Privacy And Safety Policy (GDPR)

This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data, and keep it safe.

There’s a lot of information here, but we want you to be fully informed about your rights, and how SoulWise Academy Ltd. uses your data.

We hope the following sections should answer all questions you have but if not, please do get in touch with us.

If we need to update this Privacy Notice from time to time, we will notify you of any changes. You’re welcome to come back and check it whenever you wish.

Legal Conformity

The law on data protection gives out a number of different reasons for a company to collect and process your personal data, including:

Consent

In specific situations, we can collect and process your data with your consent.

For example, when you tick a box to receive email newsletters.

When collecting your personal data, we’ll always make clear to you which data is necessary in connection with a particular service.

Legal compliance

If the law requires us to do so, we may need to collect and process your data.

For example, to pass on details of people involved in fraud or other criminal activity affecting the Academy to law enforcement.

Legitimate interest

In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.

For example, we will use your interest in our Master classes or newsletter history to send you or make available other offers you are interested in.

When do we collect your data

When you watch any of our Master classes, use our Membership area to sign in for training lessons, on the phone, when you click on a link in a newsletter, when you sign up for our newsletter, when you come to a ZOOM session, or listen back to one and when you sign up for a training with us.

• When you create an account with us.

• When you are on a free breakthrough phone call with us, we will record these calls for training and safety purposes and we notify you of this always.

• When you engage with us on social media.

• When you contact us via email with queries, complaints etc.

• When you comment on, or review our products and services.

• When you fill in any forms. For example, when you sign up to our free phone calls we need certain information to determine whether we can help you.

What sort of data do we collect?

• If you have signed up for an online training with us or for any of our one-off products we collect: your name, gender, date of birth, billing/delivery address, nationality, which training you are on, or which product your purchased, email and telephone number.

For example, we collect notes from our conversations with you, details of any comments you make, details of purchases you made, we record our video training sessions and phone calls.

• We keep details of how you came to know about us, via an Add on Social Media or via our website, or via a published article. And details of your visits to our website.

• Information gathered by the use of cookies in your web browser.

• Personal details, which help us to recommend items of interest.

For example, you might tell us about a problem you have and we’ll use it if it suits our work to guide another suggested training.

We’ll only ask for and use your personal data collected for recommending trainings or products of our own that could interest you to tailor your experience with us. Of course, it’s always your choice whether you share such details with us.

• Payment information.

• Your comments and reviews.

• Your social media username, if you interact with us through those channels, to help us respond to your comments, questions or feedback.

• To deliver the best possible web experience, we collect technical information about your internet connection and browser as well as the country and telephone code where your computer is located, the web pages viewed during your visit and any search terms you entered.

How and why do we use your personal data?

Because we are a High End Company we want to give you the best possible experience with us. One way to achieve that is to keep track via notes of what we discuss or by combining the data we have about you.

We then use this to offer you the best service by offering products and services that are most likely to interest you. In the case of a loyalty scheme, we’ll also offer you relevant reduction on our current prices when we have an appropriate record of your interactions with us.

The data privacy law allows this as part of our legitimate interest in understanding our customers and providing the highest levels of service.

Of course, if you wish to change how we use your data, you’ll find details in the ‘What are my rights?’ section below.

Remember, if you choose not to share your personal data with us, or refuse certain contact permissions, we might not be able to provide some services you’ve asked for.

Here’s how we’ll use your personal data and why:

• To process any orders that you make through our website or when you sign up via a phone call. If we don’t collect your personal data, we won’t be able to process your sign up and comply with our legal obligations.

For example, your details will be logged in our company’s project management database and we may may need to pass it on to a third party when we send you one of our surprise gifts. And we may keep your details for a reasonable period afterwards in order to fulfil any contractual obligations based on the contract that you have with us.

• To respond to your queries, requests and complaints. Handling the information you sent enables us to respond. We may also keep a record of these to inform any future communication with us and to demonstrate how we communicated with you throughout. We do this on the basis of our contractual obligations to you, our legal obligations and our legitimate interests in providing you with the best service and understanding how we can improve our service based on your experience.

• To protect our business and your login account from fraud and other illegal activities. This includes using your personal data to maintain, update and safeguard your account. We’ll also monitor your browsing activity with us to quickly identify and resolve any problems and protect the integrity of our websites. We’ll do all of this as part of our legitimate interest.

For example, by checking your password when you login and using automated monitoring of IP addresses to identify possible fraudulent log-ins from unexpected locations.

• With your consent, we will use your personal data, preferences and details of your transactions to keep you informed by email, web, text, telephone and through our contact centres about relevant products and services including tailored special offers, discounts, promotions, events, competitions and so on.

Of course, you are free to opt out of hearing from us by any of these channels at any time.

To develop, test and improve the systems, services and products we provide to you. We’ll do this on the basis of our legitimate business interests.

Keeping it safe

Data security matters to us as much as it does to all our clients. With this in mind we promise to treat your data with the utmost care and take all appropriate steps to protect it.

We secure access to all transactional areas of our websites and apps using ‘https’ technology.

Any personal notes are kept under lock and key at all times when nobody is near personally.

Access to your personal data is password-protected, and sensitive data (such as payment card information) is secured and tokenised to ensure it is protected.

We monitor our system from time to time for possible vulnerabilities and attacks, and we carry out tests to identify ways to further strengthen security.

How long do we keep your data?

Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected.

At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning.

Some examples of customer data retention periods

Trainings

When you take part in one of our trainings, we’ll keep the personal data you give us for five years so we can comply with our legal and contractual obligations.

Soul Readings

In the case of certain products, like a personal Soul Reading, we’ll keep the data for 10 years be fore we anonymise it.

Who do we share your data with

We will only share your personal data with trusted third parties.

For example, delivery couriers, for fraud management, or when you come to a live event the Hotel you’ll be staying at. This is our responsibility in case of emergency.

Here’s the policy we apply to those organisations to keep your data safe and protect your privacy

• We provide only the information they need to perform their specific services.

• They may only use your data for the exact purposes we specify with them.

• We work closely with them to ensure that your privacy is respected and protected at all times.

Examples of the kind of third parties we work with are

• IT companies who support our website and other business systems.

• Operational companies such as delivery couriers.

• Direct marketing companies who help us manage our electronic communications with you.

• Data insight companies to ensure your details are up to date and accurate.

Where your personal data might be processed

Sometimes we will need to share your personal data with third parties and suppliers outside the European Economic Area (EEA), such as Australia or the USA.

If you live outside the UK

If you are based outside the UK and work with us, we will transfer the personal data that we collect from you to the UK.

Protecting your data outside the EEA

The EEA includes all EU Member countries as well as Iceland, Liechtenstein and Norway. We may transfer personal data that we collect from you to third-party data processors in countries that are outside the EEA.

For example, this might be required in order to fulfil your sign up with us, process your payment details or provide support services.

Any transfer of your personal data will follow applicable laws and we will treat the information under the guiding principles of this Privacy Notice.

What are your rights over your personal data

You have the right to request:

• Access to the personal data we hold about you, free of charge in most cases.

• The correction of your personal data when incorrect, out of date or incomplete.

For example, when you withdraw consent, or object and we have no legitimate overriding interest, or once the purpose for which we hold the data has come to an end (such as the end of a warranty).

• That we stop using your personal data for direct marketing or newsletters (either through specific channels, or all channels).

• That we stop any consent-based processing of your personal data after you withdraw that consent.

• Review by a Partner of any decision made based solely on automatic processing of your data (i.e. where no human has yet reviewed the outcome and criteria for the decision).

You have the right to request a copy of any information about you that the SoulWise Academy (provided it doesn’t hold any personal data from others at the same time, if it does we will have to block that information out) and also to have that information corrected if it is inaccurate.

To ask for your information, please email: our customer service. To ask for your information to be amended, please update your online account.

If we choose not to action your request we will explain to you the reasons for our refusal.

Your right to withdraw consent

Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.

Where we rely on our legitimate interest

In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.

Direct marketing

You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels. We must always comply with your request.

Checking your identity

To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.

How can you stop the use of your personal data?

There are several ways you can stop direct marketing communications from us:

• Click the ‘unsubscribe’ link in any email communication that we send you. We will then stop any further emails from that particular division.

• If you have an account, log in into your Soulwise Academy account, visit the ‘My Account’ area and change your preferences.

• Email us directly to ask if we do it for you.

Please note that you may continue to receive communications for a short period after changing your preferences while our systems are fully updated.

How to contact the regulator

If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

You can contact them by calling 0303 123 1113.

Or go online to www.ico.org.uk/concerns (opens in a new window; please note we can’t be responsible for the content of external websites)

If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence.

When you live outside the UK

• By using our services or providing your personal data to us, you expressly consent to the processing of your personal data by us or on our behalf. Of course, you still have the right to ask us not to process your data in certain ways, and if you do so, we will respect your wishes.

• Sometimes we’ll need to transfer your personal data between countries to enable us to supply the goods or services you’ve requested. In the ordinary course of business, we may transfer your personal data from your country of residence to ourselves and to third parties located in the UK.

• By dealing with us, you are giving your consent to this overseas use, transfer and disclosure of your personal data outside your country of residence for our ordinary business purposes.

• This may occur because our information technology storage facilities and servers are located outside your country of residence, and could include storage of your personal data on servers elsewhere in the world.

• We’ll ensure that reasonable steps are taken to prevent third parties outside your country of residence using your personal data in any way that’s not set out in this Privacy Notice. We’ll also make sure we adequately protect the confidentiality and privacy of your personal data.

Our Terms of Use, Disclaimer, Code of Conduct and Privacy Notice were updated on 23 May 2018.

Find out more about Cookies

What are cookies?

Cookies are small pieces of information that are gathered and stored on your computer while you are browsing the internet. The information is necessary for a website to properly function. Cookies may collect personal information.

Our cookies are safe for your PC, laptop, phone or tablet. We use cookies to recognize you when you visit us, but also to ensure that our website works well and that you can enjoy your time at our website.

What do cookies do?

Cookies ensure that:

• You stay logged in and can browse our site and membership area fast and undisturbed.

• Your visit with us is safe.

• Read reviews and watch videos.

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• We can detect errors and inconveniences on the website.

• We can test improvements.

• We can personally advise you on the basis of what you have previously viewed.

How long do cookies stay on your computer?

Most cookies disappear when you close the browser. Some cookies remain a few days to a few years. You can always delete or disable cookies yourself via your browser settings. You can find explanations about how to change the cookie settings under “Help” in most browsers. It’s totally ok to do so but be aware that: without cookies our website works less fast and well.