Privacy Notice
Energy Alchemy Ltd is committed to protecting your personal data. This Privacy Notice explains how we collect, process, store, and use your information in line with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. It also outlines your rights and how you can contact us or supervisory authorities if you have concerns.
- Name: Matthew Wood
- Phone: +44 (0) 7720 414478
- Email: info@energyalchemy.uk
Information We Collect
We may collect the following types of personal data:
- Personal Identifiers: Name
- Contact Details: Telephone number, email address, billing address
- Financial Information: Payment card or bank account details
- Sensitive Data: Health-related data, racial or ethnic origin, religious or philosophical beliefs, and information on sex life or sexual orientation
- Profile Data: Details of purchases made
- Usage Data: Website interactions, such as cookies and browsing patterns
- Technical Data: IP address, browser type, and operating system
How We Collect Data
We gather personal data through various methods, including:
- Direct interactions: When you purchase a product or service, subscribe to updates, or communicate with us
- Website usage: Cookies and analytics may collect technical data
- Events and sessions: Data collected during classes, courses, or one-to-one sessions
- Third parties: Analytics providers or payment service platforms may share technical or transactional data with us
Why We Process Your Data
We process your data for the following reasons:
- To provide products and services
- To communicate updates and marketing materials
- To process payments and manage debts
- To improve your user experience and offer tailored recommendations
Legal Basis for Processing
Under GDPR, our lawful bases for processing your data include:
- Consent: You can withdraw consent at any time by contacting us
- Contractual Obligations: To fulfil our agreement with you
- Legitimate Interests: To improve services and maintain operations
Data Storage and Security
We use robust measures to protect your data, including:
- Secure digital storage with password protection
- Locked physical storage for hard copies
- Controlled access to personal data
Data Retention
We keep your personal data:
- For 3 years after your last interaction, unless a longer period is required for legal or business purposes
- For 6 years for tax compliance purposes. After this period, data is securely deleted or destroyed
Sharing Data
We do not share your data with third parties without your consent, except where required by law or in cases of a life-threatening situation. Where third-party platforms are used, we ensure appropriate safeguards are in place.
Your Rights
Under data protection law, you have the right to:
- Access: Request copies of your personal data
- Rectification: Correct inaccurate or incomplete information
- Erasure: Request deletion of your data in certain circumstances
- Restriction: Limit how your data is processed
- Objection: Object to data processing in certain situations
- Portability: Request transfer of your data to another organisation
You will not be charged for exercising your rights, and we aim to respond within one month. Contact us using the details above with the words “DATA REQUEST” in the title to make a request.
Keeping Your Information Up to Date
Please inform us if your personal data changes during your relationship with us.
Links to Third-Party Websites
Our website may contain links to third-party sites. We are not responsible for their privacy policies and recommend reviewing their notices before sharing your data.
Changes to This Privacy Notice
We may update this notice periodically and will notify you through our website.
How to Complain
If you are unhappy with how we handle your data, you can contact the Information Commissioner’s Office (ICO):
Address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Data Handling and Retention Policy
1. About this Policy
Energy Alchemy Ltd is committed to handling personal data responsibly and in line with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. This policy explains how we collect, store, use, and retain client personal data.
What is Personal Data?
Personal data refers to any information that identifies a living person, directly or indirectly. This includes names, email addresses, dates of birth, and health-related information. It does not include anonymous data or permanently de-identified information.
We only retain personal data for as long as necessary for business and legal purposes.
2. Scope of Policy
This policy applies to all personal data we collect and store, including:
- Physical data (e.g., contracts, letters, invoices, notebooks)
- Electronic data (e.g., emails, digital documents, databases)
3. Key Principles
We follow these principles when handling personal data:
- Legal Compliance – We retain data only as required by law.
- Storage Limitation – We do not keep personal data longer than necessary.
- Security – We store, handle, and dispose of data securely.
- Business Relevance – We retain data only for legitimate business needs.
- Accountability – We assign clear responsibilities for data management.
- Regular Review – We monitor and update this policy as needed.
4. How We Collect Data
We collect personal data through the following methods:
- Subscriptions – Collected via third-party providers and stored on our database.
- Website Contact Forms – Stored on our platform and company database.
- Surveys & Testimonials – Stored on survey platforms and our database.
- Health & Client Questionnaires – Contains sensitive data, stored securely, and deleted when no longer needed.
- Social Media & Messaging Platforms (SMS/WhatsApp, etc.) – Stored by service providers and relevant communications saved on our database.
- Events (Physical & Virtual) – Stored on our database and event booking platforms.
- Service-Related Documents (e.g., contracts, payment details, booking records) – Stored securely on relevant platforms and our database.
- Sharing with Third Parties – We only share data with third parties when necessary and with client consent.
5. Data Retention Period
We retain all client data for a maximum of three years, unless:
- A valid business reason requires longer retention.
- Legal or regulatory obligations apply.
- Litigation or special circumstances require preservation.
6. Data Storage & Security
- Electronic Data – Stored in password-protected folders within our database.
- Physical Data – Stored in locked cabinets with restricted access.
- Data Destruction – Once data reaches its retention limit, we securely delete electronic records and shred physical copies.
Energy Alchemy Ltd is responsible for identifying expired data and ensuring its secure disposal.
This policy will be reviewed regularly to ensure continued compliance and effectiveness.