Privacy Policy

Burnt Orchid Organics™ & SOFT™ Practitioner School
Last updated: 07/06/2026

We are committed to protecting your privacy and ensuring your personal information is handled safely, respectfully, and in accordance with UK GDPR.

This Privacy Policy explains how we collect, use, store, and protect your data when you:

• visit our website
• place an order
• complete an online form
• complete a SOFT™ assessment
• complete an aromatherapy intake form
• communicate with us by email
• receive wellbeing, sensory‑based, or aromatherapy services

1. Information We Collect

1.1 Standard Website & Order Data

We collect the following information when you use our website or place an order:

• Personal details: name, email address, billing/shipping address
• Order information: products purchased, payment method (processed securely by third‑party providers)
• Device data: IP address, browser type, pages visited
• Cookies & analytics: used to improve site performance and customer experience

We do not store full payment card details.

1.2 Wellbeing, Aromatherapy & SOFT™ Assessment Data (Special Category Data)

When you complete an assessment, questionnaire, or intake form, we may collect:

• health information
• allergies, medications, pregnancy status
• sensory profile information
• neurotype (e.g., autistic, ADHD, AuDHD)
• emotional regulation patterns
• trauma‑linked sensory or emotional responses
• well-being goals
• practitioner notes
• blend formulation notes

This information is considered special category data under the UK GDPR.

We only collect this information with your explicit consent.

2. How We Use Your Information

We use your information to:

2.1 For Orders & Website Use

• process and deliver your orders
• communicate with you about your purchase
• respond to customer service enquiries
• improve our website and services
• send marketing emails (only if you opt in)
• comply with legal obligations

2.2 For Wellbeing, Aromatherapy & SOFT™ Services

• assess your needs
• design personalised aromatic or sensory‑based interventions
• maintain accurate practitioner records
• ensure safety and suitability of products
• provide follow‑up support
• meet insurance and professional requirements

We never sell your data.

3. Legal Basis for Processing (UK GDPR)

We process your data under the following lawful bases:

3.1 Contract

To fulfil your order or provide a service you have requested.

3.2 Explicit Consent

Required for processing:

• health information
• sensory profile information
• neurotype information
• trauma‑linked information
• SOFT™ assessment data
• aromatherapy intake data

You may withdraw consent at any time.

3.3 Legitimate Interest

To improve our website, prevent fraud, and maintain business operations.

3.4 Legal Obligation

For tax, accounting, and insurance requirements.

4. How Your Information Is Stored

Your data is stored securely through:

• Shopify (website + checkout)
• Google Forms (for assessments and questionnaires)
• Email (for email‑based assessments)
• Secure practitioner records
• Payment processors such as Shopify Payments, PayPal, or your chosen provider
• Email marketing tools (only if you subscribe)

All third‑party providers meet GDPR requirements.

5. Sharing Your Information

We only share your data with trusted service providers who help us run our business:

• Shopify
• Payment processors
• Shipping carriers
• Email marketing services (if subscribed)
• Analytics tools (Shopify analytics, cookies)

For wellbeing services, we do not share your health or assessment data with anyone unless:

• you give explicit written consent, or
• We are legally required to do so for safeguarding reasons.

Some orders may be fulfilled by trusted third‑party suppliers. These suppliers receive only the information needed to deliver your order.

6. Cookies

Our website uses cookies to:

• remember your preferences
• improve site performance
• analyse website traffic

You can manage or disable cookies in your browser settings.

7. Your Rights (UK & EU GDPR)

You have the right to:

• access the personal data we hold about you
• request corrections
• request deletion (“right to be forgotten”)
• withdraw consent for marketing
• withdraw consent for special category data
• request a copy of your data
• object to certain types of processing

To exercise any of these rights, email us at
support@burntorchidorganics.com

8. Data Retention

We keep your information only as long as necessary to:

• fulfil your order
• provide your well-being or aromatherapy service
• meet legal, tax, and insurance requirements

Health and assessment data is retained for 7 years, as required by UK insurance standards.

Marketing data is kept until you unsubscribe.

9. Children’s Privacy

Our website and wellbeing services are not intended for children under 16.
We do not knowingly collect data from children.

10. Changes to This Policy

We may update this policy from time to time.
The latest version will always be available on this page.

11. Contact Us

If you have any questions about this Privacy Policy or your data, please contact us at:

support@burntorchidorganics.com
We respond within 24–48 hours.