Privacy Policy

1. Who we are

The ROAR Effect Ltd. (“ROAR”, “we”, “us”) is the data controller for the personal information described in this policy. We are a small UK company founded in 2025 by Julie Pelzer-Vaughan and David Alison, offering therapy, coaching, leadership development, team workshops and retreats to individuals, businesses and organisations.

Trust is one of our core values, and so is Service with Soul. People share deeply personal things with us. We treat that information with the same care we bring to every session: we collect only what we need, keep it confidential, and never sell it.

We are not required to appoint a Data Protection Officer. The co-founders are responsible for data protection and are your point of contact for anything in this policy.

2. The information we collect

What we collect depends on how you work with us. Most of it you give us directly; some comes from your employer when they engage us for you or your team.

If you take part because your employer booked us, your employer may give us your name, role and work contact details so we can arrange sessions.

When you visit our website. We collect technical information such as your IP address, browser and device type, the pages you view and how long you stay. Analytics cookies are only used with your consent (see section 11).

From public sources. We may look at publicly available information, such as your LinkedIn profile or Companies House, when you contact us or before a first conversation, so we understand your role and organisation.

3. Health and other sensitive information

Therapy, hypnotherapy, breathwork and some retreat activities mean we hold information about your physical and mental health. The law calls this “special category data” and gives it extra protection, and so do we.

• We only ask for health information that is needed to work with you safely, such as conditions that affect whether hypnotherapy, breathwork or glasswalking, arrow-breaking, re-bar bending and firewalking is suitable for you.
• Session notes are written and kept by your practitioner and are not shared with your employer or anyone else without your explicit permission.
• We may also learn about other sensitive matters, such as religious beliefs or relationships, because you choose to share them in sessions. We record these only where they matter to your work with us.

Confidentiality and its limits. What you share in a session is confidential. We would only break confidentiality without your consent in rare situations:

• We believe you or someone else is at serious risk of harm.
• We become aware of a risk to a child or vulnerable adult (safeguarding).
• We are required to by law or a court order, for example under terrorism or money laundering legislation.

Where it is safe and appropriate, we will talk to you first. We may also discuss anonymised details of our work in professional supervision, which our professional bodies expect. Supervisors never receive information that identifies you.

4. How we use your information and our legal reasons

We use your information only for the purposes below. UK data protection law requires us to have a lawful basis for each one.

Where we rely on consent you can withdraw it at any time by emailing info@roareffect.com. Withdrawing consent for health information may mean we cannot safely continue some services, and we will explain this to you. We do not make decisions about you using automated decision-making or profiling.

If you unsubscribe from marketing, we will still send you messages you need about services you have booked, such as session confirmations, changes, invoices and retreat joining instructions.

5. When your organisation pays for your sessions

If your employer books coaching, therapy, a workshop or a retreat for you, your sessions with us stay confidential. We agree what will be reported with you and your organisation at the start, in a three-way agreement.

The exception is the safeguarding and serious-risk situations listed in section 3.

6. Who we share your information with

We never sell your information or share it for others’ marketing. We share it only where needed, with:

• Service providers who work for us, under contracts that require them to keep it secure: email (hosted with our website provider) and cloud storage (Microsoft 365), video calls (Zoom), booking and scheduling (Calendly), email marketing (FluentCRM, which runs on our own website), payments (Stripe for card payments, and our bank for transfers), and our accountant.
• Retreat venues and activity partners, who receive only what they need, such as names, dietary requirements, access needs and, where safety requires, relevant health information, with your agreement.
• Associate practitioners who deliver work on our behalf, under the same confidentiality terms as us.
• Emergency services or medical professionals, if you are at serious risk.
• Authorities, regulators or courts, where the law requires it.
• Professional advisers such as our insurers and lawyers, where needed to handle a claim or complaint.

If The ROAR Effect Ltd  is ever sold, merged or restructured, your information may pass to the new owner, who must use it in line with this policy. Therapy and session notes would only be transferred with your consent.

Our website and posts may link to other sites, such as LinkedIn or booking platforms. Their own privacy policies apply to anything you share with them.

7. International transfers

We store and use your information in the UK where we can. Some of our service providers may process data outside the UK, for example in the EU or the USA. When that happens we make sure the country is covered by UK adequacy regulations or that appropriate safeguards are in place, such as the UK International Data Transfer Agreement or Addendum. Retreats held abroad may require sharing booking details with an overseas venue; we will tell you when you book.

8. How long we keep your information

We keep information only as long as we need it, then delete or securely destroy it.

We may keep information longer if we need it for a legal claim or complaint.

9. How we keep your information safe

We use security measures that suit the sensitivity of what we hold, including:

• password-protected, encrypted devices and accounts with two-factor authentication;
• on-line recorded session notes stored in zoom and documented folders with two-factor authentication, accessible only to your practitioner;
• paper records, such as signed forms and  session notes are kept in a locked cabinet and shredded when no longer needed;
• written agreements with service providers and associates that require confidentiality and security.

If a data breach is likely to put you at risk, we will tell you and, where required, report it to the Information Commissioner’s Office.

10. Your rights and how to complain

You have the right to:

• ask for a copy of the information we hold about you;
• ask us to correct information that is wrong or incomplete;
• ask us to delete your information, where we no longer have a reason to keep it;
• ask us to restrict or pause how we use it;
• object to how we use it, including at any time to direct marketing;
• ask for information you gave us in a format you can take elsewhere;
• withdraw your consent at any time.

Some of these rights have limits. For example, we must keep invoices for HMRC, and may keep records needed for a legal claim. If we can’t do what you ask, we will explain why.

To use any of these rights, email info@roareffect.com. It is free, and we will respond within one month. We will need to confirm your identity first.

Complaints. If you are unhappy with how we have handled your information, please tell us first. You can email info@roareffect.com or raise it with Julie or David in any way that suits you; you don’t need to use formal wording. We will acknowledge your complaint within 30 days, look into it, and tell you the outcome without undue delay.

If you are still not satisfied, you can complain to the Information Commissioner’s Office (ICO), the UK data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.

11. Cookies, young people, changes and contact

Cookies. A cookie is a small file a website saves on your device. Our website uses only essential cookies so it works properly. We do not currently use analytics or advertising cookies. Pages with our booking calendar load Calendly, which asks for your consent before setting any optional cookies of its own. You can clear or block cookies in your browser settings. If we add analytics or advertising cookies, we will ask for your consent first and update this policy.

Young people. We work with children (7-12) and teenagers aged (13-17) in group & 1-2-1 therapy and hypnotherapy. For under-16s, a parent or guardian gives consent and provides the background information we need. Young people aged 16 and 17 can usually agree to their own sessions, and we involve parents where the young person wants us to or it is in their best interests. We explain how we use their information in language they understand, and the rights in section 10 belong to the young person. What they share in sessions stays confidential, including from parents, except where agreed and  in the safeguarding situations in section 3. Their records are kept for the longer period shown in section 8. Our coaching, workshops and retreats are for adults only. 

Changes to this policy. We review this policy at least once a year and when our services change. The latest version will always be on our website, and we will tell current clients about any significant changes.

Contact us. The ROAR Effect Ltd., Elmfield House, New Yatt Road, Witney, OXON OX28 1PB., info@roareffect.com · JULIE – 07969730589, DAVID – 07483406096, 

Last updated: 12^th October 2026