Privacy Policy- Mind Alchemy Institute
Mind Alchemy Institute
A trading name of 5Elements Services Ltd
Version: 1.0
Effective Date: 30 June 2026
Last Reviewed: 30 June 2026
Next Scheduled Review: June 2027
Introduction
Welcome to Mind Alchemy Institute (“MAI”, “we”, “our”, “us”), a trading name of 5Elements Services Ltd.
Mind Alchemy Institute is committed to protecting your privacy and ensuring that your personal information is processed lawfully, fairly, transparently and securely.
This Privacy Notice explains how we collect, use, store, share and protect your personal information whenever you:
visit our website;
book a coaching or Reiki session;
book a Belief Coding® session;
enrol on a course, workshop or educational programme;
attend a retreat, live event or online session delivered via Zoom;
purchase digital products or educational resources;
join a membership or online community;
contact us directly; or
otherwise engage with our services.
We recognise that the trust our clients place in us extends beyond the services we provide. Protecting your personal information is therefore one of our highest priorities.
We process personal information in accordance with:
the UK General Data Protection Regulation (“UK GDPR”);
the Data Protection Act 2018;
the Data (Use and Access) Act 2025;
the Privacy and Electronic Communications (EC Directive) Regulations 2003 (“PECR”), where applicable; and
where services are provided to individuals located within the European Economic Area (EEA), the EU General Data Protection Regulation (“EU GDPR”), where applicable.
By using our website or engaging with our services, you acknowledge that you have read this Privacy Notice.
Definitions
For the purposes of this Privacy Notice, the following terms shall have the meanings set out below.
Personal Data
Any information relating to an identified or identifiable living individual.
Special Category Personal Data
Personal data afforded additional protection under Article 9 UK GDPR and, where applicable, Article 9 EU GDPR. This includes information relating to health, religious or philosophical beliefs and other categories prescribed by applicable data protection legislation.
Processing
Any operation performed on personal data including collecting, recording, storing, organising, using, sharing, restricting, erasing or destroying personal information.
Data Controller (Controller)
The individual responsible for determining the purposes and means of processing personal data.
For the purposes of this Privacy Notice, the Data Controller is:
Nadia Maria Ochoa
Director, 5Elements Services Ltd
Trading as Mind Alchemy Institute.
Data Subject
The individual to whom the personal information relates.
Consent
Any freely given, specific, informed and unambiguous indication of an individual’s wishes by which they agree to the processing of their personal information.
Applicable Data Protection Legislation
Collectively refers to the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Data (Use and Access) Act 2025, the Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR) and, where applicable, the EU General Data Protection Regulation (EU GDPR).
Who We Are
Mind Alchemy Institute is the education, coaching and personal development division of 5Elements Services Ltd.
We provide professional services designed to support personal growth, mindset transformation and wellbeing, including:
Belief Coding® sessions;
Reiki sessions;
Mindset coaching;
Manifestation coaching;
Personal development programmes;
Educational courses;
Workshops and masterclasses;
Retreats;
Memberships and online communities;
Digital learning resources and educational materials.
Many of our services are delivered remotely via Zoom, enabling us to work with clients throughout the United Kingdom and internationally.
All coaching services, programmes, workshops, memberships and appointments are intended for individuals aged 18 years or over.
Data Controller
For the purposes of the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and, where applicable, the EU General Data Protection Regulation (EU GDPR), the Data Controller responsible for processing your personal information is:
Nadia Maria Ochoa
Director
5Elements Services Ltd
Trading as Mind Alchemy Institute
Telephone:
0330 333 8429
Email:
If you have any questions regarding this Privacy Notice or the way your personal information is processed, please contact the Data Controller using the details above.
Purpose of this Privacy Notice
This Privacy Notice explains:
who is responsible for processing your personal information;
what personal information we collect;
why we collect it;
the lawful bases upon which we process it;
who we may share it with;
how long we retain it;
how we keep it secure;
your rights under applicable data protection legislation; and
how to make a complaint if you are unhappy with the way your personal information has been processed.
