious risk of harm, we may share relevant details with emergency services or your GP where the law allows, to protect your vital interests.
4. How we use your data and why we’re allowed to
The law requires us to have a lawful basis for each use of your data. These are ours.
| What we use it for | Lawful basis |
|---|---|
| Booking and running discovery calls, tasters and coaching sessions | Contract, or steps you ask us to take before entering one |
| Taking payment, issuing receipts, applying discount and referral codes | Contract |
| Sending booking confirmations, reminders and follow-ups about a call you booked | Contract, and our legitimate interest in running a reliable service |
| Sending our free guide, email series and newsletter | Consent |
| Using health information to tailor your coaching | Explicit consent |
| Answering your messages and questions | Legitimate interest in responding to you |
| Keeping business, tax and accounting records | Legal obligation |
| Improving our website and emails, and keeping them secure | Legitimate interest in running and improving our business |
| Publishing a testimonial with your name or photo | Consent (we always ask first) |
| Dealing with complaints, disputes or legal claims | Legitimate interest, and legal obligation where it applies |
Where we rely on legitimate interests, we have weighed them against your rights and expectations. You can ask us for details or object at any time (see section 9).
We do not make decisions about you using solely automated processing, and we do not sell your personal data.
5. Our emails
When you sign up for our free guide, you are also signing up to our emails. We will make that clear on the sign-up form. You’ll receive a short welcome series, then a weekly email from Susan with tips, news and occasional offers for coaching.
You can unsubscribe at any time using the link at the bottom of every email, or by emailing us. Unsubscribing from marketing won’t stop service emails about a session you’ve booked.
Our email platform records whether emails are opened and links clicked. We use this, in summary form, to see what’s useful and to stop emailing people who never read them.
6. Cookies
Cookies are small files stored on your device when you visit a website.
- Strictly necessary cookies make the site, sign-up pop-ups and booking pages work. We don’t need your consent for these.
- Analytics: we use Netlify Web Analytics to understand how our website is used, for example how many people visit, which pages they view and which websites send them here. It works from our host’s server records, so it sets no cookies and runs no tracking code in your browser. We only look at the results in summary form, to improve the site, never to identify you.
- Marketing cookies, such as social media tracking pixels, are not used.
You can block or delete cookies in your browser settings.
Embedded content such as YouTube videos or Instagram posts may set their own cookies. Those are covered by the relevant company’s own privacy policy.
7. Who we share your data with
We share your data only with trusted service providers who help us run the business. They act as our processors: they may only use your data on our instructions, under a written contract that requires them to keep it secure.
| Provider | What they do for us |
|---|---|
| MailerLite | Email sign-ups, the welcome series and newsletter |
| Cal.com | Booking discovery calls and sessions |
| Netlify | Hosting our website and sign-up pages, and measuring visits to it (without cookies) |
| Stripe | Taking payments securely |
| Google Meet and Daily (daily.co) | Video coaching calls |
| Google Workspace | Email, document storage and check-in forms |
| Our accountant | Bookkeeping and tax returns |
We may also share data where the law requires it, for example with HMRC, the police or a court, or to protect someone’s safety. If Bodybook Limited or the Love from Susan business is ever sold or restructured, your data may pass to the new owner, who would have to respect this policy.
International transfers
Some of our providers store or access data outside the UK, for example in the European Economic Area or the United States. Where they do, we make sure your data is protected by a recognised legal safeguard. That means a country the UK government has approved as adequate (including the EEA and organisations certified under the UK Extension to the EU–US Data Privacy Framework), or the ICO-approved International Data Transfer Agreement or Addendum. You can ask us for more detail.
8. How long we keep your data
We keep data only as long as we need it, then delete or anonymise it.
| Data | How long |
|---|---|
| Email subscriber details | Until you unsubscribe. We keep a minimal record that you unsubscribed so we don’t email you again |
| Discovery call or taster bookings that don’t lead to coaching | 12 months after the call |
| Coaching notes, check-ins and health information | 2 years after your last session, unless you withdraw consent or ask us to delete them sooner |
| Payment and accounting records | 6 years after the end of the financial year they relate to, as required for tax |
| Records of complaints or disputes | 6 years after they are resolved |
| General enquiries | 12 months after our last contact |
| Testimonials | Until you ask us to remove them |
9. Your rights and how to complain
Under UK data protection law you have the right to:
- Access a copy of the personal data we hold about you
- Correct data that is wrong or incomplete
- Delete your data in certain circumstances
- Restrict how we use your data in certain circumstances
- Object to us using your data based on legitimate interests, and to direct marketing at any time
- Port data you gave us to another provider, in a commonly used format
- Withdraw consent at any time, where we rely on it
To use any of these rights, email sdyson@bodybook.com. It’s free. We will reply within one month, or tell you within that month if we need up to two more months for a complex request. We may ask you to confirm your identity first. When searching for your data we will make reasonable and proportionate searches.
Complaints
If you’re unhappy with how we’ve handled your personal data, please tell us first at sdyson@bodybook.com. You don’t need to use any particular wording. We will acknowledge your complaint within 30 days, look into it properly and tell you the outcome without undue delay.
If you’re still not satisfied, you can complain to the UK regulator, the Information Commissioner’s Office (ICO):
Website: ico.org.uk/make-a-complaint
Phone: 0303 123 1113
Post: Information Commissioner’s Office, 4th Floor, No.3 Circle Square, 5 Hawkshaw Street, Manchester, M1 7BL
10. Security, children, other websites and changes
Security. We use password-protected accounts with two-factor authentication, reputable providers and limited access to keep your data safe. If a breach is likely to put you at high risk, we will tell you and the ICO as the law requires.
Children. Our services are for adults aged 18 and over. We do not knowingly collect data from children.
Other websites. Our site and emails link to other sites, such as YouTube and Instagram. We aren’t responsible for their privacy practices, so please read their policies.
Changes. We may update this policy from time to time. The date at the top shows when it last changed. If we make a significant change, we’ll let clients and subscribers know by email.
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