Privacy Policy

Last updated: 8 June 2026

VivaNexa ("we", "us", "our") is committed to protecting your privacy. This policy explains what personal information we collect, how we use and protect it, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

VivaNexa is a private online coaching practice providing relationship, fitness, nutrition and energy coaching. VivaNexa is operated as a sole trader business in England, United Kingdom, and is the data controller responsible for your personal data. You can contact us at any time at coach@vivanexa.co.uk. If you require a postal correspondence address, please email us and we will provide one.

2. The information we collect

We may collect and process the following:

• Contact details — your name and email address (and phone number, if you choose to share it), provided through our contact form, email or booking.
• Booking and payment information — the sessions or products you book, scheduling details, and confirmation of payment. Payments are processed by our payment provider, Stripe; we never see or store your full card details.
• Coaching information — notes and information you share during coaching, which may include health, lifestyle, fitness, dietary and relationship details.
• Technical data — basic website information such as pages visited and device type, collected only where analytics are enabled.

3. Special category (health) data

Because our coaching can involve information about your health, wellbeing and relationships, some of the data you share is "special category" data under UK GDPR. We only collect this where you choose to share it with us, and we process it on the basis of your explicit consent, given freely so that we can provide our coaching service to you. You can withdraw this consent at any time by contacting us.

4. How we use your information

• To respond to your enquiries and arrange your free discovery call.
• To deliver, schedule and personalise your coaching sessions by phone.
• To take payment for sessions, bundles and digital products through Stripe.
• To send you materials you have requested, such as the Energy Reset Workbook or resources included with your coaching.
• To meet our legal, accounting and regulatory obligations.

5. Lawful bases for processing

We rely on: your consent (for any marketing emails and for processing health-related information); performance of a contract (to deliver coaching and products you have booked and paid for); legal obligation (for tax and accounting records); and legitimate interests (to run and improve our practice and respond to enquiries), balanced against your rights.

6. Confidentiality

What you share in coaching is treated as strictly confidential. We do not disclose the identity, image, story or details of our clients to any third party for marketing or any other purpose. The only exceptions are where we are legally required to disclose information, or where we reasonably believe there is a serious risk of harm to you or another person (see our Terms & Conditions).

7. Who we share data with

We do not sell your data. We share limited information only with trusted service providers who help us operate, namely: Stripe Payments Europe, Ltd. (payment processing), our email provider, and — only where a session is held by video at your request — a video-calling provider such as Microsoft Teams or Zoom. These providers act under their own data protection obligations; Stripe's processing is governed by its own privacy policy at stripe.com/privacy. Where data is transferred outside the UK, appropriate safeguards (such as UK-approved contractual clauses) are in place.

8. How long we keep your data

We keep your personal data only for as long as necessary. Coaching and financial records are retained for up to 6 years to meet legal, tax and insurance requirements, after which they are securely deleted. Enquiry data from people who do not become clients is deleted within 12 months.

9. Payment security

All payments are handled by Stripe, a PCI-DSS compliant payment processor. Your card details are entered directly with Stripe and are never stored on our website or our systems. We receive only confirmation that a payment has succeeded, along with your name and email.

10. Your rights

Under UK GDPR you have the right to: access your data; have inaccurate data corrected; have your data erased; restrict or object to processing; data portability; and to withdraw consent at any time. To exercise any of these, email coach@vivanexa.co.uk. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk, though we would be grateful for the chance to resolve any concern first.

11. Cookies & analytics

Our website uses only essential cookies needed for it to function, plus cookies set by Stripe during checkout for fraud prevention and security. We do not use advertising cookies. You can control or block cookies through your browser settings.

12. Security

We take appropriate technical and organisational measures to keep your data secure, including restricted access, secure devices and reputable service providers. No method of transmission over the internet is completely secure, but we work to protect your information at all times.

13. Changes to this policy

We may update this policy from time to time. The latest version will always be published on this page with the date it was last updated, shown above.

Questions about your privacy? Email coach@vivanexa.co.uk.