Privacy Notice

Copyright

© Charlotte Lauren Riddle and Cosmically Conscious, 2026. Unauthorised use and/or duplication of this material without express and written permission from the author and/or owner is strictly prohibited.

Privacy notice

1. INTRODUCTION

Cosmically Conscious is a private astrology and holistic therapy service and takes personal information of clients very seriously.

This privacy notice provides you with details of how we collect and process your personal data through your use of our site www.cosmicallyconscious.co.uk and any further interactions with the Cosmically Conscious service.

By providing us with your data, you warrant to us that you are over 13 years of age.

Charlotte Lauren Riddle is the data controller and she is responsible for your personal data.

Contact Details:

Full name of legal entity: Charlotte Lauren Riddle

Email address: [email protected]

Postal address: Cosmically Conscious, Avon, Bristol, BS16.

It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at [email protected]

2. WHAT DATA DO WE COLLECT ABOUT YOU, FOR WHAT PURPOSE AND ON WHAT GROUND WE PROCESS IT

Personal data means any information capable of identifying an individual. It does not include anonymised data.

At various times during your interaction with Cosmically Conscious, you will be asked to provide personal information. This document tells you what information is requested, why it is needed, how the information is stored, and how it is processed. We are committed to protecting your privacy and handling your personal data with care.

Your Birth Chart Information

When you share your birth details the information is used securely to cast your chart for a reading.  Cosmically Conscious conforms to all data protection and GDPR regulations: 

• We collect and process data necessary for the agreed consultation will initially consist of birth data (date, time, place). Contact details, such as email address will also be taken.
• All data is kept entirely confidential, is stored securely, and is never sold or passed on to anyone else, for any reason.
• Access to your data, in whatever form, is limited to Cosmically Conscious only (apart from the unlikely event of compulsory disclosure to legitimate and warranted law-enforcement officers).
• Your horoscope will never be used publicly by Cosmically Conscious for any purpose whatsoever, without your permission.
• Birth data only (name, date, time, place) is archived indefinitely inside Cosmically Conscious’s astrology software, for the following purposes: private astrological research and to enable a quick response to urgent requests for astrological work at short notice.
• All emails are stored within my email account, which is also password-protected, and to which only I have access. Audio recordings of consultations are sent to securely via Zoom and permanently deleted after 30 days.
• Erasure of emails, charts or audio recordings can be done on request by emailing [email protected]

Your Initial Consultation for Holistic Therapy

We require your full name, address and date of birth so that we can identify your medical records correctly (as these are legal documents) and also to identify you correctly in any necessary correspondence with 3rd parties that you authorise. Should your name (eg. marriage) or address change, it is important that you let Cosmically Conscious know so that we can ensure your records are updated. We request your email address and telephone number(s) in order to contact you regarding your appointments, or with appointment reminders, or relating to your treatment with Cosmically Conscious. Should these details change, it is important that you let us know so that we can ensure your records are updated. This information is NOT shared or passed on to any 3rd party. You are not obliged to provide your email address or telephone contact details. And if, subsequently, you would like us to remove your email address and telephone number(s) from data storage, let us know, and it will be done within 5 working days. Please note that, without this information, Cosmically Conscious would be unable to contact you should we need to inform you of a change to your appointment in the event that your therapist is unavailable to see you. If you choose not to receive an appointment email reminder, and you miss your appointment, you will be charged the full fee, for the missed appointment.

We may also use your personal details to contact you (by post, email or text) with information, such as newsletters, that you may find of interest regarding our services or with requests for feedback. We would seek your consent prior to doing so, and you may subsequently withdraw your consent if you wish – simply let us know, and we shall stop doing so within 5 working days.

Your Medical Records for Holistic Therapy

We are legally required to record essential clinical information that we take from you during your initial consultation and each subsequent appointment to enable us to make an accurate diagnosis of your problem(s) and to formulate an appropriate treatment and management plan. These records are held on paper, not in electronic form, and you may request a copy at any time. We aim to provide you with a copy within 5 working days of your request and will always comply with the statutory maximum of 30 days. There is no charge for a copy of these records. Your medical records, and any correspondence such as referral letters and reports based on their contents, are not shared with or passed on to any 3rd party, with the exception of: other healthcare professionals such as your GP or consultant; or your insurance company or legal representatives in the case of a medicolegal investigation. They would not be passed on without your consent. We store copies of any medical correspondence in paper form and stored in a locked filing cabinet, accessible only to the owner of Cosmically Conscious. The storage times for medical records and associated correspondence in accordance with the Federation of Holistic Therapists Policy are ten years after the date of the last appointment.

