Privacy Policy - Conscious Sexuality

Last Updated: May 2026

Who We Are

Conscious Sexuality is the trading name for Melanie Knight, a trauma-informed embodiment and sexuality coaching practice based in North London.

All questions about this privacy policy and requests for information or erasure can be sent to melanie@conscious-sexuality.co.uk.

Melanie Knight is registered with the Information Commissioner's Office (ICO) and acts as the Data Protection Officer for this practice.

What Personal Data We Collect and Why We Collect It

Mailing List

If you sign up for our mailing list, we will store your name, email address and information about how you signed up. We pass this information to MailChimp, and the data is processed in line with their privacy policy for contacts: https://mailchimp.com/legal/. You may unsubscribe from our mailing list at any time through links in the emails.

Purpose of Processing: To send you information about our services, events, and relevant content.

Legal Basis: Consent (you have actively signed up to receive emails from us).

Data Retention: Your data will be stored until you unsubscribe from the mailing list. After unsubscription, your data will be retained for 30 days to prevent accidental re-subscription, then permanently deleted.

Online Course Platforms

If you enrol in our online courses, we may use third-party platforms to deliver course content. When you engage with course content, leave comments, or participate in course discussions, your data will be processed in accordance with that platform's privacy policy.

We will provide details of the specific platform and its privacy policy at the time of course enrolment.

Purpose of Processing: To deliver online courses and enable learning community engagement.

Legal Basis: Contract (necessary for delivering the course services you have purchased) and Consent (for optional community features).

Data Retention: Will be specified based on the platform used. You will have the right to request deletion of your data subject to the platform's policies and any legal/contractual obligations.

Website Contact Form and Email

If you contact us using the website contact form, we will collect your name, email address and message. We use this only for customer service purposes (not for marketing purposes). We keep this information indefinitely as emails.

If you email us directly, we will keep those emails indefinitely.

Purpose of Processing: To respond to your enquiries and provide customer service.

Legal Basis: Legitimate interest in responding to enquiries and providing services you have requested.

Data Retention: Email correspondence is retained indefinitely for business records and continuity of care purposes. You may request deletion of your correspondence at any time (subject to legal and professional obligations).

Client Records

If you become a client, we keep records of:

  • Your name, contact details, and emergency contact information
  • Session notes and progress records
  • Payment records
  • Consent forms and working agreements
  • Any health information you choose to share relevant to our work together

Purpose of Processing: To provide safe, effective therapeutic services and maintain professional standards.

Legal Basis:

  • Contract (necessary for providing the services you have booked)
  • Legitimate interest in maintaining professional standards and client safety
  • Legal obligation (professional practice requirements)

Data Retention: Client records are retained for 7 years after the last session, in line with professional practice guidelines. After this period, records are securely destroyed. Payment records may be retained longer for tax and accounting purposes (up to 6 years as required by HMRC).

Booking and Payment Information

When you book sessions through TidyCal or make payments, we collect:

  • Your name and contact information
  • Booking preferences and session times
  • Payment information (processed securely through our payment provider)

Purpose of Processing: To manage bookings and process payments.

Legal Basis: Contract (necessary for booking and payment processing).

Data Retention: Booking information is retained for 7 years. Payment records are retained for 6 years in line with HMRC requirements.

Website Analytics

We use Google Analytics to track website traffic. Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. We can see only anonymised and aggregated data of the traffic to our website. Google has collected to track and monitor the use of our Service. This data is shared with other Google services. Google may use the collected data to contextualise and personalise the ads of its own advertising network.

You can see activity Google has tracked about you at: https://myactivity.google.com/, where you can also delete this tracking information and opt out of being tracked in future.

For more information on the privacy practices of Google, please visit the Google Privacy \u0026amp; Terms web page: https://policies.google.com/privacy

We use Microsoft Clarity to analyse anonymised site visitor behaviour to provide a more effective website. They collect data and process it in accordance with their privacy policy: https://clarity.microsoft.com/terms

Purpose of Processing: To understand how visitors use our website and improve user experience.