Personal Information We Collect
Depending upon the services you use, we may collect and process the following categories of personal information.
Identity Information
Full name
Date of birth (where voluntarily provided or necessary for the service)
Contact Information
Postal address
Email address
Telephone number
Booking Information
Appointment details
Course registrations
Workshop bookings
Retreat registrations
Membership information
Attendance records
Coaching Information
Information voluntarily provided by you during:
Belief Coding® sessions;
Reiki sessions;
coaching sessions;
consultation forms;
intake questionnaires;
progress reviews.
This may include details regarding your personal goals, emotional wellbeing, mindset, life experiences and the areas you wish to explore during your sessions.
Transaction Information
We may process payment and transaction information necessary to manage bookings and purchases.
Payments are securely processed through trusted third-party payment providers including Stripe, Square and PayPal.
We do not store or have access to your full debit or credit card details.
Technical Information
When you use our website we may automatically collect:
Internet Protocol (IP) address;
browser type;
operating system;
device information;
website usage information;
cookies and similar technologies;
diagnostic information used to improve website performance.
Marketing Preferences
Where you have chosen to receive marketing communications, we may process information relating to:
newsletter subscriptions;
communication preferences;
marketing preferences;
event notifications.
Correspondence
We may retain copies of:
emails;
contact forms;
customer support requests;
messages;
testimonials;
reviews;
other correspondence voluntarily provided by you.
Voice Recordings
Where you specifically request that a coaching, Reiki or Belief Coding® session be recorded, we may retain a recording of that session for the purpose requested.
Recordings will never be made without your knowledge and agreement.
Special Category Personal Data
Because of the nature of the services provided by Mind Alchemy Institute, you may voluntarily disclose information relating to your physical health, mental health, emotional wellbeing, religious or philosophical beliefs, traumatic experiences or other information that constitutes Special Category Personal Data under Article 9 UK GDPR and, where applicable, Article 9 EU GDPR.
This may arise through Belief Coding® sessions, Reiki sessions, coaching conversations, consultation forms, retreat registrations or other client communications.
We do not seek more information than is necessary to provide our services. Where you voluntarily provide Special Category Personal Data, we will process it only where a lawful basis exists under Article 6 UK GDPR together with an appropriate condition under Article 9 UK GDPR (or the equivalent provisions of the EU GDPR where applicable), including your explicit consent where required.
All Special Category Personal Data is treated with the highest level of confidentiality and protected using appropriate technical and organisational security measures.
If You Do Not Provide Your Personal Information
Where we require certain personal information to provide our services or comply with legal obligations, and you choose not to provide that information, we may be unable to:
deliver coaching, Reiki or Belief Coding® sessions;
process your booking;
enrol you on courses, workshops or retreats;
provide digital products or memberships; or
comply with our legal obligations.
Where this applies, we will explain the reasons wherever reasonably practicable before cancelling or refusing the relevant service.
How We Collect Your Personal Information
We may collect your personal information:
directly from you when you complete forms or questionnaires;
through Acuity Scheduling when appointments are booked;
when you enrol on courses, workshops, memberships or retreats;
when purchasing digital products;
when contacting us by email, telephone or social media;
through cookies and similar technologies on our website;
from payment providers solely to confirm successful transactions;
from publicly available sources where permitted by law; and
from third parties where you have authorised the disclosure or where we are otherwise legally entitled to receive the information.
Where personal information is obtained from a third party, we will inform you of the source where required by applicable legislation.
9. Why We Process Your Personal Information
Under the UK General Data Protection Regulation (UK GDPR) and, where applicable, the EU General Data Protection Regulation (EU GDPR), we must have a lawful basis before processing your personal information.
Depending upon the nature of the services you receive, we rely upon one or more of the following lawful bases:
Performance of a contract.
Compliance with a legal obligation.
Legitimate interests.
Your consent.
Protection of vital interests (where applicable).
Performance of a task carried out in the public interest (where applicable).
Where we process Special Category Personal Data, we will also satisfy an additional condition for processing under Article 9 UK GDPR (and, where applicable, Article 9 EU GDPR).
