Privacy Policy

BodyKode respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store and protect your personal data when you visit our website, contact us, book a service, complete a form, purchase a product or work with BodyKode.

1. Who We Are

BodyKode provides naturopathic wellbeing support, nutrition and lifestyle guidance, functional health education and related services.

BodyKode
Email: hello@bodykode.com
Location: Cheltenham, UK / Online appointments available
Website: www.bodykode.com

For the purposes of data protection law, BodyKode is the data controller of the personal information we collect and use.

2. Information We Collect

We may collect the following types of personal information:

Personal details such as your name, email address, phone number and location.

Booking details such as the service you book, appointment date, appointment time, payment status and booking history.

Health and wellbeing information such as symptoms, health history, lifestyle, nutrition, sleep, stress, test results, food diaries, goals and information you choose to share during forms, consultations or messages.

Payment and purchase information such as transaction details, services purchased and billing information. Payment card details are usually processed securely by third-party payment providers and are not stored directly by BodyKode.

Website information such as your IP address, browser type, device information, pages visited and how you use the website.

Communication information such as emails, contact form submissions, enquiries and appointment-related messages.

Health information is treated with extra care because the UK GDPR gives special protection to personal data relating to health.

3. How We Collect Your Information

We may collect information when you:

  • Visit the BodyKode website.

  • Complete a contact form.

  • Book a discovery call, consultation, follow-up or package.

  • Complete an intake form, questionnaire or food diary.

  • Purchase a product, service, test kit or digital resource.

  • Email or message BodyKode.

  • Attend an online or in-person consultation.

  • Use a third-party platform connected to BodyKode, such as a booking system, payment provider, app or testing partner.

4. How We Use Your Information

We use your personal information to:

  • Respond to your enquiries.

  • Manage bookings and appointments.

  • Provide consultations, wellbeing support and personalised recommendations.

  • Prepare nutrition, lifestyle or wellbeing plans.

  • Review food diaries, health information and test results where relevant.

  • Recommend functional testing where appropriate.

  • Process payments and purchases.

  • Send appointment confirmations, reminders and follow-up information.

  • Provide customer support.

  • Improve our website, services and client experience.

  • Comply with legal, accounting, tax and regulatory obligations.

  • Send marketing emails where you have opted in or where we are legally allowed to do so

  • We will only use your personal information where we have a lawful reason to do so.

5. Our Lawful Basis for Using Your Data

Depending on the reason we are using your information, we may rely on one or more of the following lawful bases:

Contract: to provide services you have booked or purchased.

Consent: where you have given clear permission, such as signing up to marketing emails or choosing to share health information for personalised support.

Legitimate interests: to run and improve BodyKode, respond to enquiries, manage client relationships and keep appropriate records.

Legal obligation: where we need to keep records for tax, accounting, regulatory or legal reasons.

For health-related information, we will also rely on an appropriate special category condition under UK GDPR, such as your explicit consent or the provision of health-related wellbeing services where applicable. The ICO explains that special category data requires both a lawful basis and a separate special category condition.

6. Sharing Your Information

We will not sell your personal information.

We may share your information with trusted third parties where necessary to provide our services or run the business, including:

  • Booking platforms.

  • Payment processors.

  • Email and website hosting providers.

  • Client management or app platforms.

  • Functional testing laboratories and testing providers, where testing is requested or recommended.

  • Professional advisers such as accountants, legal advisers or insurers.

  • Regulators, authorities or legal bodies where required by law.

Where we use third-party platforms, they may process your information under their own privacy policies and security standards.

7. Functional Testing and Third-Party Providers

If you choose to proceed with functional or laboratory testing, your information may be shared with the relevant testing provider so they can process your test, deliver results and provide related services.

Testing providers may have their own privacy notices, terms and data handling processes. You should review these before proceeding with any test.

8. Marketing Communications

You may choose to receive emails from BodyKode, such as updates, resources, offers or wellbeing information.

You can unsubscribe at any time by clicking the unsubscribe link in an email or contacting us at hello@bodykode.com.

We will not send you marketing emails without a lawful basis to do so.

9. Cookies and Website Tracking

The BodyKode website may use cookies and similar technologies to help the website function, understand visitor behaviour and improve the user experience.

Cookies may collect information such as your device, browser, pages visited and general website usage.

You can manage or disable cookies through your browser settings. Some parts of the website may not work properly if cookies are disabled.

A separate Cookie Policy may be provided where required.

10. How We Store and Protect Your Information

We take reasonable steps to keep your personal information safe and protect it from unauthorised access, loss, misuse or disclosure.

This may include secure systems, password protection, limited access, secure third-party platforms and appropriate record keeping.

No method of online transmission or storage is completely secure, but we aim to use appropriate safeguards for the type of information we hold.

11. How Long We Keep Your Information

We will keep your personal information only for as long as necessary for the purposes it was collected.

This may include keeping records for:

  • Client care and continuity.

  • Legal, tax and accounting requirements.

  • Insurance or professional record keeping.

  • Resolving disputes or responding to enquiries.

When information is no longer needed, we will delete it securely or anonymise it where appropriate.

12. Your Data Protection Rights

Under UK data protection law, you may have the right to:

  • Access the personal information we hold about you.

  • Ask us to correct inaccurate information.

  • Ask us to delete your information in certain circumstances.

  • Ask us to restrict how we use your information.

  • Object to certain types of processing.

  • Withdraw consent where we rely on consent.

  • Request a copy of your data in a portable format, where applicable.

  • Complain to the Information Commissioner’s Office.

  • To exercise your rights, contact us at hello@bodykode.com.

13. Complaints

If you have concerns about how BodyKode handles your personal information, please contact us first so we can try to resolve the issue.

You also have the right to complain to the UK Information Commissioner’s Office. The ICO recommends that UK organisations tell people they can complain to the ICO and provide their contact details.

Information Commissioner’s Office
Website: www.ico.org.uk
Telephone: 0303 123 1113

14. Links to Other Websites

The BodyKode website may contain links to third-party websites, booking platforms, payment providers, testing laboratories or external resources.

We are not responsible for the privacy practices or content of third-party websites. Please review their privacy policies before sharing personal information with them.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The latest version will always be available on this website.

By continuing to use the website or services after changes are made, you acknowledge the updated Privacy Policy.

16. Contact Us

For questions about this Privacy Policy or how your personal information is used, please contact:

BodyKode
Email: hello@bodykode.com
Location: Cheltenham, UK / Online appointments available
Website: www.bodykode.com