PRIVACY NOTICE

Who We ArePSYBERANIMA LIMITED ("we", "us", "our") is a UK digital wellbeing tech company. We build research-backed tools and cyberpsychology-informed education for healthier digital lives — at home and at work. We also connect individuals with specialist Digital Wellbeing Coaches through our matching service. We are the data controller for enquiries, coaching matches, user accounts, and any personal data you provide through our tools, courses, and website.Company number: 16760762
Registered office: 71-75 Shelton Street, Covent Garden, London, UNITED KINGDOM, WC2H 9JQ
Contact: [email protected]
ICO registration no.: Z1824823IMPORTANT: We are a digital wellbeing and educational service, not a medical or clinical service. We do not provide medical diagnosis, therapy, treatment for mental illness, or crisis intervention. If you are in immediate danger, call 999. For 24/7 support call Samaritans 116 123 or text SHOUT to 85258.___________________________________________________________________________________________________
What Data We CollectWebsite Visitors & Enquirers:- Contact details: Name, email address, and any information you choose to include in a message when contacting us through our website forms.
- Technical data: IP address, browser type, device information, and cookie data (see Cookies & Tracking below).Coaching Clients (people seeking coaching):- Contact details: First name, email, phone number.
- Coaching preferences: Your focus areas (e.g., Deep Work, Digital Detox, Focus), budget band, and availability.
- Intake information: Information you choose to share about your digital habits, focus levels, and digital challenges through the client intake form.Coaches (applicants and members of the network):- Professional details: Name, contact email, bio, photo.
- Credentials: Academic qualifications, coaching certifications (e.g., ICF, BPS, BACP Coaching Division), and Professional Indemnity Insurance confirmation.
- Practice details: Fees, availability, and specialisms.Psyberix Users (our free AI wellbeing chatbot):- Conversation data: Messages you send to Psyberix are transmitted to our AI provider (Anthropic) to generate the chatbot's response. Neither Psyberanima nor Anthropic retains your conversations after the session — they are processed to deliver the response and are not stored, logged for training, or used to build a user profile.
- Session data: Basic technical information required for the service to function (e.g., anonymous session identifiers).
- Age confirmation: Psyberix is for adults aged 18+ only.Course Participants (Digital Minds // Modern Realities and future courses):- Account details: Name, email, and login credentials required to access the course platform.
- Progress data: Your progress through course modules, reflection responses you choose to save, and capstone submissions.
- Payment data: Handled directly by our payment processor (Stripe) — we do not store your full card details on our systems.What we DO NOT collect:
We do not intentionally collect medical records, NHS numbers, or formal psychiatric diagnoses. We do not sell your data, and we do not use your personal reflections or course progress for advertising.Age Assurance: Our services are for adults aged 18 and over. We do not knowingly collect data from anyone under 18. If we learn that a minor has submitted data to us, we will delete it.___________________________________________________________________________________________________
Why We Collect ItWe process your personal data under the following legal bases:- Contractual Necessity (UK GDPR Art. 6(1)(b)): to provide the services you have signed up for (e.g., coaching match, course access, Psyberix chatbot).
- Legitimate Interests (UK GDPR Art. 6(1)(f)): to operate, improve, and secure our tools, coaching network, and educational content.
- Consent (UK GDPR Art. 6(1)(a)): for optional analytics cookies and marketing communications.
- Legal Obligation (UK GDPR Art. 6(1)(c)): for tax, accounting, and safeguarding records.Purposes of processing:
- To respond to your enquiries.
- To match you with a suitable Digital Wellbeing Coach.
- To provide access to Psyberix and process the conversations you have with it.
- To deliver course content, track your progress, and issue certificates of completion (where applicable).
- To send you service-related communications (e.g., account notifications, coach introductions, course updates).
- To send you marketing communications, where you have explicitly opted in.
