Privacy Policy

Last updated: June 2026

1. Who I Am

This privacy policy applies to Gut Happy Nutrition, operated by Kirna Parekh, Registered Nutritional Therapy Practitioner. I am committed to protecting your personal data and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any questions about this privacy policy or how your data is handled, you can contact me at hello@guthappynutrition.co.uk.

2. Practice Management System (Practice Better)

I use Practice Better, a third-party clinical practice management system, to store and manage client information. This includes:

• Contact information (such as name, email address and phone number)
• Booking information (such as appointment dates and times)
• Health information (special category data such as symptoms, medical history, diet and lifestyle information)
• Clinical records (including consultation notes, assessments, recommendations and related clinical data)

Practice Better acts as a data processor and processes personal data on my behalf in accordance with its own privacy policy and data protection obligations.

3. Email and Communication Processing

I use ImprovMX, a third-party email forwarding service, to receive emails sent to my business email address (hello@guthappynutrition.co.uk). Emails are forwarded to my personal inbox for management and response.

Communication via email may include personal data such as your name, contact details, and any information you choose to share in your message. These messages are stored securely within my email system.

ImprovMX acts as a data processor and handles email delivery in accordance with its own privacy policy.

4. What Information I Collect

In addition to the information stored in Practice Better and email communications, I may collect:

• Communication records — emails, messages or other correspondence you send to me via email or contact forms

5. How I Use Your Information

I use your personal data to:

• Respond to enquiries and provide information about my services
• Schedule, manage and administer consultations and appointments
• Provide nutritional therapy services and create personalised nutrition plans
• Maintain accurate clinical records in line with professional and regulatory requirements
• Store and manage client information securely using Practice Better
• Communicate with you via email regarding your care or enquiries

I will never sell your personal data or use it for marketing purposes without your explicit consent.

6. Legal Basis for Processing

I process your personal data under the following legal bases:

• Contract — to provide services when you book a consultation
• Legitimate interests — to respond to enquiries and manage my business operations
• Legal obligation — to comply with professional, regulatory and insurance requirements
• Explicit consent — for processing health information (special category data), which is required to provide nutritional therapy services

7. Third-Party Services

I use trusted third-party service providers to support the delivery of my services. These include:

• Netlify — website hosting
• Netlify Forms — contact form processing
• Calendly — online appointment booking
• Practice Better — clinical practice management system used to store full client records
• ImprovMX — email forwarding service used to deliver emails sent to my business email address

From time to time, I may recommend or provide links to third-party services such as laboratory testing companies, supplement providers, or educational resources. These organisations operate independently and have their own privacy policies. They are separate data controllers and are responsible for how they collect and process your personal data. I encourage you to review their privacy policies before providing any personal information.

8. How Long I Keep Your Data

I retain client records for a minimum of 8 years after the last appointment, in line with CNHC guidelines and professional indemnity insurance requirements.

Enquiry data from individuals who do not become clients is retained for up to 12 months and then deleted unless a professional relationship is established.

9. Your Rights

Under UK GDPR, you have the following rights:

• Right of access — request a copy of your personal data
• Right of rectification — correct inaccurate or incomplete data
• Right of erasure — request deletion in certain circumstances
• Right of restriction — limit how your data is used
• Right to data portability — receive your data in a usable format
• Right to object — object to processing based on legitimate interests

To exercise your rights, contact me at hello@guthappynutrition.co.uk. I will respond within 30 days.

10. Cookies

This website does not use tracking or marketing cookies. Basic technical cookies may be used by Netlify to ensure the website functions properly.

11. Data Security

I take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse or disclosure.

All clinical records are stored securely in Practice Better, a third-party system used to manage client data including contact details, health information, booking information and clinical notes.

Any additional files stored locally are kept in an encrypted, password-protected folder with restricted access. Email communications are stored securely within my email system. Access to client data is limited to me only.

12. Complaints

If you are unhappy with how I have handled your personal data, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

13. Changes to This Policy

I may update this privacy policy from time to time. Any changes will be posted on this page with an updated revision date.