Privacy Notice

Last Updated: 24th October 2026

1. INTRODUCTION

This privacy notice provides you with details of how we collect and process your personal data when you use our website or our services (https://www.knox-nutrition.co.uk).

By providing us with your data, you warrant to us that you are over 18 years of age.

KNOX NUTRITION LIMITED is the data controller and we are responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice). ICO registration number ZC283852.

Contact Details

Our full details are:

Full name of legal entity: KNOX NUTRITION LIMITED. Company number: 17462815

Email address: hello@knox-nutrition.co.uk

Postal address: CHERRY TREE COTTAGE, HENLEY HILL, HENLEY, HASLEMERE, GU27 3HG

It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at hello@knox-nutrition.co.uk.

2. WHAT DATA DO WE COLLECT ABOUT YOU, FOR WHAT PURPOSE AND ON WHAT GROUND WE PROCESS IT

Personal data means any information capable of identifying an individual. It does not include anonymised data.

We may process the following categories of personal data about you:

Communication Data

This includes any communication that you send to us whether that be through the contact form on our website, through email, text, WhatsApp, social media messaging, social media posting or any other communication that you send us. We process this data for the purposes of communicating with you, for record keeping and for the establishment, pursuance or defence of legal claims. Our lawful ground for this processing is our legitimate interests which in this case are to reply to communications sent to us, to keep records and to establish, pursue or defend legal claims.

Customer Data

This includes data relating to any purchases of goods and/or services such as your name, title, billing address, delivery address, email address, phone number, contact details, purchase details and payment details (card payments are processed securely using Stripe or Monzo and we do not see or store your full card details). We process this data to supply the goods and/or services you have purchased and to keep records of such transactions. Our lawful ground for this processing is the performance of a contract between you and us and/or taking steps at your request to enter into such a contract.

User Data

This includes data about how you use our website and any online services together with any data that you post for publication on our website or through other online services. We process this data to operate our website and ensure relevant content is provided to you, to ensure the security of our website, to maintain back-ups of our website and/or databases and to enable publication and administration of our website, other online services and business. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business.

Technical Data

This includes data about your use of our website and online services such as your IP address, details about your browser, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings and other technology on the devices you use to access our website. The source of this data is from our website's built-in analytics (Squarespace analytics). We process this data to analyse your use of our website and other online services, to administer and protect our business and website. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business and to grow our business.

Marketing Data

This includes data about your preferences in receiving marketing from us. We do not currently send marketing communications. If we do in the future we will only send them with your consent and you can unsubscribe at any time. Our lawful ground for this processing is consent.

We do not use your personal data to show you targeted advertisements including on facebook or instagram.

We may also use Communications Data, Customer Data, User Data, Technical Data and Marketing Data for the establishment, pursuance or defence of legal claims. Our lawful ground for this processing is our legitimate interests which in this case are to establish, pursue or defend legal claims.

Required Processing

Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver goods or services to you). If you don’t provide us with the requested data, we may have to cancel a product or service you have ordered but if we do, we will notify you at the time.

We may process your personal data without your knowledge or consent where this is required or permitted by law.

Purposes of Processing

We will only use your personal data for a purpose it was collected for or a reasonably compatible purpose if necessary. For more information on this please email us at hello@knox-nutrition.co.uk. In case we need to use your details for an unrelated new purpose we will let you know and explain the legal grounds for processing.

We collect the following special category personal data about you: Information about your physical and mental health including your medical history, symptoms, medications, supplements, diet and lifestyle, test results, consultation notes and any health information you share with us by email, WhatsApp, or through our intake forms. We process this information for the purpose of assessing your needs and providing nutritional therapy services, arranging and interpreting functional tests, recommending supplements and with your agreement, communicating with your GP or other healthcare professionals. Our lawful ground for processing this personal data under Article 6(1)(b) of the UK GDPR is that it is necessary for the performance of our contract with you and/or to take steps at your request before entering into a contract. As this information constitutes special category personal data, we also rely on your explicit consent under Article 9(2)(a) of the UK GDPR as the condition permitting this processing. We will obtain your explicit consent separately before collecting or otherwise processing this special category personal data. You may withdraw your consent at any time by contacting us at hello@knox-nutrition.co.uk. Withdrawal will not affect the lawfulness of processing carried out before your consent was withdrawn. If you withdraw your consent, we will not be able to continue to provide our services to you and we may need to keep your existing records for the period set out in section 8 for insurance and legal purposes.

Automated decision making

We do not carry out automated decision making or any type of automated profiling.

3. HOW WE COLLECT YOUR PERSONAL DATA

We may collect data about you by you providing the data directly to us (for example when you fill in the contact form on our website, book an appointment or complete our case history intake form, send us an email or WhatsApp message, message us on Instagram, or speak with us during a consultation). We may automatically collect certain data from you as you use our website by using cookies and similar technologies. Please see our cookie policy for more details about this www.knox-nutrition.co.uk/cookies

We may also receive data from third parties such as:

  • Laboratories when you choose to have a functional test and they send us your results

  • Your GP or other health professionals if we have contacted them with your agreement

  • Our website and booking providers (Squarespace and Acuity Scheduling) which provides us with website analytics and your booking details

  • Payment providers (Stripe and Monzo) which confirm your payments

4. MARKETING COMMUNICATIONS

We do not currently send marketing communications. If we do in the future, for example a newsletter, we will only send them to you if you have agreed to receive them. Our lawful ground for this processing will be your consent.

We will never share your personal details with any third party for their own marketing purposes.

You can ask us to stop sending you marketing messages at any time by following the unsubscribe link in any marketing message we send you, or by emailing us at hello@knox-nutrition.co.uk.

