Privacy Policy

Last updated: 20 September 2026

Quietly Grounded respects your privacy and is committed to looking after your personal information. This policy explains what information is collected, why it is used, how it is kept safe and the rights you have.

Who is responsible for your information?

Quietly Grounded is operated by Maria Collins, a sole trader, who is the data controller for the personal information described in this policy.

For any privacy questions or requests, please email hello@quietlygrounded.com.

Information collected

Depending on how you interact with Quietly Grounded, the following information may be collected:

  • Your name, email address, telephone number and any other contact details you provide.
  • Information you include in a website enquiry, email, booking form, feedback form or message.
  • Details of sessions, courses, events or other services you book or attend.
  • Payment and transaction information. Full card details are handled by the relevant secure payment provider and are not stored by Quietly Grounded.
  • Your communication preferences and mailing-list subscription status.
  • Feedback, testimonials or survey responses that you choose to provide.
  • Limited technical information about your visit to the website, such as your IP address, device type, browser, pages visited and cookie preferences.
  • Relevant accessibility, health or wellbeing information that you choose to share so that a session can be offered safely and appropriately.
  • Photographs, audio or video recordings only where you have been clearly informed and have given the relevant permission.

Please do not provide more personal or health information than is reasonably needed.

How your information is collected

Information may be collected when you:

  • Complete the website contact form.
  • Join the Quietly Grounded mailing list or waiting list.
  • Book, pay for or attend a session, course or event.
  • Contact Quietly Grounded by email, telephone, social media or another messaging service.
  • Complete an intake, accessibility, feedback or consent form.
  • Take part in a session that is being recorded with your prior agreement.
  • Use the website and accept optional cookies or analytics.

Some technical information is collected automatically through the website and its service providers.

How and why your information is used

Your information is used to:

  • Respond to enquiries and communicate with you.
  • Manage bookings, waiting lists, payments, attendance, cancellations and refunds.
  • Deliver mindfulness sessions, courses, events and related services.
  • Make reasonable adjustments and support safe participation where you have shared relevant information.
  • Send updates, newsletters and information about Quietly Grounded where you have asked to receive them.
  • Keep appropriate financial, tax and business records.
  • Improve the website, services and communications.
  • Protect the website and business from spam, misuse, fraud or security threats.
  • Meet legal, regulatory, insurance or safeguarding responsibilities.
  • Create and assess training recordings where participants have been informed and have expressly agreed.

Quietly Grounded relies on one or more of the following lawful bases:

  • Contract: where information is needed to take steps at your request, manage a booking or provide a service.
  • Legitimate interests: where it is reasonably necessary to respond to enquiries, operate and improve the business, maintain appropriate records or protect the website and services, provided those interests do not override your rights.
  • Consent: for email marketing, optional analytics cookies, testimonials, photographs, recordings and other activities where consent is appropriate. You can withdraw your consent at any time.
  • Legal obligation: where information must be kept or used to comply with the law.

Health and wellbeing information is classed as special category data. Where this is collected, it is limited to what is relevant and is processed with your explicit consent, unless another legal condition applies. You are not required to share health information, although Quietly Grounded may be unable to make an adjustment or confirm that a particular session is suitable without enough relevant information.

Email updates and the waiting list

If you join the mailing list or waiting list, your name, email address, subscription status and related information are managed using MailerLite. A confirmation email may be sent to make sure you intended to subscribe.

You can unsubscribe at any time by using the link in any marketing email or by contacting hello@quietlygrounded.com. Unsubscribing from marketing will not prevent essential messages about a booking or service you have requested.

Cookies and analytics

The website uses essential cookies needed for security and basic operation. With your permission, it also uses optional analytics cookies, including Google Analytics, to understand how visitors use the website and to improve it.

Optional cookies are not set unless you choose to accept them. You can change or withdraw your choices through the website’s cookie settings. More information is available in the Cookie Policy.

Session recordings, photographs and testimonials

A session is not recorded, and an identifiable photograph or testimonial is not published, without telling you what it will be used for and obtaining the appropriate permission.