- To operate our website, prevent abuse, and maintain legal and tax records.Sensitive information you may share voluntarily:
While we are not a clinical service, you may voluntarily share information relating to your wellbeing (e.g., stress levels, burnout, digital habits, reflections) — for example, when completing the intake form, using Psyberix, or completing course reflection prompts. Where this falls within Special Category data under UK GDPR Art. 9, we process it strictly based on your Explicit Consent (UK GDPR Art. 9(2)(a)). We minimise this data wherever possible and do not retain it longer than necessary. Where required for safeguarding or the prevention of harm, we may also process such data under the 'Substantial Public Interest' condition (Data Protection Act 2018, Schedule 1).___________________________________________________________________________________________________
How We Use and Share DataWe do not sell your data. We share it only with trusted third-party processors necessary to operate our services, and only under Data Processing Agreements (DPAs).Coach Introductions: We review your intake enquiry and introduce you to a suitable Digital Wellbeing Coach via email. The coach acts as an independent data controller for any data you share with them directly during sessions.The Coaching Boundary: Once we introduce you to a coach, that coach becomes the sole Data Controller for your coaching sessions, notes, scheduling, session logistics, and direct communications. Coaches are independently responsible for holding their own Professional Indemnity Insurance, arranging the time and location of sessions, and complying with data protection law in their own practice. Psyberanima does not have access to your private session notes and is not responsible for the coach's independent data practices.Our current processors:- Cloudflare — infrastructure and edge processing for Psyberix.
- Anthropic — provides the AI model that powers Psyberix. Conversation content is transmitted to Anthropic to generate responses in real time. Under Anthropic's terms, conversations are not retained after processing, are not used for model training, and are not stored on our systems or theirs.
- Stripe — payment processing for course enrolment and any paid services.
- Vercel — website and platform hosting.
- Google — analytics (with your consent) and business email services.International Transfers:
Some of our processors (e.g., Anthropic, Stripe, Google, Cloudflare) store or process data outside the UK. We rely on the UK International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses, or adequacy decisions to ensure your data remains protected to UK GDPR standards.___________________________________________________________________________________________________
Data Retention- Client intake enquiries: Kept for 12 months from last activity to support re-matching, then deleted or anonymised.
- Coaching match records: Psyberanima retains platform data (matches and payments) for 6 years for tax and legal reasons. Your individual coach will retain their own session notes according to their own privacy policy and insurance requirements.
- Coach profiles: Retained while you are an active member of the network, plus 6 years after leaving for record-keeping.
- Psyberix conversations: Not retained. Messages are processed in real time to generate a response and are not stored after the session ends.
- Course accounts and progress: Retained while your account is active. On account closure, we delete or anonymise your data within 90 days, subject to legal retention requirements.
- Payment and tax records: Retained for 6 years, as required by HMRC.
- Marketing consent records: Retained until you withdraw consent.Right to Erasure: You may request the deletion of your data at any time. We will process this within 30 days, unless we are legally required to retain specific transaction data (e.g., for HMRC tax audits).___________________________________________________________________________________________________
Your RightsUnder UK GDPR, you have the right to:- Access the personal data we hold about you.
- Correct inaccurate or incomplete data.
- Delete your data (subject to legal retention obligations).
- Restrict or object to the processing of your data.
- Data portability — request your data in a machine-readable format.
- Withdraw consent at any time, where processing is based on consent.To exercise these rights, email [email protected].If you are unhappy with how we handle your data, you can complain to the UK Information Commissioner's Office (ICO) at ico.org.uk or call 0303 123 1113.___________________________________________________________________________________________________
Cookies & TrackingWe use essential cookies to make our website and services function. With your consent, we may also use:- Analytics cookies — to understand how visitors interact with our platform.
- Functional cookies — to enable enhanced features such as embedded videos and forms.You can manage or withdraw your cookie preferences at any time via our cookie banner.___________________________________________________________________________________________________
SecurityWe use encryption in transit (HTTPS) and industry-standard authentication to protect your data. However, no internet transmission is 100% secure. Please avoid sending sensitive medical histories or crisis details via email or web forms — those channels are not designed for that purpose. In an emergency, use the crisis contacts listed at the top of this notice.___________________________________________________________________________________________________
Complaints & Non-Clinical AgreementIf you have concerns about our service or how we handle your data, please contact us first at [email protected]. If we cannot resolve the matter, you may escalate to the ICO (details above).If you raise a complaint about a coach, we will review it against our Code of Conduct. However, as a non-clinical platform, we do not provide medical oversight. Serious ethical breaches will be referred to the coach's relevant professional body (if applicable) or legal authorities.___________________________________________________________________________________________________
Changes to This NoticeWe may update this notice as our services evolve. Material changes will be communicated to registered users where appropriate.
Last updated: July 2026© Psyberanima Limited 2026. All rights reserved.