Privacy Policy

Start date: 05-01-2025

Star of Light places great value on the protection of your personal data. In this privacy statement, we explain how we process your data via our website, intake forms, and within our therapeutic practice, in accordance with the General Data Protection Regulation (GDPR), the WGBO (Medical Treatment Contracts Act), the Jeugdwet (Youth Act), and the WkkGZ (Quality, Complaints, and Dispute Resolution in Healthcare Act).

1. Privacy on the website
1.1 What data do we collect via the website?

When you visit our website (built with WordPress and hosted via Hostinger), we may collect the following data:

  • Technical specifications such as IP address, browser type, pages visited, date, and times (via server log files).
  • Functional cookies, which are necessary for the website to function properly (e.g. saving preferences).
  • Analytical cookies which are necessary for basic WordPress/Hostinger statistics. We do not use marketing or tracking cookies, unless explicitly added later.
  • Data you enter into the contact form, such as name, email address, and message.
1.2 How do we use this data?

We use this website data to:

  • To make the website function technically and improve it.
  • Statistical analysis of website usage (anonymized).
  • to answer your message or question via the contact form.
  • To comply with legal obligations.
1.3 Cookies and consent

On your first visit, we will display a cookie banner. You can refuse or manage cookies through your browser settings.
We exclusively use:

  • functional cookies
  • basic analytical cookies (not for tracking)
2. Privacy in the therapeutic practice
2.1 What client data do we collect?

We only process data that is necessary for therapy or coaching.

  • Identification: name, address, date of birth, phone number, email
  • Health data that you share with us during intake and treatment
  • Administrative data (invoices, appointments)
  • Any additional data you provide yourself
2.2 Children and young people up to 16 years old

For clients under 16 years old, we process data only with the permission of the parent(s) or legal guardian.
We apply the Youth Act, the WGBO (Medical Treatment Contracts Act), and professional guidelines.
When registering a minor, parental consent is explicitly requested.

2.3 Purposes and legal grounds

We process personal data on the basis of:

Execution of the treatment agreement:

  • Preparing and conducting therapy or coaching
  • Maintain contact
  • File construction

Legal obligation (WGBO):

  • Retention periods according to WGBO (minimum 20 years)
  • Youth Act
  • Obligations regarding complaints and supervision (WkkGZ)

Permission

  • Referral
  • Exchange with other professionals (only if you explicitly approve)

Legitimate interest

  • Administration
  • Planning and appointment management
  • Improving our services
  • Quality assurance and professional registrations
2.4 With whom do we share your data?

We only share your data when necessary and with parties with whom we have a data processing agreement:

  • Calendly – for scheduling appointments
  • Momoyoga - for yoga classes and schedule administration
  • DigiBoox – for accounting and invoicing
  • WordPress – CMS and functional cookies
  • JotForm Intake forms (EU datacenters)
  • Substitute therapist (observer) – in case of absence or emergencies
  • Legal authorities – if required (e.g., emergencies)
  • with supervisors in the context of a complaint or disciplinary proceedings (see below)

Your data will be never sold.

2.5 Submissions, Supervision & Disciplinary Law

Star of Light is affiliated with:

  • Association of Integral Therapists (VIT) registration number: 921.24.A
  • RBCZ – Register of Practitioners of Complementary Healthcare – license number: 240638R
  • Youth Quality Register Foundation registration number: 130004414

For complaints and disciplinary law, the following apply:

  • SCAG. – Complaints procedure WkkGZ & Youth Act
  • T.C.Z. – Care Complementary Law

In exceptional situations (e.g., in case of a formal complaint), limited access may be required. This only happens: when you file a complaint yourself and thereby give permission. when legally required, or when you file a complaint yourself and thereby give permission.

2.6 Retention Periods
  • Therapy records minimal 20 years (WGBO).
  • Contact form / emails: maximum 12 months, unless you become a client.
  • Billing details: 7 years (tax retention obligation).
  • Appointments in Calendly / Momoyoga: for as long as necessary for planning and administration.
2.7 Security

We are taking appropriate technical and organizational measures:

  • SSL encryption on the website
  • Secure storage of client files
  • Access restricted to authorized personnel
  • Automatic updates and security via Hostinger
  • Regular backups
Email security (Gmail)

We use Gmail for our email. Gmail uses TLS encryption in transit, which means emails are securely sent between mail servers.
Attention: Gmail does not offer full end-to-end encryption. We advise against sending highly sensitive health information via email.

2.8 Your rights

You are entitled to:

  • Access
  • Correction
  • Removal (to the extent permitted by law)
  • Processing limitation
  • Objection
  • Data portability

Requests can be directed to info@star-of-light.nl. We will respond within one month.

2.9 Complaints

If you have complaints about our processing of your personal data, you can contact:

  • Germany Personal Data Authority
  • Germany SCAG. (Complaints Officer Health and Youth Care Quality Act)
3. Processors and systems we use
  • Hostinger – Hosting
  • WordPress – website
  • Calendly – Appointments
  • Momoyoga – Yoga Planning
  • DigiBoox - Accounting
  • Google (Gmail/Drive) – communication & storage
  • JotForm - Intake Forms (EU Datacenters)

A processor agreement has been concluded with all mentioned parties, or they fall under GDPR regulations within the EU.

4. No automated decision-making

We make none use of profiling or automated decision-making.

5. Contact Information

Star of Light
E-mail: info@star-of-light.nl
Phone +31 6 18767622
Website: https://www.star-of-light.nl

6. Changes to this privacy statement

We can adjust this privacy statement. The most recent version is always on our website.

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