Privacy Policy

Last updated: 23.06.2026

This Privacy Policy explains how Private Menopause & Wellbeing Practice collects, uses, stores and protects personal data when you visit www.wellbeingpractice.nl, contact us, subscribe to updates, book a consultation, complete a form, or use our services.

Private Menopause & Wellbeing Practice respects your privacy and handles personal data carefully and in accordance with the General Data Protection Regulation, GDPR, known in the Netherlands as the Algemene Verordening Gegevensbescherming, AVG.

Who we are

Private Menopause & Wellbeing Practice is operated by [official registered business name], based in Haarlem, the Netherlands.Business name: [official registered business name]
Trading name: Private Menopause & Wellbeing Practice
Private Menopause & Wellbeing Practice / IM Stroom
KVK: 98383892

BTW: NL005328294B93
irina@wellbeingpractice.nl
Website: www.wellbeingpractice.nl

Private Menopause & Wellbeing Practice is the data controller for the personal data described in this Privacy Policy.

What personal data we collect

We may collect and process the following personal data.

Contact details

This may include your first name, last name, email address, phone number and any other contact details you choose to provide.

Communication data

This may include messages you send to us by email, booking platform, social media message or other communication channels.

Booking and service data

This may include information about consultations, appointments, cancellations, payments, invoices, session dates, practical preferences and information needed to organise our work together.

Client intake and wellbeing information

If you decide to work with us after an introductory consultation, and only after you have given explicit consent, we may ask you to complete an intake form or share information relevant to the service you request.

This may include information about lifestyle, sleep, stress, daily load, energy, movement, nutrition habits, menopause or perimenopause experience, cycle-related changes, symptoms, injuries, medication, health concerns or other wellbeing-related information.

We collect this information only when it is relevant for non-medical lifestyle and wellbeing support.

Payment and administrative data

This may include invoice details, payment status, transaction references and information required for bookkeeping and tax administration.

Newsletter or marketing data

If you subscribe to our newsletter or updates, we may process your name, email address, subscription preferences and, depending on the email platform used, interaction with emails such as opens or clicks.

Technical website data

When you visit the website, some technical information may be collected automatically, such as IP address, browser type, device type, operating system, referring pages, pages visited, date and time of visit, and general website usage data.

Cookie data

This website may use cookies or similar technologies. Some cookies are necessary for the website to function. Other cookies, such as analytics or marketing cookies, may require your consent. More information is provided in the Cookie Policy or cookie settings on the website.

How we collect personal data

We may collect personal data when you:

visit the website;
contact us by email or message;
book or purchase a consultation or service;
subscribe to a newsletter or free resource;
complete an intake form after giving explicit consent;
take part in consultations or coaching sessions;
download a resource;
interact with our website, emails or social media pages.

We may also receive limited personal data through third-party service providers that support our website, email, booking, payment or administrative systems.

Why we use your personal data

We use personal data for the following purposes:

to respond to your enquiries;
to provide information about our services;
to assess whether your request may fit within our non-medical lifestyle and wellbeing support;
to schedule, manage and deliver consultations or coaching services;
to prepare for sessions after you have agreed to work with us;
to provide personalised non-medical lifestyle and wellbeing support;
to keep appropriate records of our work together;
to process payments, invoices and administration;
to comply with legal, tax and accounting obligations;
to send newsletters or updates if you have subscribed;
to improve the website and understand how visitors use it;
to protect the website and prevent misuse;
to respond to legal requests or protect our legal rights if necessary.

Legal bases for processing personal data

We process personal data only when we have a legal basis to do so.

Depending on the situation, we may rely on one or more of the following legal bases.

Contract

When we need your data to provide a service you have requested, such as booking and delivering a consultation or coaching programme.

Consent

When you have given consent, for example to receive a newsletter, to place non-essential cookies, or to process health-related and wellbeing information that you voluntarily provide for coaching purposes.

Explicit consent

When we process health-related information that may fall under special categories of personal data, we do so only with your explicit consent and only for the purpose of providing the non-medical lifestyle and wellbeing support you have requested.

Legal obligation

When we need to keep certain data for tax, accounting, administrative or legal reasons.

Legitimate interest

When we have a legitimate business interest, for example to respond to enquiries, manage our business, improve the website, protect our systems, or keep basic records of communication.

You can withdraw consent at any time where processing is based on consent. This does not affect the lawfulness of processing before consent was withdrawn.

Health-related information

Information about health is treated with extra care.

Private Menopause & Wellbeing Practice is not a medical practice and does not provide medical diagnosis, medical treatment, psychotherapy, physiotherapy, clinical nutrition treatment or emergency care.

We do not ask you to send detailed health-related information before an introductory consultation.

Please do not send detailed medical records, test results, medication lists, diagnostic reports or highly sensitive health information by email or through general communication channels unless we specifically request it and explain how it will be handled.

