Privacy Policy

Last updated: 24 July 2026

Who we are

Human Ecology Systems Ltd, trading as The Natural Flow Method, provides one-to-one health coaching, online courses and coaching programmes.

Human Ecology Systems Ltd is the data controller responsible for deciding how your personal information is collected and used.

Address: Littlegarth, Bolton, Appleby-in-Westmorland, CA16 6AW, United Kingdom
Email: [email protected]
Website: thenaturalflowmethod.com

Information we collect

We may collect:

• your name, email address, country and contact details;

• information about services you enquire about or purchase;

• booking, attendance and payment records;

• questionnaire answers, coaching notes and programme progress;

• emails, messages and feedback;

• information about your health, wellbeing, lifestyle, circumstances and goals;

• website activity, IP address, browser and device information;

• marketing preferences; and

• information provided by payment, booking, video-call and course platforms.

Stripe or PayPal normally processes your complete payment details. We generally receive confirmation of your payment rather than your full card or bank details.

Health information

Information about your physical or mental health is classed as special-category personal data and receives additional legal protection.

Where health or wellbeing information is needed to personalise or safely deliver your coaching, we will normally process it because:

• it is necessary to provide the service you have requested; and

• you have given us explicit consent to use it for that purpose.

Providing health information is voluntary. However, we may be unable to provide personalised coaching if you choose not to provide relevant information.

You may withdraw your consent by emailing [email protected]. This will not affect information used before consent was withdrawn, but it may mean that we cannot continue providing the service.

We may also use relevant information where necessary to protect someone in a genuine emergency or to establish, exercise or defend a legal claim.

How we use your information

We may use your information to:

• respond to enquiries;

• assess whether a service is suitable for you;

• arrange and provide coaching;

• deliver courses and programmes;

• personalise your experience;

• manage accounts, bookings and payments;

• send service information and reminders;

• provide agreed support;

• maintain appropriate business and coaching records;

• improve our services;

• prevent fraud and protect our systems;

• respond to complaints;

• meet legal, tax and accounting obligations; and

• send marketing where we have permission or another lawful basis.

We do not sell your personal information.

We do not use health information for advertising or marketing personalisation unless you have given separate explicit consent.

Our lawful bases

Depending on the circumstances, we process personal information under one or more of the following lawful bases:

Contract: where information is needed to respond to a request, administer a purchase or provide coaching, courses or programmes.

Legal obligation: where information must be retained or disclosed to comply with tax, accounting, regulatory or other legal requirements.

Legitimate interests: where reasonably necessary to operate and improve our business, maintain records, protect our systems, prevent fraud, respond to complaints or establish legal claims. We consider the effect on your rights before relying on this basis.

Consent: where you agree to receive marketing, provide health information, participate in a recording or allow us to publish a testimonial.

You may withdraw consent at any time.

Marketing

We may send you information about relevant coaching, courses and programmes where you have consented or where the law permits us to contact existing customers about similar services.

You can unsubscribe at any time by using the link in an email or contacting [email protected].

You may still receive essential communications about services you have purchased, including booking confirmations, payment information and programme updates.

Who we share information with

We may use trusted organisations to help operate our business, including:

• GoHighLevel or another customer-management, course or email platform;

• Stripe and PayPal for payments;

• Zoom or another video-call provider;

• website hosting, data-storage and cybersecurity providers;

• accountants, insurers and legal advisers; and

• regulators, courts, emergency services or public authorities where disclosure is required or permitted by law.

These providers may only use information as permitted by their contracts, their own legal obligations and applicable data-protection law.

Zoom calls and private coaching sessions will not be recorded by us unless we tell you beforehand and obtain any consent required.

International transfers

Some service providers, including GoHighLevel, Stripe, PayPal and Zoom, may process information outside the United Kingdom.

Where UK data-protection law treats this as a restricted international transfer, we will take reasonable steps to ensure that an approved transfer mechanism or other appropriate safeguard is in place.

This may include transferring information to a country recognised as providing adequate protection or using approved contractual data-protection terms.

International clients should be aware that information they provide will normally be transferred to and processed in the United Kingdom.

How long we keep information

We only keep personal information for as long as reasonably necessary.

Our usual retention periods are:

• enquiries: up to 12 months after the last meaningful contact;

• coaching and programme records: normally up to seven years after the service ends;

• financial and transaction records: for the period required by tax and accounting law;

• course accounts: while access remains active and for a reasonable period afterwards;

• website and security information: normally up to 12 months; and

• marketing information: until you unsubscribe or we no longer have a lawful reason to contact you.

Information may be retained for longer where necessary to resolve a complaint, respond to a legal claim or meet an insurance or legal requirement.

When information is no longer needed, it will be deleted, securely destroyed or anonymised.

Cookies

Our website may use cookies and similar technologies to operate the website, process purchases, provide course access, remember preferences and understand how the website is used.

Essential cookies may be used where necessary for the website to function.

Non-essential analytics or marketing cookies will only be used after the required consent has been obtained. You can manage these through the cookie controls on our website.

More information about the cookies currently in use should be provided through our cookie notice or cookie-settings tool.

Security

We use reasonable measures to protect personal information from loss, misuse, unauthorised access or disclosure.

These may include password protection, access controls, secure providers, multi-factor authentication, software updates and encryption during transmission.

No online service is completely secure. You should use strong passwords and avoid sending particularly sensitive information through insecure communication methods.

Your rights

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

• ask for a copy of your personal information;

• correct inaccurate information;

• request deletion or restriction;

• object to certain uses of your information;

• withdraw consent;

• receive certain information in a portable format; and

• object to direct marketing.

These rights are not absolute. We may need to retain information to comply with the law, fulfil a contract or protect legal rights.

To exercise a right, email [email protected]. We may ask for information to confirm your identity.

We will normally respond within one calendar month.

Automated decisions

We may use ordinary automation to send reminders, deliver course emails and manage accounts.

We do not currently make decisions about you solely through automated processing that produce legal or similarly significant effects.

Children

Our general coaching services and paid programmes are intended for adults aged 18 or over unless a particular offer clearly states otherwise.

We do not knowingly collect children’s health information through our general services.

Confidentiality

Information shared during private coaching will be treated as confidential.

We may disclose relevant information where:

• you have given permission;

• disclosure is required by law;

• professional legal or insurance advice is needed;

• there is a serious and immediate risk to someone’s safety; or

• a safeguarding concern arises.

Group programmes cannot guarantee complete confidentiality because other participants are outside our control. Participants should avoid sharing information they would not want repeated outside the group.

Complaints

Please contact us first if you have concerns about how your information has been used:

Email: [email protected]
Address: Human Ecology Systems Ltd, Littlegarth, Bolton, Appleby-in-Westmorland, CA16 6AW, United Kingdom

You also have the right to complain to the Information Commissioner’s Office, the UK data-protection regulator.

International clients may also have the right to complain to the data-protection authority in their country.

Changes to this policy

We may update this policy when our services, providers or legal obligations change.

The latest version will be published on thenaturalflowmethod.com with the updated revision date.

Contact us

Human Ecology Systems Ltd
Trading as The Natural Flow Method
Littlegarth
Bolton
Appleby-in-Westmorland
CA16 6AW
United Kingdom

Email: [email protected]