Privacy Notice - Netgain Nutrition

Last updated: December 2025

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1. Introduction

 

NetGain Nutrition is committed to protecting your personal information and respecting your privacy. This Privacy Notice explains how I collect, use, store, and protect your data when you use my nutritional advisory services.

 

I'm registered with the Information Commissioner's Office (ICO) as a data controller, which means I'm responsible for keeping your information safe and using it properly.

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About NetGain Nutrition:

 

Trade Name: NetGain Nutrition

Legal Name: Ms Julie Clare Sinkins

ICO Registration: ZC047220

Address: 3 Frampton Road, Bridgwater, Somerset, TA6 6ER

Email: jsinkins@hotmail.com

Phone: 07879 061478

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For any questions about how I handle your data, you can contact me using the details above.

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2. Information I Collect

 

To provide you with personalised nutritional advice and support, I need to collect certain information about you. Here's what I gather and why:

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2.1 Information You Provide Directly

 

Contact Details: Your name, email address, phone number, and postal address

Health Information: Medical history, current health conditions, medications, allergies, dietary restrictions, and any other health details relevant to your nutritional needs

Dietary Information: Current eating habits, food preferences, dietary goals, previous diet history

Lifestyle Information: Activity levels, sleep patterns, stress levels, occupation (where relevant to your nutrition plan)

Consultation Records: Notes from our consultations (phone, video call, or in-person), progress updates, feedback

Measurement Data: Weight, height, body measurements (if relevant to your goals)

Communication Records: Emails, messages, and any other correspondence between us

Payment Information: Billing details for invoicing purposes (note: card payments are processed securely by Stripe – I don't see or store your full card details)

Consent Records: Your agreement to this Privacy Notice and any specific consents (such as parental consent if you're under 16)

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2.2 Information I Collect Through My Website

 

When you visit netgainnutrition.com or submit a contact form, I may collect:

 

IP address and general location data

Browser type and device information

Pages you visit on the website

How you found my website

Date and time of your visit

Information you submit through contact forms or booking requests

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2.3 Information I Receive from Others

 

In some cases, I may receive information about you from:

 

Your parent or guardian (if you're under 16 – see Section 12 for details about young people's privacy)

Healthcare professionals (with your consent, such as referrals or shared care arrangements)

Family members or carers (with your consent, where you've asked them to help with your nutrition plan)

 

When I receive information from others, I make sure they have the right to share it with me.

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2.4 Special Category Data (Sensitive Personal Data)

 

The nature of nutritional advice means I process sensitive personal information, which UK data protection law calls "special category data". This includes:

 

Health information: Medical conditions, diagnoses, symptoms, medications, test results

Dietary requirements related to health or religion: For example, allergies, coeliac disease, diabetes management, or religious dietary needs

 

I only process this sensitive information because:

 

You've given me explicit consent to do so (which you can withdraw at any time)

It's necessary to provide you with healthcare services (nutritional therapy)

It's necessary to protect your vital interests (your health and wellbeing)

 

I take extra care with this information and apply enhanced security measures to keep it safe.

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3. How I Use Your Personal Data

 

I use your information for the following purposes:

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3.1 Providing Nutritional Services

 

Assessing your nutritional needs and health status

Creating personalised nutrition plans tailored to your goals and health requirements

Monitoring your progress and adjusting recommendations

Providing ongoing support and guidance through consultations

Responding to your questions between appointments

Managing our professional relationship

 

Legal Basis: Contract (performing the services you've asked for), Consent (for health data), Legitimate Interests (providing quality care)

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3.2 Administration and Client Management

 

Scheduling and managing appointments through Calendly

Maintaining your client records securely in NutriAdmin

Processing payments via Stripe or bank transfer

Sending appointment reminders and follow-up information

Managing invoicing and accounting records

 

Legal Basis: Contract, Legal Obligation (tax and accounting requirements)

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3.3 Communication and Updates

 

Responding to enquiries from prospective clients

Keeping you informed about your appointments or any changes to my services

Sending you resources or information relevant to your nutrition plan

Following up on your progress

 

Legal Basis: Contract, Legitimate Interests (maintaining the client relationship)

 

Please note: I don't send marketing emails or newsletters. All communication from me will be directly relevant to your care or enquiry.

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3.4 Legal and Professional Requirements

 

Maintaining professional records in line with industry standards

Complying with legal and regulatory obligations

Protecting both of us in case of disputes or legal claims

Ensuring your safety and safeguarding where necessary

 

Legal Basis: Legal Obligation, Legitimate Interests (professional standards and protection)

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4. Artificial Intelligence and Technology Tools

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4.1 My Approach to AI

 

I use some technology tools to help with administrative tasks and to present information more clearly. Here's my commitment to you:

 

Transparency: I'm upfront about where AI helps me work

Your Data Stays Private: Your personal and health information is never shared with AI tools

Human-Led Care: All nutritional advice, assessments, and decisions come from me – not from automated systems

Security: Any tools I use are subject to the same security standards

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4.2 How I Use AI

 

Administrative Support:

I use ChatGPT to help improve my general business writing (such as website content, blog posts, or educational materials) and to help present data in visual formats like charts or graphs for educational purposes.

