Privacy Notice

The Tycho Retreat
Last updated: 8 September 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 long I keep it and the rights you have.

Who is responsible for your information?

The Tycho Retreat is operated by Toni Fletcher-Jennings and 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;

  • the messages and enquiries you send by email, website form, telephone, Facebook, WhatsApp 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;

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

  • limited technical information generated when you use the website, such as your IP address, browser or device type, pages visited and cookie choices.

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

Please only provide information about another person if you have their permission or another lawful reason to do so.

How is your information collected?

Most information is provided directly by you when you:

  • contact me or make an enquiry;

  • book, rearrange or pay for a service;

  • complete a consent or consultation form;

  • attend a session, course, workshop or tuition appointment;

  • join a mailing list or WhatsApp broadcast with your permission; or

  • provide feedback, a testimonial or a review.

Some technical website information may be collected automatically by Webador and any cookies or services used on the website.

Why is your information used?

I use personal information only where there is a lawful reason to do so. The main purposes and lawful bases are:

  • Responding to enquiries and arranging bookings: to take steps at your request before entering into a contract and for the legitimate administration of the business.

  • Providing an agreed service: because the information is needed to fulfil my contract with you.

  • Using relevant health or wellbeing information: normally with your explicit consent, so that I can decide whether a service is appropriate and provide it safely and personally. Where necessary, relevant information may also be retained to establish, exercise or defend a legal claim.

  • Keeping appropriate client and session records: for my legitimate interests in providing a safe, professional and consistent service, meeting insurance requirements and responding to any question or claim.

  • Maintaining payment, tax and accounting records: to meet legal obligations.

  • Sending optional news or marketing messages: only with your consent. You can withdraw that consent at any time.

  • Publishing a testimonial, case study, photograph or similar material: only with your clear permission. Any separate consent and agreed level of anonymity will be respected.

  • Protecting a child, vulnerable person or another person from serious harm: where sharing is necessary for safeguarding, vital interests or another legal obligation or lawful safeguarding purpose.

  • Operating, securing and improving the website: for legitimate business and security interests and, where required, your consent to non-essential cookies or analytics.

I do not make solely automated decisions about you and I do not use your health information to profile you.

Children and young people

Where a service is provided to someone under 18, I may need information about both the child and their parent or guardian. I will collect only what is relevant to the service, consent, safety and safeguarding.

A parent or guardian will normally arrange the service and provide consent where appropriate. I will also take account of the child's age, understanding, wishes and privacy. Information may be shared without consent if this is necessary and lawful to safeguard a child or another person from harm.

Who may receive your information?

I do not sell personal information.

Information may be processed or shared only where necessary with:

  • Webador, which hosts the website and its contact facilities;

  • Calendly, when you use it to arrange an appointment;

  • email, telephone and messaging providers used to communicate with you, including Meta services such as Facebook or WhatsApp when you choose those methods;

  • banking, payment, accounting or tax services where needed to administer payments and meet legal duties;

  • my professional insurer, professional advisers or legal representatives if advice, a complaint or a claim makes this necessary;

  • a trusted person appointed to deal securely with records if I become unable to practise; or

  • emergency services, safeguarding bodies, regulators, courts or other authorities where there is a lawful and necessary reason.

These organisations may act as data processors under their own contractual duties or as separate data controllers under their own privacy notices.

Information processed outside the UK

Some online providers, including booking, website, email, social-media and messaging services, may process information outside the UK. Where this happens, the provider must use a lawful transfer mechanism or another safeguard recognised by UK data-protection law. You can also review the privacy information provided by the relevant service before choosing to use it.

If you would prefer not to discuss personal matters through social media or WhatsApp, you can contact me by email and complete any consultation information using the alternative method offered.

How is your information protected?

Paper consent forms and client or session records are kept securely under lock and key, with access limited to Toni Fletcher-Jennings.

Digital enquiries, booking information and correspondence are protected through the security controls of the relevant account, device and service, including password protection. I aim to collect only the information needed and will not include unnecessary detail in messages or records.

When paper records reach the end of their retention period, they are securely destroyed, normally by cross-cut shredding or a confidential-waste service.

How long is information kept?

I use the following general retention periods unless the law, my insurer or a specific safeguarding or legal matter requires a different period:

  • enquiries that do not lead to a booking: normally up to 12 months after the last contact;

  • adult consent forms, consultation records and session notes: seven years after the final session;

  • records relating to a client who was under 18: normally until their 25th birthday;

  • invoices, payment and tax records: normally six years after the end of the relevant financial year;

  • optional marketing contact details: until you unsubscribe or withdraw consent, after which limited information may be retained to record that you opted out;

  • testimonials or photographs: until the agreed purpose ends or you withdraw permission, where withdrawal is reasonably possible; and

  • website technical information: according to the settings and retention arrangements of Webador and any website analytics or cookie services in use.

Information may be kept longer where this is necessary for safeguarding, an unresolved complaint, insurance or legal proceedings. Retention periods are reviewed and information that is no longer required is securely destroyed or deleted.

Your rights

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

  • be informed about how your information is used;

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

  • ask for inaccurate or incomplete information to be corrected;

  • ask for information to be deleted;

  • ask me to restrict how information is used;

  • object to processing based on legitimate interests or to direct marketing;

  • receive certain information in a portable format; and

  • withdraw consent at any time where consent is the lawful basis.

These rights are not absolute. For example, I may need to retain some information to meet a legal or insurance requirement or to establish, exercise or defend a legal claim.

To exercise a right, email info@tychoretreat.com. I may need to confirm your identity before releasing or changing personal information. I will normally respond within one month.

How to raise a data-protection concern

Please email info@tychoretreat.com with the subject line Data protection concern and 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 where the matter takes time; and

  • tell you 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.

Cookies and links to other websites

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 contains links to other organisations and social-media services. Their own privacy notices apply when you follow those links or use their services.

Changes to this notice

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

Short wording for consent and booking forms

The information you provide is used to arrange and safely deliver your chosen service and to maintain appropriate client records. Health and wellbeing information is handled as special category data and is normally processed with your explicit consent. Paper client records are stored securely and retained in accordance with the periods explained in The Tycho Retreat Privacy Notice. You can read the full notice at www.tychoretreat.com/privacy-policy or email info@tychoretreat.com with any question or request.