Legal Basis: Legitimate interest in improving our website and services.

Data Retention: Analytics data is retained according to Google Analytics and Microsoft Clarity retention policies. You can opt out at any time using the links above.

Session Recording and AI Note-Taking

With your explicit written consent, given on your client agreement before our first session, I may record one-to-one sessions to produce a written transcript and summary. This helps me stay fully present with you during the session, and lets me write you a clearer follow-up afterwards. Recording is entirely optional and you can withdraw consent at any time, including for a specific session, with no impact on the work we do together.

When a session is recorded, audio is captured by Fireflies (a third-party AI note-taking service based in the United States). Fireflies produces a transcript, which is then automatically downloaded to my own device and stored in my local client management system. Audio recordings on Fireflies are deleted in line with the shortest retention setting available on my account.

Transcripts and notes may then be processed by Anthropic (Claude), a US-based AI company, to help me draft session summaries and follow-up emails. Anthropic does not use this data to train its AI models, and inputs and outputs are deleted within 30 days. Data is transferred under the EU Standard Contractual Clauses and the UK International Data Transfer Addendum, both recognised lawful safeguards under UK GDPR.

All client records, including transcripts and notes, are stored in a local, password-protected client management system on my own laptop. The laptop is encrypted at rest using full-disk encryption (BitLocker) and backed up to my Microsoft OneDrive account, which is itself protected by two-factor authentication.

Purpose of Processing: To produce accurate session notes and follow-up communications, and to maintain proper professional records of our work together.

Legal Basis: Because session content concerns your sexual life, sexual health, relationships and emotional wellbeing, this constitutes "special category data" under UK GDPR Article 9. My condition for processing is your explicit consent (Article 9(2)(a)), given in writing on your client agreement before our first session. You can withdraw consent at any time by emailing melanie@conscious-sexuality.co.uk.

Data Retention: Audio recordings on Fireflies: deleted at the shortest retention setting available (typically 7-30 days). Transcripts on Anthropic: deleted within 30 days. Local transcripts and notes in my client management system: 7 years after last session, in line with professional record-keeping standards, then permanently deleted.

Cookies

Our website uses cookies to enhance your browsing experience. Cookies are small text files stored on your device that help our website remember information about your visit.

What Cookies We Use and Why

1. Essential Cookies

These cookies are necessary for the website to function properly. Without these cookies, services you have asked for cannot be provided.

  • Session cookies: Allow you to navigate through the website and use its features
  • Security cookies: Help keep the website secure and prevent fraudulent activity
  • WordPress functionality cookies: Enable core website functions

Legal Basis: These cookies are essential for providing services you have requested, so they are exempt from requiring explicit consent under UK GDPR.

2. Analytics Cookies

These cookies collect information about how visitors use our website, helping us understand what content is most useful and how we can improve the user experience.

  • Google Analytics cookies: Collect anonymised data about:
    • Pages visited and time spent on each page
    • How visitors arrived at the site (search engine, direct link, etc.)
    • Device type and browser used
    • General location (city/region level, not specific address)

    These cookies typically include: _ga, _gid, _gat

  • Microsoft Clarity cookies: Collect anonymised data about:
    • Mouse movement and scrolling behaviour
    • Areas of the page receiving most attention
    • User interactions with page elements

    These cookies typically include: _clck, _clsk, CLID, ANONCHK, MR, MUID, SM

Legal Basis: Legitimate interest in improving our website and understanding how visitors use our services.

Data Retention:

  • Google Analytics: 26 months
  • Microsoft Clarity: As per their retention policy

3. Preference Cookies

These cookies remember choices you make (such as language preferences or region) to provide a more personalised experience.

Currently, we do not use preference cookies, but this may change if we add personalisation features in future.