 We may process the following categories of personal data about you:

• Communication Data that includes any communication that you send to us whether that be through the contact form on our website, through email, text, social media messaging, social media posting or any other communication that you send us. We process this data for the purposes of communicating with you, for record keeping and for the establishment, pursuance or defence of legal claims. Our lawful ground for this processing is our legitimate interests which in this case are to reply to communications sent to us, to keep records and to establish, pursue or defend legal claims.
• Customer Data that includes data relating to any purchases of goods and/or services such as your name, title, billing address, delivery address email address, phone number, contact details, purchase details and your card details. We process this data to supply the goods and/or services you have purchased and to keep records of such transactions. Our lawful ground for this processing is the performance of a contract between you and us and/or taking steps at your request to enter into such a contract.
• User Data that includes data about how you use our website and any online services together with any data that you post for publication on our website or through other online services. We process this data to operate our website and ensure relevant content is provided to you, to ensure the security of our website, to maintain back- ups of our website and/or databases and to enable publication and administration of our website, other online services and business. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business.
• Technical Data that includes data about your use of our website and online services such as your IP address, your login data, details about your browser, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings and other technology on the devices you use to access our website. The source of this data is from our analytics tracking system. We process this data to analyse your use of our website and other online services, to administer and protect our business and website, to deliver relevant website content and advertisements to you and to understand the effectiveness of our advertising.  Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business and to grow our business and to decide our marketing strategy.
• Marketing Data that includes data about your preferences in receiving marketing from us and our third parties and your communication preferences. We process this data to enable you to partake in our promotions such as competitions, prize draws and free give-aways, to deliver relevant website content and advertisements to you and measure or understand the effectiveness of this advertising. Our lawful ground for this processing is our legitimate interests which in this case are to study how customers use our products/services, to develop them, to grow our business and to decide our marketing strategy.

1. MARKETING COMMUNICATIONS 

Our lawful ground of processing your personal data to send you marketing communications is either your consent or our legitimate interests (namely to grow our business).

Under the Privacy and Electronic Communications Regulations, we may send you marketing communications from us if (i) you made a purchase or asked for information from us about our goods or services or (ii) you agreed to receive marketing communications and in each case you have not opted out of receiving such communications since. Under these regulations, if you are a limited company, we may send you marketing emails without your consent. However you can still opt out of receiving marketing emails from us at any time.

Before we share your personal data with any third party for their own marketing purposes we will get your express consent.

You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or OR by emailing us at [email protected] at any time.

If you opt out of receiving marketing communications this opt-out does not apply to personal data provided as a result of other transactions, such as purchases, etc. 

1. DISCLOSURES OF YOUR PERSONAL DATA

We may have to share your personal data with the parties set out below:

• Service providers who provide IT and system administration services.

• Professional advisers including lawyers, bankers, auditors and insurers

1. INTERNATIONAL TRANSFERS

We share your personal data within our group of companies which involves transferring your data outside the European Economic Area (EEA).

We are subject to the provisions of the General Data Protection Regulations that protect your personal data. Where we transfer your data to third parties outside of the EEA, we will ensure that certain safeguards are in place to ensure a similar degree of security for your personal data. As such:

• We may transfer your personal data to countries that the European Commission have approved as providing an adequate level of protection for personal data by; or
• If we use US-based providers that are part of EU-US Privacy Shield, we may transfer data to them, as they have equivalent safeguards in place; or

• Where we use certain service providers who are established outside of the EEA, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in Europe.

If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.

1. DATA SECURITY

We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.

1. DATA RETENTION

The storage times for medical records and associated correspondence in accordance with the Federation of Holistic Therapists Policy are ten years after the date of the last appointment.

For tax purposes the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers.

In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

1. YOUR LEGAL RIGHTS

Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent.

You can see more about these rights at:

https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

If you wish to exercise any of the rights set out above, please email us at [email protected]

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within a maximum of one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you.

If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.

1. THIRD-PARTY LINKS

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit. 

1. COOKIES

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see https://cosmicallyconscious.co.uk/cookie-policy/