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Privacy Policy

 

Holistic Herbal Alchemy 

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Last updated: August 2026

 

Holistic Herbal Alchemy respects your privacy and is committed to protecting your personal information.

 

This Privacy Policy explains how I collect, use, store and protect your personal information when you visit my website, make an enquiry, book a service or receive services from Holistic Herbal Alchemy.

 

I operate as a sole trader and provide services primarily across the North East of England, including mobile and workplace services.

 

This Privacy Policy applies to information collected through my website, booking system, email, telephone, WhatsApp Business, in person and in connection with the services I provide.

 

1. Information I collect

Depending on the service you use, I may collect the following information.

 

Contact and booking information - This may include:

  • Your name

  • Email address

  • Telephone number

  • Appointment details

  • Information provided through website enquiry or booking forms

  • Payment and transaction information

  • Information relating to your communications with me

 

Vitality Screening information

If you undertake a Vitality Screening, I may collect information relevant to providing your screening, which may include:

  • Date of birth

  • Relevant lifestyle and wellbeing information

  • Relevant health information that you choose or are required to provide as part of the screening

  • Results from the measures included within your screening

  • Results from additional testing where applicable

  • Information required to prepare your personalised report

 

The Vitality Screening may assess up to 50 or more health and wellbeing measures using the Evolving Vitality Screening System.

 

Vitamin D and Insulin Resistance Testing

Where you book Vitamin D Testing or Insulin Resistance Testing, I may collect information required to arrange and provide the test and communicate your results.

 

Hair Mineral Testing

For Hair Mineral Testing, I may collect:

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  • Your contact details

  • Information required to arrange your test

  • Relevant health and wellbeing information

  • Information required by the laboratory

  • Your test results and associated report

 

Where necessary, relevant information and your hair sample will be provided to Mineral Check for laboratory analysis and reporting.

 

Mineral Check's own privacy information explains that information relevant to a laboratory mineral test, including details of health conditions, may be collected to provide and personalise the laboratory service.

 

Workplace Vitality Screening

Where Vitality Screening is provided in a workplace, I may collect the employee's personal and screening information necessary to provide the service.

 

Individual employee screening results and personalised reports are provided to the individual employee and are not provided to their employer.

 

The employer may receive information relating to the organisation's booking or arrangements for the service, but individual health or screening results will remain confidential to the employee unless the employee specifically authorises disclosure or disclosure is required by law.

 

2. How I use your information

I use your information only where necessary to provide the services you have requested and to operate my business.

 

This may include:

  • Responding to enquiries

  • Arranging and managing appointments

  • Processing bookings and deposits

  • Providing Vitality Screening and other testing services

  • Completing and processing screening information

  • Preparing and providing personalised reports

  • Communicating your results

  • Arranging follow-up appointments where requested

  • Providing information relating to services you have booked

  • Processing payments

  • Maintaining appropriate business records

  • Meeting legal, regulatory and accounting requirements

  • Responding to legitimate requests from authorities where legally required

 

I do not use your information for general marketing purposes unless you have separately provided the appropriate consent where required.

 

3. Health and special category information

Some of the information collected as part of my services may constitute health information and special category personal data under UK data protection law.

 

This may include relevant health information, physiological measurements, screening results and other information relating to your wellbeing.

 

I only collect information that is relevant to providing the service you have requested.

 

Where special category data is processed, an appropriate lawful basis under UK GDPR and an additional condition for processing special category data will apply. The ICO confirms that special category data requires additional protection beyond ordinary personal information.

 

Where I ask you to provide health or other sensitive information, I will explain why the information is required and how it will be used.

 

You are not required to provide information that is not necessary for the service, although failure to provide information that is necessary for a particular assessment may mean that I am unable to provide that service.

 

4. Evolving Vitality Screening System

Vitality Screening is delivered using the Evolving Vitality Screening System.

 

Information collected as part of your Vitality Screening, including relevant personal details and screening results, is entered into the system to allow your results to be processed and brought together into your personalised report.

 

The information may include the results of up to 50 or more vitality measures, together with relevant information required as part of the screening process.

 

Evolving Vitality Ltd operates the Evolving Vitality Screening System and has its own privacy and data protection arrangements governing information processed through its system.

 

Evolving Vitality's current privacy documentation identifies Evolving Vitality Ltd as the Data Controller for the personal data it processes through its services and identifies its Data Protection Officer as Andrew Hamer.

 

Where Evolving Vitality processes information in connection with the screening system, its own privacy arrangements and contractual terms will apply to that processing.

 

I will only provide the information necessary to deliver your screening service and will handle the information I collect from you in accordance with this Privacy Policy.

 

5. Hair Mineral Testing and laboratory processing

For Hair Mineral Testing, your hair sample and information necessary to perform the laboratory analysis may be sent to Mineral Check.

 

The laboratory uses the information provided to process your test and produce your results/report.

 

Mineral Check states that information relevant to laboratory testing, including health-related information where required, may be collected to provide and personalise its laboratory service.

 

Mineral Check is responsible for its own processing of personal information and has its own privacy arrangements.

 

6. Booking and payment information

Appointments are booked through my website using Wix Bookings.

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Wix may process information required to manage your booking, including your name, contact details, appointment information and information relating to your payment or deposit.

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A deposit is required to secure your appointment. Your deposit will be retained if you cancel or rearrange your appointment with less than 48 hours' notice, unless an exception is agreed at my discretion or required by law.

