Reiki Mastery Academy
Privacy Policy
Website: www.reiki-mastery.com
Contact: support@reiki-mastery.com
1. Introduction
Reiki Mastery Academy is operated by Hilary Kingston, a sole trader trading as Reiki Mastery Academy.
Business correspondence address: Portland Street, W1
Email: support@reiki-mastery.com
Website: www.reiki-mastery.com
Throughout this Privacy Policy, “we”, “us” and “our” refer to Reiki Mastery Academy. “You” and “your” refer to anyone purchasing our products, enrolling in our courses, booking treatments or attending our events.
Reiki Mastery Academy is committed to protecting your privacy and handling your personal information responsibly, securely and transparently.
This Privacy Policy explains how we collect, use, store, protect and share personal information when you visit our website, purchase our courses, book treatments or events, subscribe to communications or contact us.
It applies to our website, associated Sellfy store, booking platforms and the services we provide, including:
Self-Paced Online Reiki Courses and digital products
In-Person Group Reiki Training
Reiki Healing Treatments, online and in person
Group Reiki and Energy Healing sessions
Conscious Connected Breathwork, online and in person
Sound Healing and Sound Baths
Qigong classes and workshops
Wellbeing Days, workshops and retreats
We handle personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003 (PECR), as amended.
2. Who Is Responsible for Your Personal Information?
Reiki Mastery Academy is responsible for determining how and why personal information is collected and used in connection with our services.
Trading name: Reiki Mastery Academy is operated by Hilary Kingston, a sole trader trading as Reiki Mastery Academy.
Business contact address: Portland Place, W1
Email: support@reiki-mastery.com
For questions about your personal information or this Privacy Policy, please contact us using the email address above.
3. Personal Information We Collect
Depending on how you interact with Reiki Mastery Academy, we may collect the following information.
Personal and Contact Information
- Name
- Email address
- Telephone number
- Billing details and, where applicable, address
- Information supplied through contact forms, enquiries or correspondence
Purchases, Bookings and Course Information
- Courses, products or services purchased
- Booking dates and attendance details
- Payment status and transaction references
- Course enrolment, assessments and certification records
- Reiki attunement arrangements
- Digital course access and download information
- Customer service enquiries and correspondence
Health and Wellbeing Information
Where relevant to a treatment, session, workshop or event, we may collect information including:
- Relevant medical conditions or health concerns
- Medications or circumstances that may affect safe participation
- Pregnancy-related information where relevant
- Physical limitations or sensitivities
- Information about emotional or psychological wellbeing where relevant to participation
- Responses to activity-specific health screening questions
- Health Declaration, Waiver & Participation Consent acknowledgements
We aim to collect only the information reasonably necessary to assess suitability, make appropriate adjustments and support safe participation.
Website and Technical Information
We may collect information including:
- IP address
- Device and browser information
- Website pages visited
- Website usage and interactions
- Cookie preferences
- Traffic sources and analytics information
- Technical information relating to purchases, downloads and account access
Marketing Information
We may hold your subscription preferences, communication history and records of consent or opt-out choices.
4. How We Collect Personal Information
We collect personal information when you:
- Visit our website or associated online store
- Purchase an online Reiki course or digital product
- Create a customer account through Sellfy or another supported platform
- Book a treatment, class, workshop or event
- Complete a Health Declaration or Participation Consent Form
- Submit an assessment or request certification
- Contact us by email, telephone, WhatsApp or website enquiry form
- Subscribe to newsletters or marketing communications
- Attend online or in-person sessions
- Provide a testimonial, review or other feedback
- Interact with cookies or website analytics technologies, where applicable
Some information is collected directly from you. Other information may be provided through our website, booking, payment and digital delivery platforms.
5. How We Use Your Personal Information
We use personal information for the following purposes:
Providing Products and Services
To process purchases, deliver digital products, administer bookings, provide treatments and sessions, manage course enrolment and communicate important information.
Course Administration and Certification
To monitor course completion, assess submitted work, verify qualifications and issue Reiki Mastery Academy certificates.
Customer Support
To respond to enquiries, assist with digital downloads, resolve technical problems and provide ongoing customer service.
Health Screening and Participation Safety
To review relevant health information, assess whether participation is appropriate, identify possible modifications and support the safe delivery of treatments and wellbeing activities.
