1. Who we are

Wintermind Private Ltd is an online therapy platform that helps users browse therapist profiles, enquire about services, and book sessions. For the purposes of UK data protection law, Wintermind Private Ltd will usually act as a data controller for personal data collected through this website, including website enquiries, account data, and booking-related information.

In some situations, therapists using the platform may act as independent data controllers for the client information they collect and process as part of providing therapy services.

Controller name: Wintermind Private Ltd

Email: wintermindprivateltd_admin@wintermind.co.uk

Address: 17 Buckland Road, Cheam, Sutton, SM2 7LL, England

2. What personal data we collect

We may collect and process the following categories of personal data:

• identity information, such as your name;
• contact information, such as your email address and phone number;
• account information, if you create an account on the platform;
• booking and appointment information, including therapist choice, appointment date, and related administration details;
• communications you send to us, including enquiry forms, emails, and support requests;
• technical and usage information, such as IP address, browser type, device information, pages viewed, and website interaction data;
• payment-related information where relevant, although payment processing may be handled by third-party payment providers;
• limited health or wellbeing-related information that you choose to provide when making an enquiry or booking, where relevant to matching or arranging services.

3. How we collect your data

We collect personal data when:

• you contact us through the website;
• you browse or interact with therapist listings;
• you register an account or submit booking details;
• you subscribe to updates or marketing, where offered;
• you communicate with us by email, phone, or contact form;
• you use the website and consent to certain cookies or similar technologies.

4. Why we use your personal data

5. Lawful bases for processing

Depending on the situation, Wintermind Private Ltd may rely on one or more of the following lawful bases under UK data protection law:

• Contract: where processing is necessary to take steps at your request or to provide services you ask for, such as account creation or booking administration.
• Legitimate interests: where processing is reasonably necessary for running, improving, securing, and administering the platform, provided those interests are not overridden by your rights and freedoms.
• Consent: where we ask for your consent, for example for certain cookies, analytics tools, or optional marketing communications.
• Legal obligation: where we must process data to comply with applicable laws or regulatory requirements.

If special category data, such as health-related information, is processed, an additional lawful condition under data protection law may also be required.

6. Sharing your data

We may share personal data where necessary with:

• therapists or service providers involved in delivering booked services;
• website hosting, scheduling, email, analytics, and technical support providers;
• payment processors, where relevant;
• professional advisers, insurers, auditors, or legal representatives where reasonably necessary;
• courts, regulators, law enforcement, or other authorities where required by law or to protect rights, safety, or security.

Where third parties process personal data on our behalf, we expect them to provide appropriate safeguards and only process data in line with applicable law and, where relevant, our instructions.

7. International transfers

Some of our service providers may process data outside the UK. Where that happens, we will take appropriate steps to ensure personal data remains protected in line with applicable data protection requirements, such as using appropriate contractual safeguards where needed.

8. Data retention

We keep personal data only for as long as reasonably necessary for the purposes described in this policy, including:

• to provide services and manage bookings;
• to maintain business and administrative records;
• to resolve disputes or respond to complaints;
• to meet legal, accounting, regulatory, or safeguarding obligations.

Retention periods may vary depending on the type of data and the reason it was collected. If you would like more specific retention information, you can contact us using the details below.

9. Your data protection rights

Depending on the circumstances, you may have the right to:

• request access to the personal data we hold about you;
• request correction of inaccurate or incomplete information;
• request deletion of your personal data in certain situations;
• request restriction of processing in certain situations;
• object to processing based on legitimate interests;
• request transfer of certain data to you or another provider;
• withdraw consent at any time where processing is based on consent.

To exercise any of these rights, please contact us using the details in section 13.

10. Cookies and similar technologies

We may use cookies and similar technologies to keep the website functioning, understand site usage, and improve services. Please read our separate Cookies Policy for more detail about the cookies we use, why we use them, and how you can manage your preferences.

11. Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. However, no online system can ever be guaranteed to be completely secure.

12. Complaints

If you have concerns about how we use your personal data, we would appreciate the opportunity to address them first. You also have the right to make a complaint to the UK Information Commissioner’s Office (ICO).

You can find more information on the ICO website if you believe your data has been handled unlawfully or unfairly.

13. Contact us

If you have any questions about this Privacy Policy or want to exercise your rights, please contact:

Wintermind Private Ltd
Email: wintermindprivateltd_admin@wintermind.co.uk
Address: 17 Buckland Road, Cheam, Sutton, SM2 7LL, England

14. Changes to this policy

We may update this Privacy Policy from time to time to reflect legal, regulatory, operational, or service changes. Where appropriate, we will update the “Last updated” date at the top of this page.