Privacy Notice

The Tycho Retreat
Last updated: 19 October 2026

The Tycho Retreat respects your privacy and takes care to protect the personal information you share. This notice explains what information I collect, why I use it, how it is stored and shared, how long it is kept and the rights you have.

WHO IS RESPONSIBLE FOR YOUR INFORMATION?

The Tycho Retreat is operated by Toni Fletcher-Jennings, who is the data controller for the personal information described in this notice.

The Tycho Retreat is based in Cradley Heath, West Midlands, B64.

For any privacy question, request or complaint, please email info@tychoretreat.com.

WHAT INFORMATION MAY BE COLLECTED?

Depending on how you contact The Tycho Retreat and which service you use, I may collect:

• your name and contact details, including your email address, telephone number and postal address where needed;

• appointment, booking and payment information;

• messages and enquiries sent by email, website form, telephone, text message, Facebook, WhatsApp, Calendly or another agreed method;

• information you choose to provide about your physical or emotional health, wellbeing, accessibility needs, current concerns and relevant medical history;

• consent forms, consultation information and brief factual notes about sessions or services provided;

• an emergency contact, where appropriate;

• for a child or young person, their name, age, relevant needs and the contact and consent details of their parent or guardian;

• birth date, birth time and place of birth where these are needed to prepare a personalised Moonology session;

• feedback, testimonials, photographs or reviews that you choose to provide; and

• limited technical information collected when you use the website, such as device, browser, cookie and general website-usage information.

I usually receive this information directly from you or, for a child or young person, from their parent or guardian. Information may also be received through a booking, communication or social-media service you have chosen to use.

HOW I USE YOUR INFORMATION

I may use your information to:

• respond to enquiries;

• decide whether a service appears suitable and can be provided safely;

• arrange, confirm and manage appointments;

• prepare for and provide the service you have requested;

• communicate with you before or after a session where appropriate;

• make reasonable adjustments for accessibility or individual needs;

• process payments and maintain financial records;

• meet safeguarding, legal, insurance and professional-practice requirements;

• respond to questions, requests or complaints; and

• publish a testimonial, review or photograph where you have given permission.

Your information will not be sold or used for unrelated marketing.

LAWFUL BASIS FOR USING YOUR INFORMATION

Under UK data-protection law, I must have a lawful basis for collecting and using personal information.

Depending on the circumstances, I may rely on:

• contract — where information is needed to arrange or provide a service you have requested;

• steps taken before entering into a contract — for example, when responding to an enquiry about a possible booking;

• legitimate interests — to operate The Tycho Retreat, communicate with clients, maintain appropriate records and protect the safety and integrity of the practice;

• legal obligation — where information must be retained or disclosed to meet a legal requirement; or

• consent — for optional uses such as publishing a testimonial, photograph or other information you have chosen to share.

HEALTH AND WELLBEING INFORMATION

Information about physical or mental health is special-category data and receives additional protection under UK data-protection law.

Where you choose to provide health or wellbeing information for a session, I will normally process it with your explicit consent, alongside the appropriate lawful basis described above. This information is used only where it is relevant to understanding your needs, considering safety or providing your chosen service.

You can withdraw your consent to the future use of this information. However, this may mean that I can no longer provide a service safely or appropriately. Withdrawal does not affect processing that was lawful before consent was withdrawn.

INFORMATION ABOUT CHILDREN AND YOUNG PEOPLE

Where a service is provided to a child or young person, I may collect information about their learning, wellbeing, accessibility needs and relevant circumstances.

Consent, practical arrangements and appropriate information-sharing will be agreed with their parent or guardian before sessions begin. The child or young person’s views and privacy will be respected in a way that is appropriate to their age and understanding, subject to safeguarding and legal responsibilities.

HOW YOUR INFORMATION IS STORED AND PROTECTED

I take reasonable steps to keep personal information secure and protect it from loss, misuse, unauthorised access or inappropriate disclosure.

Information may be stored in password-protected electronic systems or in securely held paper records. Access is limited to the information needed to provide and manage services.

SHARING YOUR INFORMATION

I do not sell, rent or trade personal information.

Where necessary, limited information may be processed through trusted services used to operate The Tycho Retreat, including:

• Webador, which hosts the website and website forms;

• Calendly, where it is used for appointment information and reminders;

• email, telephone and messaging providers;

• banks or payment services used to receive and record payments; and

• professional advisers, insurers or technology-support providers where necessary.

If you choose to contact me through Facebook, WhatsApp, Google or another external service, that provider will also process information under its own privacy terms.

I may disclose information where required by law, in connection with legal proceedings, or where there is a serious concern about someone’s safety. Where possible and appropriate, I will discuss this with you first.

INTERNATIONAL PROCESSING

Some service providers may process or store information outside the United Kingdom. Where this happens, I will take reasonable steps to use reputable providers that apply appropriate safeguards for international data transfers.

HOW LONG I KEEP YOUR INFORMATION

I keep personal information only for as long as it is reasonably needed for the purpose for which it was collected and to meet legal, insurance, safeguarding and record-keeping requirements.

As a general guide:

• enquiries that do not result in a booking will normally be retained for no longer than 12 months after the last contact;

• client, consent, session and payment records will normally be retained for the period required by my insurer and any applicable legal or safeguarding requirements;

• records relating to children and young people may need to be kept for longer because of their age and safeguarding considerations; and

• testimonials or photographs will be retained while they remain in use or until permission is withdrawn, unless there is another lawful reason to retain them.

When information is no longer required, it will be securely deleted or disposed of.

YOUR DATA-PROTECTION RIGHTS

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

• ask for a copy of the personal information I hold about you;

• ask for inaccurate or incomplete information to be corrected;

• ask for your information to be deleted in certain circumstances;

• ask me to restrict how your information is used;

• object to certain uses of your information;

• receive information you have provided in a portable format where the right to data portability applies; and

• withdraw consent where consent is being relied upon.

Your right to object: where I rely on legitimate interests, you have the right to object to the use of your information. I will stop processing it unless there are compelling legitimate reasons to continue or it is needed in connection with legal claims.

The Tycho Retreat does not use personal information to make solely automated decisions that produce legal or similarly significant effects.

To exercise any of these rights, please email info@tychoretreat.com.

DATA-PROTECTION COMPLAINTS

If you are concerned about how your information has been collected or used, please email info@tychoretreat.com with the subject line “Data protection complaint”. Please explain what has happened and what you would like me to consider.

I will:

• acknowledge your complaint within 30 days;

• take appropriate steps to investigate it without undue delay;

• keep you informed if the investigation takes time; and

• explain the outcome and any action taken.

If you remain unhappy, you can complain to the Information Commissioner’s Office (ICO). Information about making a complaint is available at www.ico.org.uk/make-a-complaint. The ICO will usually expect you to have raised the matter with The Tycho Retreat first.

WEBSITE COOKIES AND EXTERNAL LINKS

The website may use essential cookies to operate and may offer optional analytics or similar cookies. Where consent is required, non-essential cookies should not be used unless you accept them through the website’s cookie controls. You can also manage cookies through your browser settings.

The website may contain links to other organisations, booking services or social-media platforms. Their own privacy notices apply when you follow those links or use their services.

CHANGES TO THIS NOTICE

This notice may be updated when my services, systems or data-protection requirements change. The latest version will be published on the website with its revision date.