Where a session is recorded for teacher training or assessment, the recording is used only for the stated purpose, shared only with the relevant assessor or training provider, stored securely and deleted in accordance with the information given to participants. You may choose not to take part in a recorded session.

Permission to use a testimonial, photograph or recording can be withdrawn for future use by emailing hello@quietlygrounded.com. Withdrawal will not make earlier lawful use invalid, and it may not be possible to remove material that has already been printed or independently reshared.

Who your information may be shared with

Personal information is shared only where necessary with trusted service providers or other recipients, which may include:

  • Website hosting, security and technical support providers, including SiteGround.
  • Mailing-list and email providers, including MailerLite and Google.
  • Booking, form, payment and accounting providers.
  • Analytics providers, including Google Analytics, where you have accepted analytics cookies.
  • A relevant assessor or training provider where you have agreed to take part in a recorded assessment session.
  • Professional advisers, insurers, regulators, courts, law-enforcement bodies or other authorities where reasonably necessary or legally required.

Service providers are permitted to use personal information only for the relevant service and must protect it appropriately. Quietly Grounded does not sell or rent your personal information.

International transfers

Some service providers may process information outside the United Kingdom. Where personal information is transferred internationally, appropriate safeguards are used as required by UK data protection law. These may include UK adequacy regulations, approved contractual protections or another lawful transfer mechanism. You can ask for more information by emailing hello@quietlygrounded.com.

How long information is kept

Information is kept only for as long as it is reasonably needed for the purpose for which it was collected, including legal, tax, insurance and dispute-resolution requirements. As a general guide:

  • Enquiries and ordinary correspondence are normally kept for up to two years after the last meaningful contact.
  • Booking, attendance and client administration records are normally kept for up to three years after the last service, unless a longer period is reasonably required.
  • Financial and transaction records are normally kept for six years to meet tax and accounting requirements.
  • Mailing-list information is kept while you remain subscribed. A minimal suppression record may be retained after you unsubscribe so that your choice can be respected.
  • Health, accessibility and wellbeing information is reviewed regularly and normally deleted within 12 months of your last session unless there is a clear reason to retain it for longer.
  • Training or assessment recordings are deleted after the stated assessment purpose has been completed and within the period explained to participants.
  • Analytics information is retained in accordance with the configured analytics retention period and is normally kept for no longer than 14 months.

Information may be kept for longer where required by law, an insurer or an ongoing complaint or legal claim.

Security

Reasonable technical and organisational measures are used to protect personal information from loss, misuse, unauthorised access, alteration or disclosure. Access is limited to those who genuinely need it. However, no internet transmission or storage system can be guaranteed to be completely secure.

Your rights

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

  • Ask for a copy of the personal information held about you.
  • Ask for inaccurate or incomplete information to be corrected.
  • Ask for your information to be deleted.
  • Ask for the use of your information to be restricted.
  • Object to processing based on legitimate interests or to direct marketing.
  • Receive certain information in a portable format.
  • Withdraw consent at any time where processing relies on consent.

Quietly Grounded does not use personal information to make solely automated decisions that produce legal or similarly significant effects.

To exercise any of your rights, email hello@quietlygrounded.com. You may be asked for enough information to confirm your identity. There is normally no charge, and requests are normally answered within one month.

Complaints

Please contact hello@quietlygrounded.com first so that any concern can be addressed.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection. Visit www.ico.org.uk/make-a-complaint/ or call 0303 123 1113.

Links to other websites

The website may contain links to third-party websites or social media platforms. Quietly Grounded is not responsible for their privacy practices. Please read the privacy information provided by those organisations.

Children’s privacy

Quietly Grounded’s services and website are intended for adults aged 18 and over. Personal information is not knowingly collected from children through the website. If you believe a child has provided personal information, please contact hello@quietlygrounded.com.

Changes to this policy

This policy may be updated when services, providers or legal requirements change. The latest version will always be published on this page with the date it was last updated.