Third-Party Cookies

When you visit our website, you may receive cookies from third-party websites or services:

  • MailChimp: If you interact with embedded mailing list signup forms
  • YouTube/Vimeo: If you watch embedded videos (if applicable)
  • Social Media: If you interact with social media buttons or embedded content

These third-party cookies are controlled by the respective third parties. Please refer to their privacy policies for information about their cookies.

Managing Your Cookie Preferences

How to Control Cookies:

You can control and delete cookies through your browser settings. Here's how:

  • Google Chrome: Settings > Privacy and security > Cookies and other site data
  • Firefox: Settings > Privacy & Security > Cookies and Site Data
  • Safari: Preferences > Privacy > Manage Website Data
  • Microsoft Edge: Settings > Cookies and site permissions

Important Note: Blocking or deleting essential cookies may prevent you from using certain features of our website. Analytics cookies can be blocked without affecting website functionality.

Opt Out of Analytics:

Cookie Consent

When you first visit our website, we will ask for your consent to use non-essential cookies (analytics cookies). You can withdraw your consent at any time by:

  1. Changing your browser settings to block cookies
  2. Clearing your cookies through your browser
  3. Using the opt-out tools mentioned above

Essential cookies do not require consent as they are necessary for the website to function.

Updates to Cookie Usage

If we add new types of cookies to our website, we will update this section of our privacy policy and, where required by law, seek your consent before setting those cookies.

Third-Party Data Processors

We work with the following third-party services who may process your data:

All third-party processors have been selected for their GDPR compliance and data protection standards. A signed Data Processing Agreement (DPA) is in place with each processor that handles client data, in line with Article 28 of the UK GDPR.

International Data Transfers

Some of our third-party service providers process data outside the UK and European Economic Area (EEA). In particular:

  • Anthropic (United States) - used for AI-assisted drafting of summaries and follow-up emails
  • Fireflies (United States) - used for session recording and transcription, only with your explicit consent
  • MailChimp (United States) - used for mailing list and newsletter delivery
  • Google Analytics (United States) - used for website analytics
  • Microsoft Clarity (United States) - used for website analytics

Where data is transferred outside the UK/EEA, we ensure appropriate safeguards are in place under UK GDPR Article 46:

  • EU Standard Contractual Clauses (SCCs) are incorporated into our Data Processing Agreements with each US-based processor
  • The UK International Data Transfer Addendum (UK IDTA) extends those safeguards to UK GDPR transfers
  • Where consent is the lawful basis for the underlying processing (such as session recording), explicit consent is obtained in writing before any transfer takes place
  • Each processor has been assessed for its security and data-protection practices, and only the minimum necessary data is transferred

Spam Protection

If you subscribe to our mailing list or contact us via the website contact form, we may send the data you provide to an anti-spam service to prevent unwanted messages from reaching us. We will send your data to the Google Recaptcha service (see the Google Privacy Policy and Terms of Use).

What Rights You Have Over Your Data

Under UK GDPR, you have the following rights:

1. Right of Access You can request to receive an exported file of the personal data we hold about you, including any data you have provided to us.

2. Right to Rectification You can request that we correct any inaccurate or incomplete personal data we hold about you.

3. Right to Erasure ('Right to be Forgotten') You can request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes (such as financial records required by HMRC for 6 years, or client records required by professional practice standards for 7 years).

4. Right to Restrict Processing You can request that we restrict the processing of your personal data in certain circumstances.

5. Right to Data Portability You can request to receive your personal data in a structured, commonly used and machine-readable format, and have the right to transmit that data to another controller.

6. Right to Object You can object to the processing of your personal data in certain circumstances (for example, for direct marketing purposes).

7. Right to Withdraw Consent Where we rely on consent as the legal basis for processing your data, you have the right to withdraw that consent at any time.

8. Right to Lodge a Complaint You have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been violated.

To exercise any of these rights, please contact us at melanie@conscious-sexuality.co.uk. We will respond to your request within one month.

