Reformivity Privacy Policy
Effective Date: 3rd January 2025
Reformivity (“we,” “us,” or “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and protect your personal data when you visit our website (www.reformivity.com) or use our coaching and related services (collectively, the “Services”).
We process personal data in accordance with the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018, and other applicable data protection laws. By using our Services, you agree to the collection and use of your information as described in this Privacy Policy.
1. Who We Are
1.1. Data Controller
Reformivity is the data controller responsible for your personal data. If you have any questions regarding this Privacy Policy or how we handle your personal data, please contact us using the details provided at the end of this policy.
2. Data We Collect
2.1. Personal Data
We may collect the following types of personal data:
Contact Information: Name, email address, telephone number, and postal address.
Account Details: Username, password, and any profile information you choose to provide in our platforms.
Coaching Information: Notes from sessions, goals, progress reports, and other details you share during the coaching process.
Payment Information: If you purchase our Services, we may collect payment information (e.g., credit/debit card details) or rely on a third-party payment processor, such as Stripe, who collects such information on our behalf.
Marketing Preferences: Information about your preferences for receiving marketing communications.
2.2. Usage Data
We may also collect information about how you access and use our website or Services, such as IP address, browser type, device ID, the pages you visit, and the time spent on these pages. This information helps us improve our Services and user experience.
3. How We Collect Your Data
3.1. Direct Interactions
When you fill out forms on our website.When you book coaching sessions or register for events.When you communicate with us via email or other channels.During coaching sessions.
3.2.Automated Technologies or Interactions
We may use cookies, server logs, and similar technologies to collect usage data.
4. How We Use Your Data
4.1. Service Provision
We use your personal data to provide our coaching services, including session scheduling, progress tracking, and sending you relevant materials or updates.
4.2. Communication
We may use your contact information to respond to your queries, notify you of changes to our services, or provide important information related to your coaching journey.
4.3. Marketing
Where you have given consent, we may send you marketing communications about our services or upcoming events. You can withdraw your consent at any time by clicking the “unsubscribe” link in any marketing email or by contacting us directly.
4.4. Compliance and Legal Obligations
We may process your personal data to comply with our legal obligations or in response to lawful requests by public authorities.
5. Legal Basis for Processing
Under the UK GDPR, we rely on the following legal bases to process your personal data:
Consent: Where you have provided explicit consent (e.g., for marketing communications).
Contractual Necessity: When processing is necessary to perform a contract with you or take steps at your request before entering into a contract.
Legal Obligation: To comply with a legal obligation (e.g., taxation, bookkeeping).
Legitimate Interests: Where processing is in our legitimate interests and does not override your rights and freedoms (e.g., improving our services, securing our platform).
6. Third-Party Services and Data Processors
We use reputable third-party service providers to assist in delivering our Services. Each provider has its own GDPR or data protection policies:
High Level: Used as a CRM, marketing, learning management, and community platform. Please see High Level’s Data Protection and GDPR Policy for more details on how they handle personal data.
Stripe: Used for payment processing. Please see Stripe’s Data Protection Addendum for information on how your payment data is processed.
Google Workspace: Used for email and client session reports. See Google’s Data Processing Addendum for more information.
ClickUp: Used for client session management. Refer to ClickUp’s Data Hosting and GDPR Information for details.
IFTTT: Used for data integration and automation. See IFTTT’s Terms for information on how they handle data.
These providers act as data processors on our behalf and only process your personal data in accordance with our instructions and applicable data protection laws.
7. Data Sharing and Disclosure
We will not share, sell, or lease your personal data to third parties unless we have your consent or are required by law to do so. We may disclose your data:
Service Providers: To our third-party service providers who support our business operations.
Legal and Compliance: If we are under a duty to disclose or share your personal data to comply with any legal obligation.
Business Transfers: In connection with a merger, acquisition, or sale of all or a portion of our assets.
8. International Data Transfers
Some of our third-party service providers may process data outside the UK or European Economic Area (“EEA”). In such cases, we ensure that appropriate safeguards (e.g., Standard Contractual Clauses, adequacy decisions) are in place to protect your personal data.
9. Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal or reporting obligations. After this period, your personal data will be securely deleted or anonymised.
10. Data Security
We implement technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. This includes secure hosting, encryption (where applicable), and access control measures. Despite these efforts, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.
11. Your Rights
Under the UK GDPR, you have the following rights regarding your personal data:
Right to Access: Request a copy of the personal data we hold about you.
Right to Rectification: Request correction of any inaccuracies in your personal data.
Right to Erasure: Request deletion of your personal data under certain circumstances.
Right to Restrict Processing: Request to limit how we process your personal data in certain situations.
Right to Data Portability: Request a copy of your personal data in a structured, commonly used, and machine-readable format.
Right to Object: Object to our processing based on legitimate interests or direct marketing.
Right to Withdraw Consent: If we process your data based on consent, you can withdraw this at any time.
To exercise any of these rights, please contact us using the details provided below. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (“ICO”) if you believe your data has been handled improperly.
12. Children’s Privacy
Our Services are not directed at individuals under the age of 18. We do not knowingly collect personal data from minors. If you believe a minor has provided us with personal data, please contact us, and we will take steps to delete such information.
13. Cookies
We may use cookies or similar tracking technologies to enhance your experience on our Site.
14. Updates to This Privacy Policy
We may update or revise this Privacy Policy at any time. Any changes will be posted on this page with an updated Effective Date. We encourage you to review this Privacy Policy periodically to stay informed about how we protect and use your personal data.
15. Contact Us
If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us at:
Email:
Website:
By using our Services or visiting our Site, you acknowledge that you have read, understood, and agree to the practices described in this Privacy Policy.
