Bee Your Plan* customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
• Contact details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• Who we share information with
• How to complain
Contact details
What information we collect, use, and why
We collect or use the following information to provide and improve products and services for clients:
• Names and contact details
• Addresses
• Payment details (including card or bank information for transfers and direct debits)
• Transaction data (including details about payments to and from you and details of products and services you have purchased)
• Usage data (including information about how you interact with and use our website, products and services)
• Information relating to compliments or complaints
• Video recordings
• Audio recordings (eg calls)
• Records of meetings and decisions
• Account access information
• Website user information
We collect or use the following personal information for the operation of client or customer accounts:
• Names and contact details
• Addresses
• Purchase or service history
• Account information, including registration details
• Information used for security purposes
• Marketing preferences
• Technical data, including information about browser and operating systems
We collect or use the following personal information for information updates or marketing purposes:
• Names and contact details
• Addresses
• Marketing preferences
• Purchase or account history
• Website and app user journey information
• IP addresses
We collect or use the following personal information to comply with legal requirements:
• Name
• Contact information
• Client account information
• Any other personal information required to comply with legal obligations
We collect or use the following personal information to protect client welfare:
• Names and contact information
• Client account information
• Health and wellbeing information
We also collect or use the following special category information to protect client welfare. This information is subject to additional protection due to its sensitive nature:
• Health information
We collect or use the following personal information for dealing with queries, complaints or claims:
• Names and contact details
• Address
• Payment details
• Account information
• Purchase or service history
• Customer or client accounts and records
• Financial transaction information
• Correspondence
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
• Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
• Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:
• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
o We collect and use personal information because it helps us to improve and provide the best possible products and services to our clients. This includes understanding needs, tailoring our offerings, and enhancing the overall experience. Our use of data is carefully balanced to ensure it benefits the client and the business without infringing on privacy or rights.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:
• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
o Managing and improving our services and offerings (such as memberships). Communicating important updates or relevant information. Providing customer support and responding to inquiries. Protecting the business from fraud or abuse.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for information updates or marketing purposes are:
• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
o We rely on legitimate interests to send information updates and marketing messages because it helps us keep the client informed about products, services, offers and news that may be relevant and beneficial. This lawful basis allows us to communicate with existing clients or customers in a way that supports our relationship and improves experiences. We always make sure that our marketing activities do not unfairly impact rights or privacy, and clients have the option to opt out of receiving these communications at any time.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information to comply with legal requirements:
• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
o Means it allows us to use personal information to provide, manage and improve our products and services.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.
Our lawful bases for collecting or using personal information to protect client welfare are:
• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
o Improve services, send relevant updates to existing clients, prevent fraud and misuse.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
o It is in the client and the business’s best interest to handle feedback or disputes professionally and allows general feedback and non-contractual issues to be responded to protect reputation and improve services.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Where we get personal information from
• Directly from you
• Suppliers and service providers
• Third parties:
o someone may refer a client over to the business or if the business collaborates with another professional - therapist or a coach
How long we keep information
We keep personal information only for as long as necessary to provide our services, comply with legal obligations, resolve disputes and enforce our agreements.
Specifically:
Client contact details and service records – Kept for up to 2 years after our last interaction, to allow us to provide ongoing support and service improvements.
Financial and accounting records – Kept for at least 6 years to comply with tax and legal requirements.
Marketing data (such as email subscriptions) – Kept until you unsubscribe or after 12 months of inactivity.
Complaint and query records – Kept for up to 3 years to manage any ongoing issues or legal requirements.
After these periods, we securely delete or anonymize your personal information.
Who we share information with
Data processors
Stripe/paypal
This data processor does the following activities for us: payment processors
Calendly
This data processor does the following activities for us: booking and scheduling system
Google workspace/Microsoft 365
This data processor does the following activities for us: Provides cloud based office tools to store and manage business communications and documents.
Ionos
This date processor does the following activities for us: Website hosting service and email.
Others we share personal information with
• Organisations we’re legally obliged to share personal information with
• Publicly on our website, social media or other marketing and information media
• Suppliers and service providers
• Professional consultants
• Third parties:
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated 01/06/2025
Copyright 2025 BEE YOUR PLAN* Privacy Policy
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