We only process personal information where it is necessary, proportionate and lawful.
10. How We Use Your Personal Information
Your personal information may be used for the following purposes:
Purpose
Lawful Basis
Delivering Belief Coding® sessions
Performance of a Contract
Delivering Reiki sessions
Performance of a Contract
Providing coaching services
Performance of a Contract
Managing workshops, courses and retreats
Performance of a Contract
Administering memberships and online communities
Performance of a Contract
Responding to enquiries
Legitimate Interests
Providing customer support
Legitimate Interests
Processing payments
Performance of a Contract
Maintaining business records
Legal Obligation
Complying with taxation and accounting requirements
Legal Obligation
Improving our services
Legitimate Interests
Maintaining website security
Legitimate Interests
Preventing fraud
Legitimate Interests
Sending newsletters and marketing communications (where you have opted in)
Consent
Establishing, exercising or defending legal claims
Legitimate Interests and Legal Obligation where applicable
Where processing is based upon your consent, you may withdraw that consent at any time.
11. Special Category Personal Data
Because of the nature of our services, clients may voluntarily provide Special Category Personal Data during Belief Coding®, Reiki sessions, coaching sessions, consultation forms, workshops, retreats or other communications.
This information may include details relating to:
physical health;
mental health;
emotional wellbeing;
traumatic experiences;
religious or philosophical beliefs;
personal circumstances; and
other sensitive information voluntarily disclosed by you.
We process this information only where an appropriate lawful basis exists under Article 6 UK GDPR together with an appropriate condition under Article 9 UK GDPR (and, where applicable, the EU GDPR).
We will always process Special Category Personal Data with the highest level of confidentiality and implement appropriate technical and organisational measures to safeguard it.
12. Sharing Your Personal Information
We do not sell, rent or trade your personal information to third parties.
Where necessary to provide our services or comply with our legal obligations, we may share your personal information with trusted third-party service providers including:
Acuity Scheduling – appointment scheduling, client questionnaires and booking management.
Zoom – delivery of online coaching, Belief Coding®, Reiki sessions, workshops and educational events.
Otter.ai – where applicable, to generate AI-assisted transcripts of online Belief Coding® sessions for record-keeping and client support purposes.
Stripe – secure online payment processing.
Square – secure payment processing.
PayPal – secure online payment processing.
Hostinger – website hosting, website security and infrastructure.
Professional advisers, including accountants, solicitors, insurers and auditors.
Information technology and cybersecurity providers who support our systems.
Regulatory authorities, courts, law enforcement agencies or other public authorities where disclosure is required or permitted by law.
All third-party providers are required to process personal information securely and in accordance with applicable data protection legislation.
Where a third-party provider acts as an independent Data Controller, their processing will also be governed by their own Privacy Notice.
13. Online Sessions, Recordings and AI Transcripts
Many of our services are delivered remotely using Zoom.
Where appropriate, Belief Coding®, coaching sessions, Reiki sessions, workshops or educational programmes may be recorded to enable participants to revisit training materials or to support the delivery of the service.
Where recordings are made, participants will always be informed before recording begins.
Where applicable, Otter.ai may be used to generate an AI-assisted written transcript of Belief Coding® sessions.
These transcripts are used solely to:
support accurate record-keeping;
assist with client follow-up;
facilitate the delivery of our services; and
improve continuity between sessions where appropriate.
Recordings and transcripts are retained only for as long as reasonably necessary for the purposes for which they were created and are securely deleted when no longer required, unless a longer retention period is required by law.
14. International Transfers
Mind Alchemy Institute provides services to clients located within the United Kingdom and internationally.
Accordingly, your personal information may occasionally be transferred to, stored or processed outside the United Kingdom.
Where this occurs, we will ensure that appropriate safeguards are implemented in accordance with Chapter V of the UK GDPR and, where applicable, Chapter V of the EU GDPR.
