Privacy Policy

Effective Date: 8 October 2025 | Last Reviewed: 8 October 2025

1. Introduction

The Vent Garden is committed to protecting your privacy and handling your personal data with transparency, integrity, and care. This Privacy Policy explains how we collect, use, store, and protect your personal information when you engage with our services. The Vent Garden provides confidential, non-clinical, one-to-one online active listening sessions. We are not a counselling, psychotherapy, or clinical mental health service.

2. Who We Are

The Vent Garden Email: contact@theventgarden.com
Website: www.theventgarden.com

Data Controller: The Vent Garden (as defined under UK-GDPR)

3. What Personal Data We Collect

We may collect and process the following personal data:

  • Full name

  • Email address

  • Age confirmation (18+)

  • Session booking details

  • Any information you voluntarily share during sessions. We do not collect or store sensitive health data unless explicitly provided by you and only when necessary for safeguarding purposes.

4. Lawful Basis for Processing

We process your personal data under the following lawful bases:

  • Consent: You provide clear consent for us to process your data for the purpose of delivering our services.

  • Contract: Processing is necessary to fulfil our agreement with you (e.g. booking and delivering sessions).

  • Legal Obligation: In rare cases, we may be required to disclose information under safeguarding or legal obligations.

5. How We Use Your Data

We use your data to:

  • Schedule and deliver active listening sessions

  • Communicate with you regarding your bookings

  • Maintain service records for accountability and safeguarding

  • Respond to legal or regulatory obligations if required.

  • Inform you of changes, updates and promotions to the service that are of benefit to you.

6. Data Sharing and Disclosure

We do not share your personal data with third parties except:

  • When required by law (e.g. safeguarding concerns, court orders)

  • With trusted service providers (e.g. secure scheduling or communication platforms such as Acuity or Google), under strict data protection agreements

7. International Data Transfers

If we use service providers that process data outside the UK or EU (such as Zoom or Google), we ensure appropriate safeguards are in place, such as standard contractual clauses or equivalent measures, to protect your data.

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy, and in accordance with legal, ethical, and insurance requirements. Session notes, if kept, are minimal and securely stored. Typically, records are retained for up to 7 years in line with insurance requirements.

9. Your Rights Under UK-GDPR

You have the right to:

  • Access your personal data

  • Request correction of inaccurate data

  • Request deletion of your data (“right to be forgotten”)

  • Object to or restrict processing

  • Withdraw consent at any time. To exercise these rights, contact us at: contact@theventgarden.com

10. Data Security

We implement appropriate technical and organisational measures to protect your data, including:

  • Secure, encrypted communication platforms

  • Password-protected systems

  • Limited access to data by authorised personnel only

11. Cookies and Website Analytics

Our website may use cookies to enhance user experience. You will be notified and given the option to manage cookie preferences when visiting our site.For more information, see our full Cookie Policy on our website.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website and, where appropriate, notified to you via email.

13. Contact Us

If you have any questions or concerns about this Privacy Policy or your data rights, please contact: Data Protection Lead Email: contact@theventgarden.com