If you opt out of receiving marketing communications, this will not affect the personal data we hold about you to provide our services, such as appointment confirmations, reminders and your nutrition plans.

5. DISCLOSURES OF YOUR PERSONAL DATA

We may have to share your personal data with the parties set out below. We only share what is needed for the purpose.

Service providers who help us run our business, including Google Workspace (email, secure document storage and video consultations), Squarespace and Acuity Scheduling (our website and bookings), Stripe and Monzo (payments) and WhatsApp (messaging).

  • Laboratories, if you choose to have a functional test, such as Regenerus Labs, Nordic Laboratories, Genova Diagnostics or KBMO Diagnostics. We will tell you which laboratory we are using before your test.

  • Supplement suppliers, such as Natural Dispensary and Amrita Nutrition, if you choose to order recommended supplements.

  • Your GP or other healthcare professionals, only with your agreement. We will always ask you first.

  • Professional advisers, including our accountant, bank, lawyers and insurers.

  • Our professional bodies (such as the CNHC, ANP and GNC), if required in connection with a complaint or a regulatory matter.

  • Government bodies and regulators, such as HMRC or the ICO, where the law requires us to.

We may also share your personal data without your consent if the law requires it, or if we believe there is a serious risk of harm to you or someone else.

We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. Our service providers may only process your personal data for specified purposes and in accordance with our instructions. Laboratories, supplement suppliers and healthcare professionals are responsible for the personal data they receive and will handle it under their own privacy notices.

6. INTERNATIONAL TRANSFERS

Some of our service providers are based outside the UK or store data outside the UK. These include Google, Squarespace and Acuity Scheduling, Stripe and Meta (WhatsApp and Instagram), which are based in the United States, and some of the laboratories we work with, which are based in the United States or Denmark.

We are subject to the provisions of the UK General Data Protection Regulations (UK GDPR) that protect your personal data. Where we transfer your data to third parties outside of the UK, we will ensure that certain safeguards are in place to ensure a similar degree of security for your personal data. As such:

  • We may transfer your personal data to countries that the United Kingdom regulatory authorities have approved as providing an adequate level of protection for personal data; or

  • If we use US-based providers that are part of the UK-US Data Bridge (the UK Extension to the EU-US Data Privacy Framework), we may transfer data to them, as they have equivalent safeguards in place; or

  • Where we use certain service providers who are established outside of the UK, we may use specific contracts approved by the ICO (the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses), or codes of conduct or certification mechanisms approved by the UK government, which give personal data the same protection it has in the UK.

If none of the above safeguards are available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.

7. DATA SECURITY

We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. Client records are stored in secure, access-restricted systems protected by 2-step verification, and only the two of us can access them. WhatsApp messages are end-to-end encrypted. We send documents containing health information, such as your nutrition plan, as password-protected PDFs and never include the password in the same email. Any paper notes are scanned and then securely shredded.

Our service providers only process your personal data on our instructions and must keep it confidential.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.

8. DATA RETENTION

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, insurance or reporting requirements.

When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.

In particular, we keep:

  • Client health records (including case history, consultation notes, test results and nutrition plans): for 8 years after your last appointment, in line with the Complementary and Natural Healthcare Council (CNHC) Code of Conduct and our insurance requirements.

  • Financial records (including invoices, receipts and payment records): for 6 years from the end of the financial year they relate to, as required by HMRC.

  • Enquiries from people who do not go on to become clients: for 12 months.

  • Testimonials and reviews: until you ask us to remove them or we stop using them.

  • Website data collected by cookies: as set out in our Cookie Policy.

At the end of these periods, we securely delete your personal data.

In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

9. YOUR LEGAL RIGHTS

Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent.

You can see more about these rights at: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/

If you wish to exercise any of the rights set out above, please email us at hello@knox-nutrition.co.uk.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

When responding to a request to access your personal data, we are only required to carry out searches that are reasonable and proportionate in the circumstances (as now expressly recognised in the Data (Use and Access) Act 2025). This means we will take into account factors such as the nature of the information sought, the context in which it is held, any difficulty involved in locating it and the potential benefit to you of receiving it.

We try to respond to all legitimate requests within one month of receiving the request (or, where applicable, of receiving the identity verification information or clarification we have asked for - the response period is paused, or "stopped", while we wait for that information, in line with the Data (Use and Access) Act 2025).

Occasionally it may take us longer than one month if your request is particularly complex or you have made a number of requests, in which case we may extend the response period by up to a further two months. We will notify you within one month of receiving your request if an extension is needed and explain why.

Please note that if you ask us to delete your health records or withdraw your consent to us using them, we may need to keep certain records for the periods set out in section 8 for legal and insurance purposes.

10. HOW TO COMPLAIN

If you have a complaint about how we handle your personal data, we ask that you contact us first so that we can try to resolve it for you.

You can submit a data protection complaint to us by:

  • emailing us at hello@knox-nutrition.co.uk

  • writing to us at Knox Nutrition Ltd, Cherry Tree Cottage, Henley Hill, Henley, Haslemere, GU27 3HG

We will acknowledge your complaint within 30 days of receiving it. We will investigate your complaint without undue delay, keep you informed of our progress, and communicate the outcome to you clearly with sufficient detail for you to understand how we reached our conclusion.

If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk, telephone 0303 123 1113).

11. THIRD-PARTY LINKS

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

12. COOKIES

When you first visit our website, you can choose which cookies to accept using our cookie banner. To change your choice later, clear the cookies for our website in your browser settings and revisit the site, and the banner will appear again.

You can also set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Policy.