Payments and Business Administration
To maintain appropriate financial records, process payments and refunds, manage transactions and meet legal or accounting obligations.
Website Improvement
To maintain website functionality, monitor technical performance and understand how visitors use our services.
Marketing and Communications
To provide information about relevant courses, treatments, events and services where we have a lawful basis to do so and comply with applicable electronic marketing rules.
Legal and Regulatory Obligations
To comply with applicable laws, respond to lawful requests and establish, exercise or defend legal claims where necessary.
6. Our Legal Bases for Processing Personal Information
Under UK GDPR, we must have an appropriate lawful basis for processing personal information.
Depending on the purpose, we may rely on:
Performance of a Contract
Where processing is necessary to provide products or services you have purchased or booked, including course delivery, bookings, customer support and certification.
Legal Obligation
Where we must retain or disclose information to comply with tax, accounting or other legal requirements.
Legitimate Interests
Where necessary for reasonable business purposes, such as responding to enquiries, maintaining website security, preventing misuse, keeping appropriate service records and improving our services, provided those interests are not overridden by your rights and freedoms.
Consent
Where we ask for your permission for a specific purpose, such as certain marketing communications, optional photographs, non-essential cookies or particular uses of personal information.
Where we rely on consent, you may withdraw it at any time. Withdrawal does not affect processing lawfully carried out before withdrawal.
7. Confidential Health Information and Special Category Data
Information about your physical or psychological health is considered special category personal data under UK GDPR and receives additional protection.
For relevant Reiki Healing Treatments, Energy Healing sessions, Conscious Connected Breathwork, Sound Healing, Qigong and wellbeing events, we may ask you to complete a confidential Health Declaration, Waiver & Participation Consent Form.
This information is collected to:
- Assess whether participation is suitable
- Identify relevant health considerations or contraindications
- Consider modifications to activities
- Support safe participation and appropriate session planning
- Maintain necessary records of health declarations and participation consent
We will identify an appropriate UK GDPR Article 6 lawful basis and a separate Article 9 condition before processing health information.
Where we rely on explicit consent as our Article 9 condition, we will request a clear, separate acknowledgement for the specified use of health information.
We will not treat acceptance of our general Terms & Conditions as automatic consent to process special category health information.
Health information will only be accessed by individuals who reasonably need it for the relevant service or administration, subject to appropriate confidentiality and security arrangements.
We do not use health declarations to send targeted marketing based on medical conditions.
Where necessary health information is not provided, we may be unable to determine whether participation is appropriate and may need to postpone, modify or decline the relevant activity.
8. Health Declaration, Waiver & Participation Consent Forms
Participants in relevant online and in-person treatments, sessions and events are required to complete the applicable Health Declaration, Waiver & Participation Consent Form before participating.
The form may include general health information and additional questions specific to the activity being undertaken.
Forms may be completed electronically or in person using an appropriate process.
We may retain a record of the date, time and content of the declaration and the participant's acknowledgements.
Participants should notify us of relevant changes to their health information before subsequent sessions.
A participation waiver or acknowledgement is separate from data protection consent and does not remove any statutory rights.
9. Online Reiki Courses, Sellfy Accounts and Download Records
Our self-paced online Reiki courses and digital products are hosted and delivered through Sellfy.
Customers do not need to create a Sellfy account to purchase or download digital products.
Following a purchase, customers can download their materials directly from the purchase confirmation page or through the purchase confirmation email sent to the email address provided at checkout.
Optional Sellfy Customer Accounts
Where customer accounts are enabled for our store, customers may choose to create a Sellfy account either before or after making a purchase.
By registering with the same email address used for their purchases, customers can access their previous and future purchases through the “My purchases” section of their account.
This allows customers to download purchased materials to their devices and access their purchases through their account at a later date.
Creating a customer account is optional.
Purchase and Download Records
Sellfy processes information associated with purchases, digital product delivery and customer accounts where applicable.
Sellfy may also provide Reiki Mastery Academy with information about access to and downloads of purchased course materials, including individual documents, audio recordings and other digital files.
We may use available records to:
- Verify access to purchased materials
- Provide customer support
- Investigate technical or download difficulties
- Review cancellation and refund enquiries
- Maintain appropriate purchase and service records
We process this information for purposes connected with providing purchased products, administering customer accounts where applicable, fulfilling legal obligations and supporting legitimate business interests, as described in this Privacy Policy.
