Santoka Therapy & Coaching ("we", "our", or “us”) is committed to protecting your privacy, and we are dedicated to maintaining the confidentiality of your personal and treatment information. This Privacy Policy explains how we collect, use, and protect your personal information when you visit our website (https://santoka.ie) or engage with our therapy, coaching, and course/retreat/intensive services.

1. What Information We Collect
To provide you with the best possible care, we collect the following types of information:

• Identity & Contact Data: Your name, phone number, email address, date of birth, and emergency contact details.
• Clinical & Health Data: Information related to your physical and mental health, background, and clinical session notes. Under GDPR, this is considered "Special Category Data" and is treated with the highest level of confidentiality.
• Financial Data: Payment card details and billing information (processed securely via our payment partner).
• Technical Data: Basic website usage data, such as your IP address and how you interact with our website.

2. How We Use Your Information
We will only use your personal data for the following purposes:

• To provide and manage our therapy (individual and couples), coaching, and weekend intensive services.
• To schedule appointments, send reminders, and communicate with you about your care.
• To process payments for our services.
• To comply with our professional, legal, and regulatory obligations.

3. How We Share Your Information
We do not sell your personal data. We only share your information with trusted third parties necessary to run our practice, including the following:

• Zanda Health: We use Zanda as our secure practice management system. This is where your bookings, client profiles, and clinical session notes are safely stored.
• Stripe: We use Stripe (integrated through Zanda) to securely process all payments. We do not store your raw credit card numbers on our own systems.
• Legal & Safety Obligations: In rare circumstances, we may be required by law to share information, such as responding to a court order or if there is a serious safeguarding concern regarding immediate harm to yourself or others.

4. Data Retention, Security & Confidentiality

• Clinical Records: In line with professional standards and legal requirements in Ireland, we retain all client clinical records and session notes for 7 years after your final session. After this period, your records will be securely destroyed.
• Security: We take your privacy seriously. All clinical data is stored securely within Zanda using industry-standard encryption, and access is strictly limited to authorised personnel.

5. Minors and Adolescents
While our services are primarily designed for adults, we occasionally provide therapy/coaching to adolescents aged 16 and over. We treat the data of these younger clients with the exact same strict confidentiality and security measures outlined in this policy, ensuring age-appropriate consent is obtained prior to beginning services.

6. Your GDPR Rights
Under the General Data Protection Regulation (GDPR), you have the following rights regarding your personal data:

• The Right to Access: You can request a copy of the personal data we hold about you.
• The Right to Rectification: You can ask us to correct any inaccurate or incomplete information.
• The Right to Erasure: You can request that we delete your data (Note: This right is not absolute and may be overridden by our legal obligation to retain clinical records for 7 years)
• The Right to Restrict Processing: You can ask us to pause the processing of your data in certain scenarios.

If you wish to exercise any of these rights, please contact us using the details below.

7. Cookies
Our website uses basic "cookies" (small data files saved on your device) to help the site run smoothly and to understand how visitors interact with our page. You can instruct your browser to refuse all cookies, though some parts of our website may not function properly without them.

8. Contact Us
If you have any questions about this Privacy Policy or how we handle your data, please reach out to us:

• Company: Santoka Therapy & Coaching Ltd
• Email: info@santoka.ie
• Phone: 094 9515000
• Address: Cappanacreha, Toormakeady, Ireland
• Website: https://www.santoka.ie/contact