Data Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect your data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures include:

  • Secure password-protected systems
  • Encrypted data transmission (SSL/TLS)
  • Regular security updates and patches
  • Limited access to personal data (only accessible to authorised personnel)
  • Regular backups stored securely
  • Professional cybersecurity practices

Data Breach Notification

In the unlikely event of a data breach that poses a risk to your rights and freedoms, we will:

  1. Notify the Information Commissioner's Office (ICO) within 72 hours of becoming aware of the breach
  2. Notify affected individuals without undue delay if the breach is likely to result in a high risk to their rights and freedoms
  3. Take immediate steps to contain and remedy the breach
  4. Document the breach and our response in accordance with ICO requirements

If you suspect a data breach, please contact us immediately at melanie@conscious-sexuality.co.uk.

How Long We Retain Your Data

Summary of Data Retention Periods:

  • Mailing list subscribers: Until unsubscription + 30 days
  • Online course platforms: As specified by the platform used (detailed at time of enrolment)
  • Email correspondence: Indefinitely (unless deletion requested, subject to professional obligations)
  • Session audio recordings on Fireflies: The shortest retention setting available on the account (typically 7-30 days). Audio is downloaded to local records as soon as the transcript is produced.
  • AI processing inputs and outputs (Anthropic): Deleted within 30 days
  • Transcripts and session notes (local client management system): 7 years after last session
  • Client records: 7 years after last session
  • Payment/financial records: 6 years (HMRC requirement)
  • Booking records: 7 years
  • Website analytics: According to Google Analytics and Microsoft Clarity retention policies

After these retention periods, data is securely deleted or anonymised.

Professional and Legal Obligations

As a trauma-informed practitioner working with sensitive and intimate content, I am bound by:

  • Professional ethics and standards of practice
  • Confidentiality requirements (subject to legal exceptions for safeguarding and serious crime)
  • Data protection obligations under UK GDPR and Data Protection Act 2018

There are limited circumstances where I may be legally required to share information without your consent:

  • If there is a serious risk of harm to yourself or others
  • If required by a court order or legal obligation
  • To prevent or detect serious crime
  • For safeguarding purposes (if there is risk to a vulnerable adult or child)

These circumstances are rare, and I will always seek to discuss any concerns with you first wherever possible.

Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in our practices, legal requirements, or services offered. When we make changes, we will:

  • Update the "Last Updated" date at the top of this page
  • Notify you via email if you are a client or mailing list subscriber (for significant changes)
  • Post a notice on our website homepage (for significant changes)

We encourage you to review this privacy policy periodically to stay informed about how we protect your data.

Contact Us

If you have any questions about this privacy policy, how we handle your personal data, or wish to exercise any of your data protection rights, please contact:

Melanie Knight
Conscious Sexuality
Email: melanie@conscious-sexuality.co.uk
Website: https://conscious-sexuality.co.uk

Data Protection Officer: Melanie Knight (as above)

ICO Registration Number: ZB801920

To contact the ICO:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113
Website: https://ico.org.uk

This privacy policy is compliant with UK GDPR and the Data Protection Act 2018 as of December 2024.

About Sage, the chat assistant on this website

This website includes an AI chat assistant called Sage, accessible from the chat icon in the bottom-right corner of most pages. This section explains what Sage is, what it can and can't do, what information is collected when you use it, and what your responsibilities are.

What Sage is — and isn't

  • Sage is an artificial intelligence (AI), built on Anthropic's Claude model. It is not Melanie, and it is not a therapist, counsellor, doctor, or qualified medical or mental-health professional.
  • Sage has been given background information about Melanie's practice, programmes and approach, but it is a language model. It can be wrong. It can misunderstand questions, give out-of-date information, or in rare cases say something that is simply incorrect.
  • Sage is not a substitute for professional advice — medical, psychological, legal, or otherwise. It is not a crisis service, a therapy service, or a diagnostic tool.

