Privacy Policy

DP-002 - Website Privacy Policy

Vital Adaptation Ltd

Document Code: DP-002

Document Type: Public Privacy Notice

Classification: Public

Version: 1.0 – Founding Edition

Document Owner: Founder & Director

Approval: Founder & Director

Effective Date: July 2026

Review Frequency: Annually, or sooner if there are significant changes to legislation, technology or our services.

Why This Privacy Policy Matters

At Vital Adaptation Ltd, we respect your privacy.

Whether you are visiting our website, contacting us for information or arranging occupational therapy services, we are committed to handling your personal information lawfully, securely and transparently.

This Privacy Policy explains:

what information we collect;
why we collect it;
how we use it;
how we keep it secure;
your rights under UK data protection law.

We aim to explain these matters in clear, straightforward language rather than legal jargon.

1. Who We Are

Vital Adaptation Ltd is the data controller responsible for the personal information collected through this website.

If you have any questions about this Privacy Policy or how we use your information, please contact:

Vital Adaptation Ltd

Email: vitaldaptation@gmail.com

Website: www.vitaladaptation.co.uk

2. What Information We Collect

Depending on how you use our website, we may collect:

Information you provide

your name;
email address;
telephone number;
information included within contact forms;
appointment enquiries;
information you choose to provide when communicating with us.

Appointment information

If you arrange an appointment through Calendly, we receive the information you choose to provide in order to manage your booking.

Payment information

Payments are processed securely through Stripe.

Vital Adaptation Ltd does not store your full payment card details.

Technical information

When you visit our website, Wix automatically collects limited technical information that helps the website function securely, including:

IP address;
browser type;
device information;
website security information.

We do not use Google Analytics.

We do not use advertising or behavioural tracking technologies.

3. Why We Collect Your Information

We collect personal information to:

respond to enquiries;
arrange appointments;
provide occupational therapy services;
communicate with you;
process payments;
maintain accurate business records;
comply with legal and professional obligations;
protect the security of our website.

We only collect information that is relevant and necessary.

4. Our Lawful Basis for Processing

Under UK GDPR, we rely on one or more of the following lawful bases:

Consent – where you ask us to contact you or provide information.
Contract – where processing is necessary to provide services you have requested.
Legal Obligation – where we must retain information to comply with legal requirements.
Legitimate Interests – where processing is necessary to operate and improve our services without overriding your rights
5. Who We Share Information With

We only share personal information where necessary.

This may include:

Wix (website hosting);
Calendly (appointment booking);
Stripe (payment processing);
Microsoft 365 and OneDrive (secure business systems);
professional advisers where required;
regulatory authorities where required by law.

We never sell your personal information.

We do not use your information for third-party marketing.

6. International Transfers

Some of the technology providers we use may process information outside the United Kingdom.

Where this occurs, we take reasonable steps to ensure appropriate safeguards are in place in accordance with UK data protection law.

7. How Long We Keep Information

We retain personal information only for as long as necessary.

Typical retention periods include:

Information

Typical Retention

Website enquiries

Up to 24 months

Appointment enquiries

As required for service delivery

Client records

In accordance with our Records Retention Schedule and applicable professional guidance

Financial records

Six years where required by law

Retention periods are reviewed regularly.

8. Keeping Your Information Secure

We take appropriate technical and organisational measures to protect your information.

These include:

secure Microsoft 365 systems;
encrypted cloud storage;
password management;
multi-factor authentication where appropriate;
controlled access to information;
secure disposal of records.

No online system can ever be completely risk free, but we continually review our security arrangements.

9. Your Rights

You have rights under UK GDPR, including the right to:

access your personal information;
request correction of inaccurate information;
request deletion where appropriate;
restrict processing in certain circumstances;
object to certain types of processing;
request a copy of information you have provided to us;
withdraw consent where consent is the lawful basis.

Some rights are subject to legal or professional exceptions.

10. Cookies

Our website uses cookies that help it function effectively.

We do not use advertising cookies or behavioural tracking technologies.

Further information is available in our Cookie Policy (DP-003).

11. Questions or Complaints

If you have any questions about this Privacy Policy or how we use your personal information, please contact us first.

Email: vitaladaptation@gmail.com

We will investigate your concerns and aim to respond within one month in accordance with UK data protection legislation.

If you remain dissatisfied, you have the right to complain to the Information Commissioner's Office (ICO).

Information Commissioner's Office

Website: https://ico.org.uk

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, technology or the way we provide our services.

The most recent version will always be published on our website.

Vital Adaptation.

Navigating Health. Promoting Participation

Privacy Policy

DP-002 - Website Privacy Policy