 

What I don't do:

I never input your personal information, health data, or consultation notes into AI tools

I never use AI to create personalised nutrition plans or to make decisions about your care

I never use AI to analyse your specific health information

 

Human Oversight: Every aspect of your care is provided directly by me. AI is only used for general business tasks that don't involve client information.

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4.3 No Automated Decisions About Your Care

 

I don't make decisions that affect your health or nutrition plan based solely on automated processing. All advice and recommendations are based on my professional judgement, your individual circumstances, and our conversations.

 

This means decisions about:

 

Whether to accept you as a client

Your nutrition plan and recommendations

Changes to your care

Whether to continue or end our professional relationship

 

All involve my personal review and consideration of your unique situation.

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5. Legal Basis for Processing

 

Under UK GDPR, I need a valid legal reason to use your personal data. I rely on:

 

Consent: Where you've given clear permission (particularly for health data)

Contract: Where I need your information to provide the services you've asked for

Legitimate Interests: Where I have a genuine business need that doesn't override your rights (such as keeping records for professional standards)

Legal Obligation: Where I must process data to comply with the law (such as tax records)

Vital Interests: To protect your health and wellbeing in urgent situations

 

You can withdraw consent at any time by contacting me, though this may affect my ability to continue providing services.

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6. How I Share Your Personal Data

 

I don't sell your personal data to anyone. However, I do use trusted service providers to help me run my practice efficiently:

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6.1 Service Providers

 

NutriAdmin (UK-based): My secure client management system where your records are stored. This platform uses multi-factor authentication and is hosted in the UK. Website: nutriadmin.com

Calendly: For appointment scheduling and calendar management

Stripe: For secure payment processing (they handle your card details – I never see your full card number)

Microsoft 365: For email and document storage

Google Workspace: For some administrative tasks and file storage

 

All these providers:

 

Process your data only on my instructions

Have their own security measures in place

Comply with UK data protection laws

Are bound by written agreements to protect your data

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6.2 Healthcare Professionals

 

With your explicit consent, I may share relevant information with:

 

Your GP or other healthcare providers (for coordinated care)

Other practitioners involved in your care

Referral sources (with updates on your progress, if appropriate)

 

I'll always ask your permission before sharing information with other healthcare professionals.

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6.3 Legal Requirements

 

I may need to share your information if:

 

Required by law or court order

Necessary to protect your safety or someone else's safety (safeguarding)

Needed to prevent or detect crime

Requested by regulatory or professional bodies

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6.4 Data Storage and Transfers

 

All your personal data is stored and processed within the United Kingdom. I don't transfer your data internationally.

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7. Data Security

 

Your privacy and security are important to me. Here's how I protect your information:

 

Secure Systems: I use NutriAdmin with multi-factor authentication to access your records

Encryption: Data is encrypted when transmitted online (such as through my website or email)

Access Controls: Only I have access to your records – no one else can view them

Password Protection: All systems are protected with strong passwords

Regular Backups: Your data is backed up regularly to prevent loss

Physical Security: Paper records (if any) are kept in locked storage

Secure Disposal: When records need to be deleted, they're disposed of securely

 

While I take security seriously, no internet transmission is completely secure. Please keep any login details (if you have access to a client portal) confidential.

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Data Breach Notification:

If there's ever a data breach that could affect you, I'll:

 

Report it to the ICO within 72 hours (if required by law)

Let you know promptly so you can take any necessary steps

Take immediate action to fix the problem

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8. How Long I Keep Your Data

 

I only keep your personal information for as long as necessary. Here are my standard retention periods:

 

Client Records (Active): For the duration of our working relationship, plus 7 years after your last consultation (this meets professional standards and legal requirements)

Enquiries (Not Converted to Clients): 1 year from last contact

Payment and Invoicing Records: 6 years (HMRC requirement)

Appointment Records: Included in client records above

Email and Messages: 3 years from last contact

Website Contact Forms: 1 year if no consultation is booked

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Why 7 Years for Client Records?

 

This retention period meets:

Professional insurance requirements

Potential legal claims periods

HMRC tax record requirements

Professional standards for healthcare records

 

After these periods, I securely delete or destroy your information. You can ask me to delete your data sooner (see Your Rights below), though I may need to keep some information if there's a legal requirement to do so.

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9. Your Rights Under UK GDPR

 

You have important rights when it comes to your personal data. Here's what you can do:

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9.1 Right of Access (Subject Access Request)

 

You can ask for a copy of all the personal data I hold about you. I'll provide this within one month, free of charge.

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9.2 Right to Rectification

 

If any information I have about you is wrong or incomplete, you can ask me to correct it. This is especially important for health information – just let me know if anything needs updating.

