Privacy Policy

Your trust matters to us. This Privacy Policy explains how You Have My Ear collects, uses and protects your personal information when you visit our website or book a listening session.

1. Introduction

This Privacy Policy explains how You Have My Ear collects, uses, stores and protects personal information when you use our website, contact us, book a session or use our online empathic listening services.

2. Who We Are

You Have My Ear is based in Edinburgh, Scotland, United Kingdom.

We are committed to protecting your privacy and handling your personal information with care, respect and transparency.

3. Personal Information We Collect

We may collect the following information:

name
email address
phone number
booking details
session type selected
payment status
messages sent through our contact form
information you choose to share before, during or after a session
technical information such as IP address, browser type and website usage data
Information about how you use our website collected through cookies and similar tracking technologies, including Google Analytics 4 (GA4), Meta Pixel and Meta Conversions API (subject to your consent where required).

We only collect information that is relevant to providing our website and services.

4. Sensitive Personal Information

During a listening session, you may choose to share personal or sensitive information about your life, emotions, health, relationships or circumstances.

This type of information may include special category data under UK data protection law.

Where we process sensitive personal information, we do so only where necessary and with additional care. The ICO explains that special category data needs extra protection and requires both a lawful basis under Article 6 and a separate condition under Article 9 of the UK GDPR.

5. How We Use Your Information

We use your personal information to:

respond to enquiries
manage bookings
provide online listening sessions
send booking confirmations and reminders
process payments
manage session packages
keep basic business records
improve our website and services
comply with legal obligations
protect the safety of clients or others where there is a serious risk of harm
Measure the effectiveness of our advertising campaigns.
Show relevant advertisements to people who may be interested in our services.

We do not sell your personal information.

6. Lawful Basis for Processing

We rely on different lawful bases depending on how your information is used.

These may include:

Contract — to provide the service you have booked.
Consent — where you choose to provide information voluntarily or opt in to certain communications.
Legitimate interests — to operate, improve and protect our website and services.
Legal obligation — where we are required to keep records or comply with the law.
Vital interests — where we reasonably believe it is necessary to protect someone from serious harm.

Where special category data is processed, we will rely on an appropriate UK GDPR Article 9 condition, such as explicit consent or where processing is necessary to protect vital interests.

7. Bookings and Payments

When you book a session, we collect information needed to manage your appointment.

Payments may be processed through third-party payment providers used by Wix or other booking/payment systems. We do not directly store full card details.

You should also review the privacy policies of any payment provider used during checkout.

8. Online Sessions

Online listening sessions may take place through:

Google Meet
WhatsApp
other agreed online communication tools

These third-party services may process personal information according to their own privacy policies.

You are responsible for ensuring you are in a private and comfortable environment when joining a session.

9. Contact Forms and Messages

If you contact us through the website, email or social media, we will use the information you provide to respond to your enquiry.

Please avoid sending highly sensitive information through website forms or social media messages.

10. Marketing Communications

We will only send marketing emails if you have opted in or where we are legally permitted to do so.

You can unsubscribe from marketing emails at any time.

We will not send you marketing messages about your session content.

11. Cookies and Website Analytics

Our website may use cookies and similar technologies to:

make the website work properly
improve website performance
understand how visitors use the site
support analytics and advertising tools such as Wix Analytics, Google Analytics 4 (GA4), Meta Pixel and Meta Conversions API

Google Analytics 4 (GA4)

We use Google Analytics 4 (GA4) provided by Google to help us understand how visitors use our website and to improve its performance and usability.

Subject to your cookie preferences, Google Analytics 4 may collect information such as:

pages viewed
time spent on pages
navigation through the website
browser and device information
approximate location derived from IP address
interactions with our website

This information is collected in an aggregated form and helps us understand how our website is used so that we can improve the experience for visitors.

Meta Pixel and Meta Conversions API

We use Meta Pixel and Meta Conversions API provided by Meta Platforms Ireland Ltd. These technologies help us to:

understand how visitors use our website
measure the effectiveness of our Facebook and Instagram advertising
understand which advertisements lead to enquiries or bookings
improve future advertising campaigns

Depending on your cookie preferences, Meta may receive limited information such as:

pages viewed
buttons clicked
referring website
browser and device information
IP address (where permitted)
actions such as submitting an enquiry or making a booking

Analytics cookies (including Google Analytics 4) and marketing cookies (including Meta Pixel and Meta Conversions API) are only activated after you have provided your consent through our cookie banner, except where cookies are strictly necessary for the operation of the website.

More detailed information about the cookies we use, their purpose and how you can manage your preferences is available in our Cookie Policy.

You can change or withdraw your cookie preferences at any time using the cookie settings available on our website.

12. Sharing Your Information

We may share personal information with trusted service providers who help us operate our website and services, such as:

Wix
payment providers
booking systems
email providers
Google Meet
WhatsApp
Meta Platforms Ireland Ltd
analytics providers

We may also share information where required by law or where we reasonably believe it is necessary to protect someone from serious harm.

We do not sell your personal information.

13. International Transfers

Some of the service providers we use, including Wix, Google and Meta Platforms Ireland Ltd., may store or process personal information outside the United Kingdom.

Where this happens, we rely on appropriate safeguards required by UK data protection law, such as Standard Contractual Clauses (SCCs) or other legally recognised transfer mechanisms.

Meta may process personal information on servers located outside the United Kingdom or European Economic Area. Where this occurs, appropriate safeguards are applied in accordance with UK GDPR.

14. How Long We Keep Your Information

We keep personal information only for as long as necessary.

Typical retention periods may include:

enquiry messages: up to 12 months
booking and payment records: up to 6 years for tax and accounting purposes
session notes, if any are created: kept only as long as necessary and then securely deleted

We do not aim to keep detailed session notes unless necessary for service delivery, safety or legal reasons.

15. How We Protect Your Information

We take reasonable steps to protect personal information from loss, misuse, unauthorised access or disclosure.

These steps may include:

password-protected accounts
secure website systems
limited access to client information
using trusted third-party platforms
deleting information when no longer needed

No online system can be guaranteed to be completely secure, but we take privacy seriously.

16. Your Data Protection Rights

These Terms & Conditions and any dispute or claim arising from them or the use of this website or our services shall be governed by and interpreted in accordance with the laws of Scotland.

Any disputes shall be subject to the exclusive jurisdiction of the Scottish courts, unless applicable consumer protection laws provide otherwise.

17. Complaints

If you have a concern about how we handle your personal information, please contact us first so we can try to resolve it.

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

18. Children and Young People

Our services are primarily intended for adults.

If sessions are offered to people under 18, we may require appropriate consent from a parent or guardian and may apply additional safeguarding procedures.

19. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

The latest version will always be available on our website.

20. Contact

For questions about this Privacy Policy or how your personal information is used, contact:

contact@youhavemyear.com