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Payments and deposits are processed through Wix Payments, where enabled. I do not receive or store your full payment card details.

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Payment providers may process your information in accordance with their own privacy policies and terms.

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7. Communication by email, telephone and WhatsApp

I may contact you using the contact information you provide to:

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  • Confirm or amend appointments

  • Respond to enquiries

  • Provide information relating to a service you have booked

  • Send your personalised report or results

  • Arrange follow-up appointments

  • Respond to questions relating to your service

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I may also communicate with clients using WhatsApp Business where appropriate.

 

I do not use your contact information for general promotional marketing unless you have separately opted in where consent is required.

 

8. Workplace screening confidentiality

For workplace screening, individual employee information is treated as confidential.

 

The purpose of the screening is to provide each participating employee with personal information about their own screening results and wellbeing.

 

Individual screening results and personalised reports will not be shared with the employer.

 

I may communicate with the organisation regarding practical matters such as:

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  • Booking arrangements

  • Number of participants

  • Appointment scheduling

  • On-site requirements

  • Invoicing and payment

 

No individual employee health or screening results will be provided to the organisation unless the employee has specifically authorised this or disclosure is required by law.

 

9. Who I may share information with

I do not sell, rent or otherwise commercially distribute your personal information.

 

Information may be shared only where necessary to provide your service, operate my business or comply with legal obligations.

 

This may include:

  • Wix, for website, booking and payment services

  • Wix Payments and relevant payment-processing providers

  • Evolving Vitality Ltd, in connection with the Evolving Vitality Screening System

  • Mineral Check, where you undertake Hair Mineral Testing

  • Professional or technical service providers who are necessary to operate my business

  • Professional advisers where necessary

  • Government bodies, regulators or law enforcement where I am legally required to provide information

 

Where another organisation processes personal data on my behalf, appropriate contractual and data protection arrangements should be in place. UK GDPR requires appropriate arrangements between controllers and processors.

 

10. Data security

I take reasonable and appropriate measures to protect your personal information against:

  • Unauthorised access

  • Loss

  • Misuse

  • Alteration

  • Unauthorised disclosure

  • Destruction

 

Access to personal information is limited to what is necessary to provide services and operate the business.

 

Third-party providers such as Wix also maintain their own technical and organisational security measures. Wix states that it uses measures including encryption for data in transit and at rest and security controls around its payment environment.

 

However, no method of transmitting or storing information electronically can be guaranteed to be completely secure.

 

11. How long I keep your information

I will only retain personal information for as long as reasonably necessary for the purposes for which it was collected, including providing services, maintaining appropriate business records and meeting legal, accounting or regulatory requirements.

 

The appropriate retention period may vary depending on the type of information and the service provided.

 

Information held within third-party systems, including the Evolving Vitality Screening System and laboratory systems, may also be subject to those providers' own retention policies and contractual arrangements.

 

Where you request deletion of your information, I will consider the request in accordance with applicable data protection law. Some information may need to be retained where there is a legal or legitimate reason for doing so.

 

12. Your data protection rights

Under UK data protection law, you may have rights including:

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Right of access

You can request a copy of the personal information I hold about you.

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Right to rectification

You can ask me to correct information that is inaccurate or incomplete.

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Right to erasure

In certain circumstances, you can ask for your personal information to be deleted.

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Right to restriction

In certain circumstances, you can ask me to restrict how your information is processed.

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Right to data portability

In certain circumstances, you can request your personal information in a structured, commonly used and machine-readable format.

 

Right to object

You may have the right to object to certain types of processing, including direct marketing.

 

Right to withdraw consent

Where I rely on your consent to process information, you may withdraw that consent at any time.

 

Withdrawing consent does not affect the lawfulness of processing carried out before consent was withdrawn.

 

Some rights are subject to conditions and exemptions under UK data protection law.

 

13. Requests relating to your information

If you would like to:

  • Request access to your information

  • Correct your information

  • Ask about how your information is being used

  • Request deletion where applicable

  • Withdraw consent where consent is the lawful basis

 

please contact me using:

 

Jaimie Caswell - Holistic Herbal Alchemy

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I will respond to requests within the timeframe required by applicable data protection legislation.

 

14. Cookies

This website is hosted using Wix and may use cookies and similar technologies that are necessary for the website to function, as well as cookies used for website functionality and analytics where enabled.

 

At present, Holistic Herbal Alchemy does not intentionally use Google Analytics or similar third-party advertising analytics.

 

Wix may nevertheless use cookies and similar technologies as part of providing and securing its website services.

 

For further information about cookies used by Wix and how they can be managed, please refer to Wix's own privacy and cookie information.

 

15. Links to other websites

My website may contain links to external websites, including websites belonging to service providers or organisations such as Mineral Check or Evolving Vitality.

 

Once you leave the Holistic Herbal Alchemy website, I have no control over how those websites collect or process personal information.

 

You should review the privacy policy of any external website you visit.

 

16. Changes to this Privacy Policy

I may update this Privacy Policy from time to time to reflect changes to my services, technology, legal requirements or the way personal information is processed.

 

The latest version will always be published on this website.

 

Last updated: August 2026

 

17. Complaints

If you have any concerns about how I have handled your personal information, please contact me first using:

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You also have the right to complain to the Information Commissioner's Office (ICO) if you believe your personal information has not been handled appropriately.

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