Privacy Policy

Last Updated: November 2025

1. Introduction

GaiaBalance ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.

2. Information We Collect

2.1 Personal Information

We may collect personal information that you voluntarily provide to us when you:

  • Fill out contact forms or consultation request forms
  • Subscribe to our newsletter or communications
  • Book a consultation or use our services
  • Contact us via email or phone

This information may include:

  • Name and contact details (email address, phone number, postal address)
  • Demographic information
  • Health-related information relevant to nutrition consultations
  • Dietary preferences and habits
  • Lifestyle information

2.2 Automatically Collected Information

When you visit our website, we may automatically collect certain information about your device, including:

  • IP address
  • Browser type and version
  • Operating system
  • Pages visited and time spent on pages
  • Referring website

3. How We Use Your Information

We use the information we collect for the following purposes:

  • To provide and maintain our nutritionist consultation services
  • To communicate with you about appointments, services, and inquiries
  • To personalise your experience and provide tailored nutrition guidance
  • To improve our website and services
  • To send you newsletters and marketing communications (with your consent)
  • To comply with legal obligations
  • To protect our rights and prevent fraud

4. Legal Basis for Processing (UK GDPR)

We process your personal data based on the following legal grounds:

  • Consent: You have given clear consent for us to process your personal data for specific purposes
  • Contract: Processing is necessary for the performance of our services
  • Legal obligation: Processing is necessary to comply with the law
  • Legitimate interests: Processing is necessary for our legitimate interests or those of a third party

5. How We Share Your Information

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

  • Service Providers: With trusted third-party service providers who assist in operating our website or conducting our business (e.g., email service providers, payment processors)
  • Legal Requirements: When required by law or to protect our rights, property, or safety
  • Business Transfers: In connection with any merger, sale, or acquisition of all or a portion of our business

All third-party service providers are required to maintain the confidentiality of your information and use it only for the purposes for which it was disclosed.

6. Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:

  • Secure server infrastructure
  • Encryption of sensitive data
  • Regular security assessments
  • Limited access to personal information

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

7. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When we no longer need your information, we will securely delete or anonymise it.

8. Your Rights

Under UK data protection law, you have the following rights:

  • Right to Access: Request a copy of the personal data we hold about you
  • Right to Rectification: Request correction of inaccurate or incomplete data
  • Right to Erasure: Request deletion of your personal data in certain circumstances
  • Right to Restrict Processing: Request limitation of how we use your data
  • Right to Data Portability: Receive your data in a structured, commonly used format
  • Right to Object: Object to certain types of processing, including direct marketing
  • Right to Withdraw Consent: Withdraw consent at any time where we rely on consent as the legal basis

To exercise any of these rights, please contact us at [email protected] or +44 1332 718 452.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. For detailed information about the cookies we use and your choices, please see our Cookie Policy.

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

11. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.

12. International Data Transfers

Your information may be transferred to and processed in countries other than the United Kingdom. When we transfer data internationally, we ensure appropriate safeguards are in place to protect your information in accordance with UK data protection law.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated policy on our website with a revised "Last Updated" date. Your continued use of our services after such changes constitutes acceptance of the updated policy.

14. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

GaiaBalance
90 Pinewood Drive
Derby DE1 9LS
United Kingdom
Email: [email protected]
Phone: +44 1332 718 452

15. Complaints

If you believe we have not handled your personal data properly, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection supervisory authority:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Website: ico.org.uk