Anima Hub is committed to safeguarding the privacy of our website visitors and service users, and complies with General Data Protection Regulation (GDPR) and other applicable laws. This privacy policy will explain how our organisation uses the personal data we collect from you when you use our website.

Anima Hub may collect the following types of data:

Personal Data:

• Name
• Date of Birth
• Email Address
• Country
• Gender

Usage Data:

• IP Address
• Geographical Location
• Browser Information
• Operating System
• Length of Visit
• Page Views
• Website Navigation

Transaction Data:

• Contact Details
• Payment Details
• Purchase Details

Wellness Data:

• Health Issue Details
• Health & Wellness Activity Details

Notification Data:

• Notification Preferences
• Marketing Preferences
• Contact Preferences

Correspondence Data:

• Contact Details
• Communication Content
• Metadata

You directly provide Anima Hub with most of the data we collect. We collect data using web forms, cookies, third-party integrations, and direct communications. We collect and process data when you:

• Register for an account via the Anima Hub website
• Use or view the Anima Hub website
• Place an order for any of our products or services
• Use any of the Anima Hub website functionality such as Assessments
• Signup for a newsletter or configure notifications
• Contact us, complete a survey, or provide feedback

Anima Hub may also receive your data via the following sources:

• 3rd Party Application Integration (for example Google Fit)

Anima Hub collects your data so that we can:

Monitor and improve our website

• Usage Analytics: By analysing your IP address, browser information, and website navigation patterns, we can identify which features are most popular and which areas of the website may need improvements. This helps us enhance user experience by optimizing website performance and functionality.
• Error Tracking: Usage data such as page views and length of visit can help us detect and resolve technical issues or errors, ensuring a smooth and reliable user experience.

Fulfil purchases and provide support

• Order Fulfilment: When you place an order, we use your transaction data to process payments and arrange delivery of goods or services. This includes using your contact details to send order confirmations and shipping updates.
• Customer Support: If you contact us with questions or issues regarding your purchase, we use your correspondence data to provide timely and effective customer support.

Create & manage your account

• Registration and Authentication: When you sign up for an account, we use your name, email address, and other personal details to create and authenticate your account. This allows you to securely log in and access our services.
• Profile Management: We use your data to manage your profile settings, preferences, and account information, ensuring your details are up-to-date and accurate.

Handle your data according to context and consent

• Public Data: If you choose to submit personal data in public or community areas of the platform - such as testimonials, discussion forums, or features like Fireside Chat - this information may be visible to other users or publicly accessible. We recommend that you do not share any sensitive personal information in these spaces unless you are comfortable with it being seen by others.
• Private Wellness Data: When you use private areas of the platform - including assessments, health checks, journal entries, goals, insights, and activity logs - this data is treated as confidential. It is securely stored and used only to provide you with personalised insights, track your progress, and support your wellness journey. This data is never shared with employers, third parties, or the public.
• Business Wellness Data: For business users, we may also use de-identified and aggregated data to generate high-level organisational insights. These insights help companies better understand wellbeing trends across their workforce but are completely anonymous and cannot be traced back to any individual.

Communicate with you and process your requests

• Response to Inquiries: If you contact us via email or through the website, we use your correspondence data to respond to your inquiries, provide information, and address any concerns you may have.
• Feedback Processing: When you complete surveys or provide feedback, we analyse the information to improve our services and better meet your needs.

Send you helpful updates and reminders

• Email Updates: With your consent, we use your email address to send newsletters and updates about new features, upcoming events, and occasional offers relevant to your interests.
• In-App Notifications: Based on your contact preferences and activity, we send push notifications or in-app prompts - such as content reminders, daily health checks, or story progression nudges - to help you stay engaged and on track with your wellness journey.

Provide you with personalised reports and recommendations

• Personalised Reports: Using your wellness data - such as health check responses, journal entries, and activity logs - we generate personalised reports that track your progress and highlight areas for improvement.
• Recommendations: By analysing your activities and goals, we provide tailored suggestions to support your wellness journey - such as improving fitness, managing stress, or building healthy habits.

