This notice explains how I collect, use and protect your personal information when you contact me, book a call or work with me.
I'm Kate Thomas, a menopause practitioner, nutritionist and accountability coach. My business is Kate Thomas Menopause Ltd (company number 17263664), registered at 61 Bridge Street, Kington, HR5 3DJ.
I'm the data controller for your information. That means I decide how it's used and I'm responsible for keeping it safe.
I'm registered with the Information Commissioner's Office (ICO). My registration number is ZC184884.
If you have any questions about your information, email me at kate@katethomasmenopause.com.
Contact details: your name, email address, mobile number and Instagram name.
Health information: your symptoms, health history, medication, HRT and supplements, test results, food diaries and anything else you share about your health. This is called special category data, and I take extra care with it.
Lifestyle information: your diet, sleep, exercise, stress and goals.
Booking and payment details: the dates of your calls and sessions, and a record of payments. I don't store your card details. These are handled securely by Stripe.
Messages: what you send me by Instagram, email or text.
• When you message me on Instagram or another social media platform
• When you fill in my pre-call form before a discovery call
• When you fill in my client intake forms and questionnaires
• During our calls and sessions
• From test results, when you've ordered a test through me
• From your GP or another health professional, only if you ask them to share it with me
The law says I must have a lawful reason to use your information. Here's what I use it for and why.
What I use it for
Legal basis
Replying to your messages and preparing for your discovery call
Legitimate interests (you've asked to talk to me) and, for health information, your explicit consent
Providing your programme, sessions, testing and personalised plan
Contract, and your explicit consent for health information
Ordering functional tests on your behalf
Contract, and your explicit consent
Keeping client records
Legal obligation and the requirements of my professional body and insurer
Taking payments and keeping accounts
Contract and legal obligation (tax records)
Sending you emails with tips and offers
Your consent. You can unsubscribe at any time
You give explicit consent for me to use your health information by ticking the consent box on my forms. You can withdraw your consent at any time by emailing me. This won't affect anything I've already done with your information, though it may mean I can no longer work with you.
I won't use your information for anything else without asking you first.
I never sell your information. I only share it when I need to, with:
• Services that store or process data for me, such as Google (Forms, Drive, Gmail and Meet), Zoom, Instagram and Stripe (payments). They only use it to provide their service to me.
• Testing laboratories, such as Nordic Laboratories or Regenerus Labs, when you order a test through me. They need your details to send your kit and process your sample.
• Your GP or another health professional, only if you ask me to, or with your consent.
• My professional body, insurer or legal advisers, only if needed for a complaint or claim.
• Authorities, only if the law requires it, or if I'm seriously worried about your safety or someone else's.
Who
How long
Clients
10 years after our work together ends, as advised by my professional body (FHT) and insurer
People who enquire or book a call but don't become clients
12 months after our last contact, then deleted
Email list
Until you unsubscribe
Payment and accounting records
6 years, as required by HMRC
When the time is up, I securely delete or destroy your information.
• I use password-protected accounts with two-step verification.
• I only use reputable services that have their own security measures and data protection agreements.
• I don't print client records unless I need to, and any paper copies are kept locked away and shredded when no longer needed.
• Only I can see your information. If I ever work with a team member, they'll be bound by the same confidentiality.
Some of the services I use, such as Google, Zoom, Instagram and Stripe, may store information on servers outside the UK, including in the United States. When this happens, they use legal safeguards approved by the UK government, such as the UK International Data Transfer Addendum or the UK Extension to the EU-US Data Privacy Framework, to keep your information protected to UK standards.
You have the right to:
• See the information I hold about you
• Correct anything that's wrong or incomplete
• Ask me to delete your information (unless I have to keep it by law or for my insurer)
• Restrict how I use it
• Object to how I use it
• Receive a copy of it to take elsewhere
• Withdraw your consent at any time
To use any of these rights, email me at kate@katethomasmenopause.com. I'll reply within one month. There's no charge.
I'll only send you marketing emails if you've signed up for them. Every email has an unsubscribe link, or you can just ask me to stop.
If you're unhappy with how I've handled your information, please tell me first so I can put it right.
You also have the right to complain to the Information Commissioner's Office (ICO):
• Website: ico.org.uk/make-a-complaint
• Phone: 0303 123 1113
I may update this notice from time to time. The latest version will always be on my website.
Last updated: 12 October 2026