Your responsibility when using Sage

By using Sage, you accept that:

  • You are using an AI assistant at your own risk and treating its replies as a starting point for conversation, not as authoritative truth.
  • You will verify anything important (prices, dates, suitability for your situation, medical or mental-health questions) directly with Melanie — by booking a free 60-minute discovery call, by emailing melanie@conscious-sexuality.co.uk, or by checking the relevant page on the site.
  • You will not rely on Sage for urgent, medical, mental-health or safeguarding decisions. If you are in distress or in crisis, please contact the Samaritans on 116 123 (free, 24/7), text SHOUT to 85258, call NHS 111 (option 2), or in an emergency call 999.
  • You will not enter sensitive personal information into the chat that you wouldn't be comfortable having stored — for example, full name, address, financial details, NHS number, or detailed medical history. Sage doesn't ask for these and doesn't need them.

What information is collected

When you use Sage, the following is stored:

  • The text of the conversation (what you typed and what Sage replied).
  • A randomly generated session ID — a string of letters and numbers — created in your browser the first time you open the chat. It identifies your conversation thread so it can continue across messages, but it is not linked to your name, email, IP address, or any account.
  • Anonymous activity counts (e.g. number of replies given per day) used for monitoring and rate-limiting only. No identifying information is stored alongside these.

The following is not stored:

  • Your IP address (it is used briefly in memory only, for short-term rate-limiting, and discarded — never written to the conversation log).
  • Cookies linked to identity. The session ID lives in your browser's local storage, not in a cookie sent to third parties.
  • Your name, email, or any contact detail — unless you choose to type it into the chat yourself.

How long it's kept

  • Conversation logs are automatically deleted after 30 days.
  • A daily summary of new conversations is sent to Melanie for review and to improve Sage's responses. This summary is also subject to standard email retention.

Why it's collected (lawful basis)

Conversation content is collected on the basis of legitimate interest — to provide the chat service you've requested, to monitor that Sage is responding helpfully and safely, and to improve the service. Because no identifying information is stored alongside the conversation, and the data is automatically deleted after 30 days, the impact on your privacy is minimal.

Where the data is sent

  • Your messages are sent to Anthropic (the provider of the Claude AI model) so that Sage can generate a reply. Anthropic is a US company; their privacy policy is at https://www.anthropic.com/legal/privacy. Anthropic does not use this content to train their models when accessed via the API in the way this site uses it.
  • Conversation logs are stored on the website's database hosted by SiteGround (UK / EU servers).
  • Daily conversation summaries are sent by email via Brevo (SMTP provider) to Melanie's work email address.

Your rights

You can:

  • Request deletion of your conversation. Because there's no account, you'll need to provide the session ID. To find it, open the chat in the same browser, open your browser's developer tools (F12), go to Application → Local Storage → conscious-sexuality.co.uk, and look for the entry called cs_chat_session_id. Email that ID to melanie@conscious-sexuality.co.uk and the conversation will be deleted from the database.
  • Stop using Sage at any time. Closing the chat window doesn't delete anything; if you'd like the data removed, please request deletion as above.
  • Request a copy of any conversation tied to your session ID.

If you'd like to make a complaint about how your data has been handled, you can contact the UK Information Commissioner's Office (ICO) at https://ico.org.uk.

Crisis safety

Sage has a built-in safety check: messages mentioning suicide, self-harm, or being in crisis are detected before being sent to the AI. In those cases, Sage gives a fixed response with UK crisis service numbers (Samaritans, Shout, NHS 111, 999, The Havens) rather than attempting a conversational reply. Sage is not a crisis service. If you are struggling, please contact one of those services directly.

Changes to this policy

This section will be updated if how Sage works changes materially.

Sage chatbot section last updated: 19 April 2026

Embrace Your Journey of Healing

Ready to reconnect with your authentic self?

To explore working with me, I recommend you begin with a discovery call to discuss your needs and determine the best approach for your journey. You deserve to feel alive, connected, and present in your body.

Book Discovery Call