These safeguards may include:
transfers to countries recognised as providing an adequate level of protection;
the UK International Data Transfer Agreement (IDTA);
the UK Addendum to the European Commission’s Standard Contractual Clauses (SCCs); or
other lawful transfer mechanisms recognised under applicable legislation.
Some trusted service providers, including Zoom, Otter.ai, Stripe, PayPal, Hostinger and Acuity Scheduling, may process personal information outside the United Kingdom. Where this occurs, those providers are responsible for implementing appropriate safeguards in accordance with applicable data protection legislation.
Further information regarding international transfers is available upon request.
15. International Clients
Where services are provided directly to individuals located within the European Economic Area (EEA), certain processing activities may also be subject to the EU General Data Protection Regulation (EU GDPR).
This Privacy Notice has therefore been prepared to comply with both UK GDPR and, where applicable, the EU GDPR.
16. Data Security
Protecting your personal information is one of our highest priorities.
We implement appropriate technical and organisational measures designed to protect your personal information against accidental loss, unauthorised access, disclosure, alteration or destruction.
These measures include, where appropriate:
secure password management;
encrypted communications where appropriate;
multi-factor authentication where available;
secure cloud storage;
restricted access to personal information;
secure payment processing;
device security measures;
regular software updates;
confidentiality obligations imposed upon any authorised persons processing personal information.
Although we implement appropriate safeguards, no electronic transmission or storage system can be guaranteed to be completely secure.
We continually review our security measures to ensure they remain appropriate to the nature of the information we process.
17. Personal Data Breaches
We maintain procedures for identifying, investigating and responding to suspected personal data breaches.
Where required under UK GDPR or other applicable legislation, we will notify the Information Commissioner’s Office (ICO) and affected individuals without undue delay.
If you believe that your personal information may have been compromised, please contact us immediately:
Email:
18. Automated Decision-Making and Profiling
Mind Alchemy Institute does not make decisions about individuals solely by automated means, including profiling, which produce legal effects or similarly significant effects.
Should this position change in the future, this Privacy Notice will be updated accordingly.
19. Retention of Personal Information
Mind Alchemy Institute will retain your personal information only for as long as is reasonably necessary to fulfil the purposes for which it was collected, including complying with legal, regulatory, taxation, accounting and reporting obligations.
Retention periods vary depending upon the type of information processed and the purpose for which it was collected.
As a general guide:
Record Type
Typical Retention Period
General enquiries
Up to 2 years
Coaching records
Up to 6 years after the final session
Belief Coding® consultation records
Up to 6 years after the final session
Reiki consultation records
Up to 6 years after the final session
Intake questionnaires
Up to 6 years after the final session
Workshop and course attendance records
Up to 6 years
Membership records
Up to 6 years after membership ends
Retreat booking records
Up to 6 years
Financial and accounting records
Minimum 6 years in accordance with HM Revenue & Customs (HMRC) requirements
Marketing preferences
Until consent is withdrawn or no longer required
Zoom recordings and Otter.ai transcripts
Retained only for as long as reasonably necessary for the purpose for which they were created, unless a longer retention period is required by law
Where legal proceedings, complaints or regulatory investigations are ongoing, we may retain personal information for an appropriate additional period.
When information is no longer required, it will be securely deleted or permanently anonymised.
20. Your Rights
Under the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and, where applicable, the EU General Data Protection Regulation (EU GDPR), you have the following rights in relation to your personal information:
the right to be informed;
the right of access;
the right to rectification;
the right to erasure (“the right to be forgotten”);
the right to restrict processing;
the right to data portability;
the right to object;
rights relating to automated decision-making and profiling;
the right to withdraw consent where processing is based upon consent; and
the right to lodge a complaint with the Information Commissioner’s Office (ICO).
These rights are subject to certain exemptions and limitations contained within applicable legislation.
21. Subject Access Requests (SAR)
You have the right to request confirmation as to whether we process your personal information and, where applicable, obtain a copy of that information.
You may submit a Subject Access Request (SAR) by contacting us in writing, including by email.
Although we provide a Subject Access Request form for convenience, you are not required to use it.
Your request should clearly state that you are requesting access to your personal information.