Sellfy also handles personal information in accordance with its applicable privacy and platform policies.
10. Wix, Sellfy and Other Service Providers
Our website is hosted through Wix, which provides website hosting, forms, booking and other business functionality.
Our digital product store is hosted through Sellfy.
We may also use appropriate third-party providers for:
- Payment processing
- Email communications and marketing
- Online meetings and sessions, including video-conferencing platforms
- Booking management and administration
- Secure forms and data storage
- Website analytics
- Accounting and business administration
These providers may process personal information on our behalf or act as independent data controllers, depending on the service.
We share only information reasonably necessary for the relevant purpose and seek to use providers with appropriate contractual and security arrangements.
We do not sell customers' personal information to third-party advertisers.
11. Online Sessions, Video Conferencing and Communications
Some services are provided online through video-conferencing or other digital communication platforms.
These may include Reiki Healing Treatments, Group Reiki and Energy Healing, Conscious Connected Breathwork, Qigong and private consultations.
Where you participate online, the platform may process technical information necessary to connect you to the session.
We do not routinely record private or group sessions.
Where recording is proposed, participants will be informed in advance and any necessary permission will be obtained.
Participants should not record or distribute sessions or disclose other participants' personal information without appropriate permission.
We may communicate with customers through email, telephone, WhatsApp or other agreed channels for booking, administration and customer support.
12. Email Marketing, Newsletters and Promotional Communications
We may send information about Reiki Mastery Academy courses, healing sessions, breathwork, Qigong, Sound Healing, workshops, Wellbeing Days and related services.
We send electronic marketing communications where we have valid consent or another permitted basis under applicable electronic marketing rules.
Where the legal requirements are satisfied, we may contact existing customers about our own similar products and services under the applicable customer soft opt-in rules.
Where required, customers will have an opportunity to decline marketing when their details are collected.
Marketing emails will provide a straightforward way to unsubscribe.
You can also request removal from our marketing communications at any time by emailing support@reiki-mastery.com.
Unsubscribing from marketing does not prevent us from sending necessary purchase confirmations, booking information, course access instructions or other essential service communications.
We do not automatically treat the purchase of a course, acceptance of Terms & Conditions or completion of a Health Declaration as consent to receive marketing.
13. Cookies & Website Analytics
Our website may use cookies and similar technologies.
These may include:
Essential Cookies
Necessary for website functionality, security, purchases, bookings and other essential services.
Analytics Cookies
Used to understand website usage, visitor interactions and the performance of our website and services.
Marketing Cookies
Used, where applicable, to support advertising, marketing measurement and related activities.
Wix, Sellfy and any other relevant service providers may use cookies or similar technologies in connection with their services.
Where required by law, we will obtain your consent before placing or accessing non-essential cookies or similar technologies.
You can manage available cookie preferences through our website's cookie settings.
Further information about the specific cookies used, their purposes and relevant providers may be made available through our cookie banner or cookie information page.
You may also be able to manage cookies through your browser settings, although restricting essential cookies may affect website functionality.
14. Website Analytics and Usage Information
We may use analytics services to understand website traffic, visitor behaviour, popular pages and the performance of our digital services.
Our website or associated Sellfy store may use analytics technologies, including Google Analytics where enabled.
Depending on the tools in use, analytics information may include device identifiers, IP-related information, browsing activity and interactions with website content.
Where analytics technologies require consent, they will be used only in accordance with applicable cookie and privacy requirements.
We may use aggregated or appropriately anonymised information to understand and improve our services.
15. How Long We Keep Personal Information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including legal, accounting, contractual and legitimate business requirements.
Different categories of information may require different retention periods.
Financial and Transaction Records
Relevant financial and accounting information is normally retained for the period required by applicable tax and accounting law.
Course and Certification Records
Relevant records of purchases, assessments, qualifications and certificates may be retained where necessary to administer certification, verify past awards, respond to enquiries and maintain appropriate business records.
Health Declarations and Participation Records
Health information is retained only for an appropriate and justified period, taking account of its sensitivity, the nature of the activity, any legal obligations and the potential need to address incidents or claims.
We periodically review whether identifiable health information remains necessary.