Deliver results and wellness-related content

• Assessment Results: When you complete a survey, health check, or audit, we use your submitted data to provide your personalised results via email.
• Relevant Resources: With your consent, we may also send occasional updates, insights, and offers to support workplace wellbeing. These may include helpful resources, feature announcements, and information about services aligned with your organisation’s wellness goals.

Power AI-driven features and personalised experiences

• Story Generation: We use your activity data, journal entries, and wellness inputs to generate personalised narrative content within the platform, helping you stay engaged with your wellbeing journey.
• AI Coach and Insights Engine: Your data may be analysed by automated systems to deliver in-app guidance, coaching messages, and wellbeing insights tailored to your progress, preferences, and goals.

Connect third-party tools to enhance your experience

• Wearable and Health Data: If you connect third-party services such as Google Fit, Apple Health, or wearable devices, we may collect relevant data to support personalised insights and progress tracking.
• Calendar and Scheduling Integrations: When enabled, we may access limited calendar data to recommend suitable wellness activities, schedule reminders, or support time-based challenges.

Process payments and prevent fraud

• Payment Processing: We share transaction data with third-party payment providers only as necessary to process your payments, issue refunds, and handle related queries or complaints.
• Fraud Prevention: When processing an order, we may use credit reference agencies to verify your identity and prevent fraudulent activity.

Retain records to meet legal and regulatory requirements

• Compliance: We keep records of your transactions and interactions with us to comply with legal requirements, such as tax laws and consumer protection regulations.
• Dispute Resolution: In case of disputes or legal claims, we use your data to provide evidence and resolve issues in compliance with insurance and legal protocols.

Disclose data when required for legal or professional purposes

• Insurance and Professional Advice: We may disclose personal data to our insurers or professional advisers when needed to obtain or maintain insurance coverage, manage risk, or receive expert guidance.
• Legal Compliance and Claims: We may disclose personal data where required to comply with a legal obligation, or to establish, exercise, or defend legal claims — whether in court, administrative, or out-of-court proceedings.

Secure Hosting

Your data is securely hosted on AWS servers located in London, England. Any international data transfers are protected by appropriate safeguards, specifically the use of standard data protection clauses adopted or approved by the European Commission.

Data Review

We regularly review the data we hold to ensure it remains accurate, relevant, and limited to what is necessary for our services.

Public Data

Personal data that you choose to submit in public or community areas of the platform - such as testimonials, discussion forums, or features like Fireside Chat - may be visible to other users or publicly accessible. We recommend that you do not share any sensitive information in these spaces unless you are comfortable with it being seen by others.

Private Data

Personal data submitted through private areas of the platform - including assessments, health checks, journal entries, goals, insights, and usage data - is treated as confidential and is never shared with employers, third parties, or the public. This data is securely stored and used only to provide you with personalised insights, track your progress, and enhance your wellness experience.

Business Data

For business users, de-identified and aggregated data may also be used to generate high-level organisational insights. These insights are completely anonymous and cannot be traced back to any individual user.

Security Precautions

We take appropriate technical and organisational measures to secure your personal data and prevent loss, misuse, or unauthorised alteration. All personal data is stored on secure servers, password-protected devices, and where applicable, secure manual record-keeping systems.

Data Security and Encryption

We use industry-standard encryption protocols (such as HTTPS and SSL/TLS) to protect personal and financial data transmitted between your device and our servers. This helps safeguard your information during transmission.

Disclaimer on Data Transmission

While we take appropriate precautions to protect your data, you acknowledge that no method of transmission over the internet is entirely secure. As such, we cannot guarantee the security of data transmitted outside of our controlled systems.

Password Security

You are responsible for keeping your password confidential and secure. We recommend using a strong, unique password and ensuring it is not easily guessed by others. We will never ask you for your password except when logging in.

Personal data will be retained for a minimum period of 12 months, and for a maximum period of 36 months following account closure.

Personal data related to financial transactions will be retained for up to 7 years for tax and audit purposes.

In some cases it is not possible for us to specify in advance the periods for which your personal data will be retained. In such cases, we will determine the period of retention based on the nature of our ongoing business relationship and our legal obligations.