If an introductory consultation is arranged, we may discuss whether further information is relevant. If you decide to continue working with us, we may ask for health-related and wellbeing information only after you have given explicit consent.

We use this information only to understand your situation and provide non-medical lifestyle and wellbeing support within our professional scope.We aim to collect only the information that is necessary and relevant for the service you request.If your situation requires medical, psychological, nutritional, physiotherapeutic or other regulated healthcare support, we may advise you to contact an appropriate qualified professional.

Newsletter and email marketing

If you subscribe to our newsletter or updates, we use your email address to send the content you requested.You can unsubscribe at any time by using the unsubscribe link in the email or by contacting us directly.

We do not sell your email address or mailing list data.If we use an email marketing provider, that provider may process your data on our behalf. We aim to use providers that offer appropriate data protection safeguards.

Cookies and analytics

This website may use cookies and similar technologies. Necessary cookies may be used to make the website function properly. Analytics cookies may be used to understand how visitors use the website, for example which pages are visited and how the website performs. Marketing or tracking cookies, if used, will only be placed where legally permitted and, where required, after your consent.You can manage or withdraw cookie consent through the cookie settings on the website, where available, or through your browser settings.

Third-party service providers

We may use trusted third-party service providers to operate the website and provide our services.

These may include providers for:

website hosting;
website design and maintenance;
email and newsletter delivery;
booking and scheduling;
payment processing;
accounting and invoicing;
cloud storage;
forms and client communication;
analytics;
security and spam protection.

These providers may process personal data only as needed to provide their services to us. Where required, we aim to have appropriate data processing agreements or safeguards in place.

Examples of providers may include:

Squarespace;
Google Workspace;
Calendly or Acuity Scheduling;
Stripe, PayPal or bank payment systems;
Mailchimp, MailerLite or another email newsletter provider;
Google Analytics or another analytics provider;
accounting or invoicing software.

This list should be adjusted to reflect the tools actually used by Private Menopause & Wellbeing Practice.

International data transfers

Some third-party providers may process or store data outside the European Economic Area.Where this happens, we aim to use providers that apply appropriate safeguards under GDPR, such as adequacy decisions, Standard Contractual Clauses or other recognised transfer mechanisms.

How long we keep personal data

We do not keep personal data longer than necessary for the purpose for which it was collected, unless we are legally required to keep it longer.General enquiry data may be kept for up to 12 months after the last contact, unless a longer period is necessary.Client records, intake information and coaching-related notes may be kept for up to 2 years after the end of the service, unless a longer period is needed for legal, administrative or dispute-related reasons.Invoices and financial administration are kept for the period required under Dutch tax law.

Newsletter data is kept until you unsubscribe or ask us to delete your data, unless we must keep limited information to respect your unsubscribe request.

Website analytics data is kept according to the settings of the analytics provider.

How we protect your data

We take reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration or destruction.These measures may include secure passwords, access restrictions, secure systems, updated software, careful handling of records, limiting access to personal data, and using trusted service providers.However, no method of online transmission or electronic storage is completely secure. We cannot guarantee absolute security.

Sharing personal data

We do not sell personal data.We may share personal data only when necessary, for example:with service providers who help us operate the website or provide our services;
with payment, accounting or administrative providers;
when required by law, tax authorities, courts or regulators;
when necessary to protect our legal rights or prevent misuse;
with your consent or at your request.

We do not share your personal coaching information with third parties for marketing purposes.Your rightsUnder GDPR/AVG, you have rights regarding your personal data.You may have the right to:

request access to your personal data;
request correction of inaccurate or incomplete data;
request deletion of your personal data;
request restriction of processing;
object to certain processing;
withdraw consent where processing is based on consent;
request data portability where applicable;
lodge a complaint with the Dutch Data Protection Authority, Autoriteit Persoonsgegevens.

To exercise your rights, please contact us at irina@wellbeingpractice.nl.

We may need to verify your identity before responding to your request.

Complaints

If you have a concern about how we handle your personal data, please contact us first so we can try to resolve the issue.You also have the right to file a complaint with the Dutch Data Protection Authority, Autoriteit Persoonsgegevens.

Website: www.autoriteitpersoonsgegevens.nl

Children’s data

This website and our menopause and wellbeing services are intended for adults. We do not knowingly collect personal data from children through this website. If we become aware that we have collected personal data from a child without appropriate permission, we will take steps to delete it.

External links

This website may contain links to external websites or platforms.We are not responsible for the privacy practices, content or security of external websites. Please read the privacy policies of those websites before providing personal data.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time.The updated version will be published on this page with a new “Last updated” date.

Contact

If you have any questions about these Terms of Use, please contact:

Private Menopause & Wellbeing Practice / IM Stroom
KVK: 98383892

BTW: NL005328294B93
irina@wellbeingpractice.nl

Haarlem