Before releasing any personal information, we may request sufficient evidence to verify your identity in order to protect your information against unauthorised disclosure.
We will normally respond within one calendar month of receiving your request and verifying your identity.
Where permitted by law, this period may be extended by up to a further two months where requests are particularly complex or numerous. Should an extension be necessary, we will notify you within the initial one-month period and explain the reasons.
Subject Access Requests are generally provided free of charge.
However, where requests are manifestly unfounded, excessive or repetitive, we reserve the right to charge a reasonable administrative fee or refuse the request where permitted by law.
To submit a Subject Access Request, please contact:
Data Controller
Nadia Maria Ochoa
Email:
22. Right to Rectification
You have the right to request that inaccurate or incomplete personal information held about you is corrected without undue delay.
If you believe that any information we hold is inaccurate or incomplete, please contact us using the details provided within this Privacy Notice.
23. Right to Erasure (“Right to be Forgotten”)
You may request the deletion of your personal information in certain circumstances, including where:
the information is no longer required for the purpose for which it was collected;
you withdraw your consent;
you successfully object to processing;
the information has been processed unlawfully; or
applicable legislation otherwise requires its deletion.
This right is not absolute and may not apply where we are legally required to retain personal information, including for taxation, accounting, regulatory compliance or the establishment, exercise or defence of legal claims.
24. Right to Restrict Processing
You may request that we restrict the processing of your personal information in certain circumstances, including where:
you contest the accuracy of the information;
processing is unlawful but you oppose its deletion;
we no longer require the information but you require it for legal claims; or
you have objected to processing and verification of that objection is pending.
25. Right to Data Portability
Where processing is based upon your consent or the performance of a contract and is carried out by automated means, you may request a copy of your personal information in a structured, commonly used and machine-readable format.
Where technically feasible, you may also request that we transfer your personal information directly to another organisation.
26. Consent
Where we rely upon your consent to process your personal information, you have the right to withdraw that consent at any time.
Withdrawal of consent will not affect the lawfulness of any processing carried out before consent was withdrawn.
You may withdraw your consent simply by contacting us by email.
You are not required to complete a specific withdrawal form.
Where explicit consent has been obtained for the processing of Special Category Personal Data, you may withdraw that consent at any time. However, doing so may affect our ability to provide certain services.
27. Marketing Communications
We will only send you marketing communications where:
you have provided your consent;
we are otherwise permitted to do so under the Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR); or
another lawful basis applies.
Marketing communications may include information relating to:
new coaching programmes;
Belief Coding® services;
Reiki services;
workshops;
retreats;
memberships;
courses;
newsletters;
digital resources;
events and special offers.
You may withdraw your consent to receive marketing communications at any time by:
clicking the “unsubscribe” link included within our emails; or
contacting us directly at:
Email:
Once consent has been withdrawn, we will stop sending marketing communications as soon as reasonably practicable.
Please note that withdrawing consent for marketing communications will not affect essential service communications relating to existing bookings, programmes, memberships or purchases.
28. Right to Object
You have the right to object to certain processing activities, including processing carried out for:
direct marketing;
legitimate interests;
public interest tasks; and
scientific or historical research, where applicable.
Where you object to direct marketing, we will cease processing your personal information for that purpose immediately.
In certain circumstances, exercising your right to object may affect our ability to continue providing services where processing is necessary for the performance of our contractual obligations.
29. Cookies
Our website uses cookies and similar technologies to ensure that it functions correctly, enhances your browsing experience and helps us understand how visitors use our website.
Cookies are small text files placed on your computer, tablet or mobile device when you visit a website.
Some cookies are essential for the operation of our website, while others help improve functionality, security and user experience.
We currently use cookies provided by ourselves and trusted third-party providers, including:
Hostinger – website hosting, website security and performance.
Acuity Scheduling – online appointment booking and scheduling.
Zoom – facilitating online coaching sessions, Belief Coding®, Reiki sessions, workshops and educational events.
Stripe – secure online card payment processing and fraud prevention.
Square – payment processing.
