1. Who we are

Ichirou The Vital Shift Health and Wellness Coaching ("we", "us", "our") provides health coaching services to help clients improve their health through diet and lifestyle. We focus on preventative healthcare, optimising physical and mental wellbeing, and supporting people living with chronic health conditions. Our services include one-to-one coaching consultations, dietary and lifestyle analysis, personalised dietary and lifestyle advice, and, from time to time, group coaching and workshops.

We are the data controller for the personal data described in this notice. This means we decide how and why your personal data is used.

Contact for all data protection matters: Sharon, Data Controller Email: sharon@ichirou.co.uk 

This notice explains what personal data we collect, why we collect it, who we share it with, how long we keep it, how we keep it safe, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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2. What personal data we may collect

We only collect the personal data we need. Depending on how you interact with us, this may include:

Identity and contact details - Name, email address, telephone number, and postal address

Health and lifestyle information (special category data) - Information about your health, medical history, symptoms, medications and supplements, diet, sleep, stress, exercise and lifestyle, which you share in coaching forms and consultations

Client and coaching records - Coaching agreements, pre- and post-coaching forms, consultation notes, goals, progress records, and correspondence with us

Website and technical data - Your IP address, browser type, device information, pages visited, time spent on pages, and how you navigate our site​. Data collected through cookies.

Marketing preferences - Whether you have agreed to receive marketing emails from us

 

3. How we collect your personal data

We collect personal data when you:

• complete online forms on our website, such as enquiry, contact, booking or order forms

• sign a coaching agreement or complete pre- and post-coaching questionnaires

• speak to us during a coaching session, by email, or by telephone

• Booking a Vitality Review online

• make a purchase, pay online, or set up a direct debit

• subscribe to our newsletter or mailing list

• browse our website (through cookies and similar technologies)

 

4. Why we use your data and our lawful bases

Under UK GDPR we must have a lawful basis for using your personal data. The table below sets out what we use your data for and the basis we rely on.

 

What we do

Respond to your enquiries and book consultations

Legitimate interests (responding to people who contact us) or steps taken at your request before entering into a contract

Provide coaching services, including analysing your diet and lifestyle and giving personalised advice

Performance of a contract with you

Process payments, issue invoices, and keep financial recordsPerformance of a contract; legal obligation.

Handle your health informationYour explicit consent.

Send you marketing emails, newsletters, offers or news about our services

Your consent. You can withdraw this at any time.

Keep our website secure and working properly, and understand how it is used 

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Marketing

We will only send you marketing emails if you have opted in. Every marketing email includes an unsubscribe link, and you can also ask us to stop at any time. We will never sell your data to third parties for marketing.

Statistical and service-improvement data

We may use anonymised or aggregated data, which cannot identify you, to understand how our services are used and to improve them. Anonymised data is not personal data.

 

5. Who we share your data with

We keep your information confidential. We do not sell your personal data. We only share it where necessary, and only with:

• Service providers who act on our behalf, such as our website host and platform (Wix.com), payment processors, email and booking software providers, our bookkeeper or accountant, and IT support. These providers are only allowed to use your data to provide services to us, under written agreements that require them to keep it secure and confidential.

• Professional bodies or regulators, such as the Complementary and Natural Healthcare Council (CNHC), where we have a duty to do so or where it is permitted by law.

• Legal, law enforcement, or crime prevention agencies, where we are legally required to or where the law allows.

• Anyone else, but only with your consent. For example, we will only share information with your GP or another practitioner if you ask us to or agree to it.

 

6. International transfers

Our website is hosted on the Wix.com platform, and some of our other service providers may store or process data outside the UK, including in countries that are not covered by UK "adequacy" decisions.

Where your data is transferred outside the UK, we make sure it is protected by an appropriate safeguard, such as:

• the destination country being covered by UK adequacy regulations, or

• an approved transfer mechanism, such as the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU

 

7. How long we keep your data

We only keep personal data for as long as we need it for the purposes in this notice, including legal, accounting and reporting requirements.

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8. How we keep your data secure

We take your privacy seriously and use appropriate technical and organisational measures to protect your personal data against loss, misuse, unauthorised access, or disclosure. These include:

• secure, access-controlled and password-protected systems, with two-factor authentication where available

• encryption of laptops and devices that hold personal data

• firewalls and up-to-date anti-virus and anti-malware protection

• limiting access to those who genuinely need it

• written agreements with any provider that handles personal data for us

 

Our website is hosted by Wix.com, which stores data on secure servers behind firewalls. Card payments are processed through payment gateways that comply with the Payment Card Industry Data Security Standard (PCI-DSS).

If there is a data breach that is likely to put your rights and freedoms at risk, we will notify you and the ICO as the law requires.

 

9. Cookies

Our website uses cookies, which are small text files stored on your device.

• Strictly necessary cookies keep the website working (for example, to remember your session or keep the site secure). These do not need your consent.

• Analytics, functional, and marketing cookies help us understand how visitors use our site or personalise content. We only use these if you consent, using the cookie banner when you first visit. You can change your choices at any time using the cookie settings link on our website.

 

You can also control cookies through your browser settings. To learn more about cookies, including how to see and delete them, visit www.allaboutcookies.org.

 

10. Your rights

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

• Right to be informed: to know how we use your data (this notice)

• Right of access: to ask for a copy of the personal data we hold about you

• Right to rectification: to ask us to correct inaccurate or incomplete data

• Right to erasure: to ask us to delete your data in certain circumstances

• Right to restrict processing: to ask us to limit how we use your data in certain circumstances

• Right to data portability: to ask for your data in a structured, commonly used format, or to have it transferred to another provider, where we process it by consent or contract using automated means

• Right to object: to object to processing based on legitimate interests, and to object to direct marketing at any time

• Right to withdraw consent: where we rely on your consent, you can withdraw it at any time

• Rights relating to automated decision-making: we do not make decisions about you using solely automated processes

 

To use any of these rights, email sharon@ichirou.co.uk. We will respond within one month. We may need to confirm your identity first. There is normally no charge, although we may charge a reasonable fee or refuse a request that is clearly unfounded or excessive.

Some rights are not absolute. For example, we may need to keep certain records to meet legal obligations, even if you ask us to delete them. If so, we will explain why.

 

11. Children

Our services are intended for adults aged 18 and over. We do not knowingly collect personal data from children. If you believe a child has given us their data, please contact us and we will delete it.

 

12. Links to other websites

Our website may contain links to other websites. We do not control those sites and are not responsible for their privacy practices. Please read their privacy notices before sharing any personal information.

 

13. Complaints

If you have a concern about how we have used your data, please contact us first at sharon@ichirou.co.uk and we will do our best to put it right.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator:

• Website: ico.org.uk/make-a-complaint

• Telephone: 0303 123 1113

 

14. Changes to this notice

We review this notice regularly and may update it from time to time. The latest version will always be on our website, with the date of the last review shown at the top. If we make significant changes, we will let you know in an appropriate way, for example by email.