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9.3 Right to Erasure ("Right to be Forgotten")

 

You can ask me to delete your data in certain circumstances, such as:

 

You withdraw your consent

The data is no longer needed for the purpose I collected it

You object to how I'm using it

 

However, I may need to keep some information if there's a legal or professional requirement (such as for insurance or accounting purposes).

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9.4 Right to Restrict Processing

 

You can ask me to limit how I use your data in certain situations, such as if you think the information is inaccurate or you've objected to me using it.

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9.5 Right to Data Portability

 

You can ask for your data in a commonly used electronic format, or ask me to transfer it to another healthcare provider. This applies to information you've provided to me directly.

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9.6 Right to Object

 

You can object to me processing your data based on legitimate interests. You can also object at any time if I were to use your data for marketing (though I don't currently send marketing communications).

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9.7 Right to Withdraw Consent

 

Where I'm using your data based on your consent (particularly for health information), you can withdraw that consent at any time. This won't affect anything I've already done with your permission, but it may mean I can't continue providing nutritional services.

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9.8 Rights Related to Automated Decisions

 

You have the right to:

 

Request human involvement in any automated decisions (though I don't make automated decisions about your care)

Express your point of view

Contest any automated decisions

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How to Exercise Your Rights

 

To use any of these rights, simply contact me:

 

Email: jsinkins@hotmail.com

Phone: 07879 061478

Post: Ms Julie Clare Sinkins, 3 Frampton Road, Bridgwater, Somerset, TA6 6ER

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What I'll Need from You:

To protect your privacy, I'll need to verify your identity before sharing information. I may ask for:

 

Proof of identity (such as a copy of your driving licence or passport)

Enough detail to locate your records

Clarification if your request isn't clear

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Response Time:

I'll respond within one month. For complex requests, this might extend to two months, and I'll explain why if needed.

 

Free of Charge:

I don't charge for most requests unless they're clearly unreasonable or repetitive.

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9.9 Right to Complain

 

If you're unhappy with how I've handled your data, you have the right to complain to the Information Commissioner's Office (ICO):

 

Information Commissioner's Office (ICO)

Website: www.ico.org.uk

Helpline: 0303 123 1113

Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

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I'd appreciate the chance to resolve any concerns directly first, so please do get in touch with me before contacting the ICO if possible.

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10. Third-Party Links

 

My website may contain links to other websites (such as research articles, resources, or product recommendations). Once you leave my website, I'm not responsible for the privacy practices of those other sites. I'd recommend reviewing their privacy policies before sharing any information.

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11. Changes to This Privacy Notice

 

I may update this Privacy Notice occasionally to reflect changes in my practice, legal requirements, or technology tools. When I do:

 

Minor Changes:

I'll update the "Last Updated" date at the top

Changes take effect immediately

 

Significant Changes:

I'll email you (if you're a current client) to let you know about important updates

I'll give you reasonable notice before changes take effect

If legally required, I'll ask for fresh consent

 

I encourage you to review this Privacy Notice from time to time. Continued use of my services after changes means you accept the updated notice.

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12. Privacy for Young People (Under 18s)

 

I provide nutritional services to young people aged 13 and over. Here's how I protect their privacy:

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12.1 Parental Consent (Under 16s)

 

If you're under 16, I need consent from your parent or guardian before I can provide services. This is a legal requirement under UK GDPR.

 

Your parent or guardian will:

 

Need to agree to this Privacy Notice on your behalf

Be involved in your consultations (at least initially)

Have the right to access your records

Be able to make decisions about your data

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12.2 Young People Aged 16-17

 

If you're 16 or 17, you can consent to nutritional services yourself. However, I usually encourage you to involve your parents or carers in your care, as their support often helps you get the best results.

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12.3 Confidentiality and Safeguarding

 

I treat all young people's information confidentially. However, if I'm ever concerned about your safety or wellbeing, I may need to share information with:

 

Your parents or carers

Your GP or other healthcare professionals

Safeguarding authorities (in serious cases)

 

I'll always try to discuss this with you first, unless doing so would put you or someone else at risk.

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13. Contact Me

 

If you have any questions about this Privacy Notice or how I handle your data, please get in touch:

 

Ms Julie Clare Sinkins

NetGain Nutrition

3 Frampton Road

Bridgwater

Somerset

TA6 6ER

 

Email: jsinkins@hotmail.com

Phone: 07879 061478

 

Response Times:

General enquiries: 1-2 business days

Data subject requests: Within one month

Complaints: I'll acknowledge within 24-48 hours

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This Privacy Notice complies with:

- UK General Data Protection Regulation (UK GDPR)

- Data Protection Act 2018

- Privacy and Electronic Communications Regulations (PECR)

- Professional standards for nutritional therapy

 

Thank you for trusting NetGain Nutrition with your health information. Your privacy matters to me, and I'm committed to keeping your data safe while providing you with the best possible nutritional care.