Marketing Information
Marketing contact information is retained while there is an appropriate lawful basis and a continuing relevant purpose.
Where someone unsubscribes, we may retain limited information necessary to ensure their marketing preference is respected.
Website and Technical Information
Website analytics, cookies and technical information are retained according to the applicable settings, purposes and provider arrangements.
Our previous policy referred to a general seven-year retention period and separate Sellfy retention arrangements. These periods will be reviewed and applied according to the actual category of information and relevant legal requirements, rather than automatically keeping all personal information for the same period.
When information is no longer required, we will securely delete, anonymise or otherwise dispose of it as appropriate.
16. Storage, Security and Confidentiality
We take reasonable technical and organisational measures to protect personal information against unauthorised access, disclosure, alteration, loss or misuse.
These measures may include:
- Secure website and payment platforms
- Appropriate account access controls
- Restricted access to confidential health information
- Secure electronic storage
- Appropriate administrative safeguards
- Use of reputable service providers
Our website and associated services may store information through Wix, Sellfy and other authorised providers.
Although we take reasonable steps to protect information, no internet transmission or electronic storage system can be guaranteed to be completely secure.
17. Sharing and Disclosure of Personal Information
We do not sell or rent customer personal information.
We may share personal information where reasonably necessary with:
- Website hosting and digital product providers
- Payment processors
- Booking and communications providers
- Professional advisers, including accountants or legal advisers
- Appropriate service providers supporting business administration
- Public authorities or regulators where legally required
- Emergency services or healthcare professionals where a lawful basis permits or requires disclosure in an emergency
We aim to share only the information necessary for the relevant purpose.
We do not routinely share confidential health declarations with other event participants or unrelated third parties.
18. International Data Transfers
Some of our technology and service providers may process or store personal information outside the United Kingdom.
Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer is permitted under applicable UK data protection law.
Depending on the destination and circumstances, this may include reliance on applicable UK adequacy regulations or appropriate contractual safeguards, such as a recognised international data transfer agreement or addendum.
We will provide further information about relevant international transfers and safeguards upon request, where applicable.
- Your Data Protection Rights
Under applicable UK data protection law, you may have the right to:
- Request access to personal information held about you
- Request correction of inaccurate or incomplete information
- Request erasure of personal information in certain circumstances
- Request restriction of processing
- Object to certain uses of your personal information
- Request transfer of certain information to another provider
- Withdraw consent where processing is based on consent
- Raise concerns about the way your personal information is handled
These rights are subject to applicable legal conditions and exceptions.
To exercise your rights, please contact support@reiki-mastery.com.
We will respond within the applicable statutory timeframe. Requests are normally handled free of charge, although the law permits charges or refusal in certain limited circumstances.
You also have the right to complain to the Information Commissioner's Office (ICO):
Website: www.ico.org.uk
We would welcome the opportunity to address your concerns directly before you contact the ICO.
20. Children's Personal Information
Our services are principally intended for adults.
Where a service is offered to a person under 18, we will consider the appropriate parental or guardian involvement, safeguarding arrangements and data protection requirements.
We do not knowingly collect children's personal information beyond what is reasonably necessary and legally permitted for the relevant service.
21. Testimonials, Reviews and Photographs
We may invite customers and participants to provide testimonials, reviews or feedback.
Where we wish to publish identifiable testimonials, photographs or recordings for promotional purposes, we will explain the intended use and obtain appropriate permission.
Participation in promotional photography or testimonials is voluntary.
Declining permission will not affect a person's eligibility to participate in an otherwise suitable service.
Requests to withdraw permission will be considered in accordance with applicable data protection law and the circumstances of the publication.
22. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in our services, website, technology, legal obligations or data protection practices.
The latest version will be available on our Reiki Mastery Academy website
Where changes are significant, we will take appropriate steps to bring them to the attention of affected individuals.
23. Related Policies
For information about purchasing our courses, booking services and events, cancellation and refund arrangements, and other conditions of purchase, please refer to our Terms & Conditions.
This Privacy Policy should be read alongside our Terms & Conditions where applicable.
https://reiki-mastery.sellfy.store/terms/
24. Contact Us
For questions about this Privacy Policy, personal information, marketing preferences or data protection rights, please contact:
Reiki Mastery Academy
Email: support@reiki-mastery.com
Website: www.reiki-mastery.com