PayPal – secure online payment processing.
Where analytics services are used, additional cookies may be placed to help us understand website traffic and improve the performance of our website.
In accordance with the Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR), we will obtain your consent before placing any non-essential cookies on your device.
You may manage your cookie preferences through your browser settings or via our cookie consent banner where available.
Please note that disabling certain cookies may affect the functionality of our website.
30. Third-Party Websites
Our website may contain links to third-party websites, platforms or social media pages.
This Privacy Notice applies solely to Mind Alchemy Institute.
We are not responsible for the privacy practices, security or content of external websites. We encourage you to read the privacy notices of any third-party websites you visit.
31. Changes to this Privacy Notice
We may update this Privacy Notice from time to time to reflect changes in:
applicable legislation;
regulatory guidance;
technology;
our services;
our business practices; or
our service providers.
The most recent version of this Privacy Notice will always be published on our website.
Where significant changes are made, we may also notify you by email or by displaying a prominent notice on our website where appropriate.
32. Data Protection Complaints Procedure
Mind Alchemy Institute is committed to protecting your personal information and resolving any concerns relating to the way we process your personal data fairly, transparently and without undue delay.
If you have any concerns about how your personal information has been collected, used, stored, shared or otherwise processed, we encourage you to contact us first so that we have the opportunity to investigate and resolve the matter.
How to Make a Complaint
If you believe that we have not processed your personal information in accordance with applicable data protection legislation, please contact the Data Controller using the details below.
Email:
Postal Address:
Mind Alchemy Institute
A trading name of 5Elements Services Ltd
2nd Floor Katherine House
11 Wyllyotts Place
Darkes Lane
Potters Bar
EN6 2JD
To help us investigate your complaint efficiently, please include:
your full name;
your contact details;
a description of your concern;
any relevant dates or correspondence;
any supporting information you wish to provide; and
the outcome you are seeking.
Our Complaints Process
Once we receive your complaint we will:
acknowledge receipt of your complaint within 30 days;
investigate your concerns fairly and impartially;
contact you if additional information is required;
keep you informed of our progress where appropriate; and
provide you with a written outcome explaining our findings and any action taken.
Where appropriate, we will take reasonable steps to correct any issues identified and improve our internal procedures.
If You Remain Dissatisfied
If you remain dissatisfied with our response, or believe that we have processed your personal information unlawfully, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).
Further information about making a complaint is available at:
https://ico.org.uk/make-a-complaint/
Nothing within this procedure affects your legal right to complain directly to the Information Commissioner’s Office at any time.
33. Contact Us
If you have any questions regarding this Privacy Notice or how your personal information is processed, please contact the Data Controller.
Data Controller
Nadia Maria Ochoa
Director
Mind Alchemy Institute
A trading name of 5Elements Services Ltd
Telephone:
0330 333 8429
Email:
34. Governing Law
This Privacy Notice shall be governed by and interpreted in accordance with the laws of England and Wales.
Nothing within this Privacy Notice limits or excludes any rights afforded to individuals under the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Data (Use and Access) Act 2025, the Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR) or, where applicable, the EU General Data Protection Regulation (EU GDPR).
35. Document Review
This Privacy Notice is reviewed regularly to ensure it remains accurate, up to date and compliant with applicable legislation, regulatory guidance and business practices.
Where changes are required, this document will be updated accordingly and a revised version published on our website.
Document Control
Version: 1.0
Effective Date: 30 June 2026
Last Reviewed: 30 June 2026
Next Scheduled Review: June 2027
Document Owner: Nadia Maria Ochoa
Director
Mind Alchemy Institute
A trading name of 5Elements Services Ltd
Wellness
Your Healing journey starts here...
Healing
Mindfulness
Email: contact@mindalchemyinstitute.com
Contact no: +44330 333 8429
© 2025. All rights reserved.
Mind Alchemy Institute is a trading name of 5Elements Services Ltd
2nd Floor Katherine House, 11 Wyllyotts Place, Darkes Lane, Potters Bar, England, EN6 2JD
Company no: 12214275