We may also retain your personal data beyond the period stated above where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

Anima Hub would like to send you relevant updates, resources, and information about our products and services that support wellbeing, performance, and growth.

We will only contact you for marketing purposes with your consent, or where permitted under UK GDPR and the Privacy and Electronic Communications Regulations (PECR).

You can manage your communication preferences at any time by going to Account Preferences, by clicking the unsubscribe link in any marketing email, or by contacting us at optout@animahub.com.

Anima Hub would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

• The right to access: Request a copy of your data.
• The right to rectification: Correct inaccurate or incomplete data.
• The right to erasure: Request deletion of your data under certain conditions.
• The right to restrict processing: Request a limit on data processing under certain conditions.
• The right to object to processing: Object to data processing under certain conditions.
• The right to data portability: Request transfer of your data to another organization or directly to you.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at gdpr@animahub.com

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. When you visit our websites, we may collect information from you automatically through cookies or similar technology.

Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies. For further information, visit allaboutcookies.org.

Anima Hub uses cookies in a range of ways to improve your experience on our website, including:

• Keeping you signed in
• Storing your activities and preferences to improve your experience
• Understanding how you use our website

The Anima Hub website uses 2 types of cookies:

• Persistent cookies are used to enhance your experience on our website by remembering your preferences and login details. For instance, if you select the "Remember Me" option when logging into your Anima Hub account, a persistent cookie is created. These cookies will be stored by your web browser and will remain valid until the set expiry date or until deleted.
• Session cookies help us keep track of your movement from page to page so you don’t get asked for the same information you’ve already given to the site. These cookies will expire at the end of your session, when your web browser is closed.

Our website uses these cookies for the following purposes:

Authentication & Security: Anima Hub uses cookies to identify you when you login to our website, and as part of the security measures used to protect user accounts including preventing fraudulent use of login credentials and safeguarding our website from malicious activity.

Specific Cookies:

• anima_hub_accept_cookies: Stores whether you have accepted cookies on our site. Duration: 1 year.
• XSRF-TOKEN: A Cross-Site Request Forgery (CSRF) token to protect against CSRF attacks. Duration: 1 hour (auto renews).
• anima_hub_session: Stores user authentication status. Duration: 1 hour.

Preferences: Anima Hub uses cookies to recognize you on our website and remember your previously selected preferences. These could include preferred language and location settings.

Specific Cookies:

• anima_hub_stats_url: Saves the stats page category selection. Duration: 1 week (deletes when navigating away from the page).

Analysis: Anima Hub uses cookies to analyse the use and performance of our website and services. We use Google Analytics to understand how our website is used and to generate reports that help us improve our services.

Google Analytics collects information such as pages visited, time spent on pages, browser and device type, and navigation paths. This data is aggregated and does not include any personally identifiable information (PII).

Specific Cookies:

• _ga: Used to distinguish users. Duration: 2 years.
• ga*: Used to persist session state. Duration: 2 years.

Google Analytics processes this data in accordance with their Privacy Policy. You can manage your cookie preferences or opt out using browser settings or Google’s Opt-Out Tool.

You can block and delete cookies from your browser. The allaboutcookies.org website provides more details about managing cookies, however please note that certain website functionality may not work if cookies are blocked or deleted.

Our website may include hyperlinks to, and details of, third party websites. We are not responsible for the content, privacy policies, or practices of any third-party websites.

Anima Hub keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 23rd July 2024.

Significant changes to our privacy policy will be communicated via email or a prominent notice on our website.

This website is owned by Anima Hub Ltd. We are registered in England and Wales under registration number 13864003.

Our representative within the European Union with respect to our obligations under data protection law is Leah Bateman and you can contact our representative at leah@animahub.com.

If you have any questions about Anima Hub’s privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us at gdpr@animahub.com.

Should you wish to report a complaint or if you feel that Anima Hub has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office:

Wycliffe House,

Water Lane,

Wilmslow,

Cheshire,

SK9 5AF,

United Kingdom

Phone: 0303 123 1113