PRIVACY POLICY

Roam Eden Ltd:  Privacy Policy

Last updated: 25th June 2026

Data Controller: Roam Eden Ltd
ICO Registration Reference: ZC065887
Contact: hello@roameden.com
Data Protection Contact: Benjamin Woolner

Our Approach to Privacy

RoamEden sits at the intersection of adventure and awareness. This includes how information is held.

Whether you are exploring our website, making an enquiry, subscribing to communications, or engaging in therapy, your data is treated with care, discretion, and respect.

Roam Eden Ltd complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

A Simple Overview

  • Your personal details are used to manage bookings and communication

  • Therapy notes are private and only accessible to your therapist

  • RoamEden does not routinely access therapy notes

  • We never sell your data

  • You can ask about your data at any time

Who We Are

Roam Eden Ltd is a private limited company registered in England and Wales.

Roam Eden acts as a Data Controller for:

  • website activity

  • enquiries

  • mailing list and marketing

  • administration of the RoamEden clinic system

Enquiries and Initial Contact

When you contact RoamEden, we collect limited personal data to respond and support your enquiry.

This may include:

  • name

  • contact details

  • availability

  • brief description of your needs

We use this to:

  • respond to enquiries

  • assess suitability for therapy

  • arrange a discovery session

  • match you with an appropriate therapist

Your information may be shared with a RoamEden therapist for the purpose of assessment and care provision.

We keep this information minimal at early stages.


Acuity Scheduling

When you book a discovery session, your data (name, contact details, booking preferences, and any form responses) is collected via Acuity Scheduling.

This data is used to manage appointments and administration.

If you proceed to therapy, relevant information may be transferred into Konfidens.

How Therapy Data Is Managed

RoamEden uses Konfidens as its clinical practice system.

Within this system:

  • basic administrative data (name, contact details, bookings) is held at clinic level

  • therapy records are stored in restricted areas accessible only to the allocated therapist

RoamEden does not routinely access clinical notes or therapeutic content.

Access may only occur where required for:

  • safeguarding

  • legal obligation

  • system administration (where strictly necessary)

Independent Therapists

Therapists working with RoamEden are independent practitioners.

They are separate Data Controllers for clinical information they create in the course of providing therapy.

They are responsible for:

  • their clinical records

  • their professional obligations

  • compliance with UK GDPR

  • ethical practice and supervision requirements

What Information We Collect

Enquiries

  • name

  • email address

  • phone number (if provided)

  • availability

  • information you choose to share

Mailing List

  • name

  • email address

  • engagement data (opens, clicks)

  • preferences

You can unsubscribe at any time.

Counselling

Clinic-level data (RoamEden):

  • name

  • contact details

  • booking information

Therapy-level data (your therapist only):

  • emergency contact details

  • relevant medical or wellbeing information

  • session notes

  • therapeutic communications

This includes special category health data.

Lawful Basis for Processing

We process data under:

  • Contract (managing bookings and therapy services)

  • Legal obligation (record keeping, safeguarding)

  • Legitimate interests (service administration and improvement)

  • Consent (marketing communications)

  • UK GDPR Article 9(2)(h) (health and social care provision by regulated professionals)


How Your Information Is Used

Roam Eden Ltd uses data to:

  • respond to enquiries

  • arrange discovery sessions

  • match clients with therapists

  • manage bookings

  • send service communications

  • improve services

  • manage optional marketing communications

Therapists use data to:

  • provide counselling

  • maintain clinical records

  • meet ethical and legal obligations

Where Your Data Is Stored

We use trusted third-party providers:

  • Squarespace – website and communications

  • Acuity Scheduling – booking system

  • Konfidens – clinical records and practice management

  • Stripe / PayPal – payment processing

  • Banking providers – direct payments

Access is restricted to authorised personnel and allocated therapists.

Data Retention

  • Enquiry data (no therapy): up to 12 months

  • Clinical records: 7 years after therapy ends (or longer if legally required)

  • Marketing data: until you unsubscribe or request deletion

Confidentiality

Therapy is confidential, except where disclosure is required:

  • serious risk of harm

  • safeguarding concerns

  • legal obligations

  • professional supervision (anonymised)

Emergency Situations

In emergencies, a therapist may contact:

  • your emergency contact

  • relevant health or emergency services

Where possible, this will be discussed with you.


Supervision

Therapists engage in regular clinical supervision.
Information is anonymised wherever possible.


Cookies

We use cookies and analytics via Squarespace.
You can manage cookies through your browser settings.

Your Rights

Under UK GDPR, you have the right to:

  • access your data

  • request correction

  • request deletion (where applicable)

  • restrict or object to processing

  • withdraw consent (marketing)

  • complain to the ICO

For requests, contact: hello@roameden.com

Complaints

If you have concerns about data handling, please contact us first.
You also have the right to complain to the Information Commissioner’s Office (ICO).

Changes to This Policy

This policy may be updated as RoamEden evolves. Any significant changes will be reflected on our website.