NYS BUTTERFLIES LTD
Last updated: August 2026
Who we are
NYS BUTTERFLIES LTD (company number 14047283) is the data controller for the personal information covered by this notice.
Email: nysbutterflies@gmail.com
Website: nysbutterfliescoaching.com
What information we collect
- Your name and contact details, such as email address and mobile number.
- Information you choose to provide in an application for In Her Season or another Ny’s Butterflies service.
- Programme administration and communications needed to provide a service to you.
- Transaction and accounting information relating to payments made to us.
- Marketing preferences, where you choose to receive marketing.
- Testimonials, photographs or video only where separate permission has been obtained.
- Website and cookie information where applicable.
We do not need medical information, diagnoses, detailed health histories or information about your religion in order to assess an In Her Season application. Applicants are asked not to include this information in free-text responses.
Why we use your information and our lawful basis
| Information/purpose | Why | Lawful basis |
|---|---|---|
| Applications | To review your application and communicate with you about the outcome. | Steps at your request before entering into a contract. |
| Programme administration | To enrol you, communicate about sessions/resources and deliver the service you have joined. | Contract. |
| Payments and financial records | To process payments and maintain appropriate accounting and transaction records. | Contract and, where applicable, legal obligation. |
| Service communications | To respond to enquiries and administer the programme/customer relationship. | Contract and/or legitimate interests, depending on the communication. |
| Marketing/newsletters | To send marketing where you have made a separate choice to receive it. | Consent where relied upon, alongside applicable PECR requirements. |
| Testimonials/media | To use a specific testimonial, photograph or video for agreed purposes. | Consent. |
Payments
Payments for In Her Season are processed through Stripe. NYS BUTTERFLIES LTD does not receive or store your full payment-card details. We retain appropriate transaction and accounting records relating to payments made to us.
Who we use to provide our services
We do not sell your personal information. Where necessary to operate our business and deliver our services, information may be processed through service providers we use, which may include:
- Google – forms, email and administration.
- Stripe – secure payment processing.
- Zoom – delivery of online sessions.
- WhatsApp/Meta – programme community communications.
- Namecheap domain/Interserver hosting providers – operation of our website and related services.
We use these services only where relevant to the service being provided.
International processing
Some service providers may process personal information outside the UK or use international infrastructure. Where a restricted international transfer occurs, we take reasonable steps to ensure an appropriate transfer mechanism or safeguard is available under UK data protection law, such as UK adequacy regulations or appropriate contractual safeguards. You may contact us if you would like further information about the protections relevant to our service providers.
How we protect your information
We take reasonable steps to protect personal information from unauthorised access, loss, misuse or disclosure. Measures include password-protected devices and accounts, access controls and the use of established third-party services. Access is limited to people who need information for legitimate business purposes. We also aim to minimise what we collect and securely delete information when it is no longer required.
How long we keep information
We keep personal information only for as long as it is needed for the purpose for which it was collected and to meet applicable legal, accounting or regulatory requirements.
- Unsuccessful In Her Season applications will normally be deleted within 6 months of the application decision.
- For participants, reflective application information and ordinary programme administration information will normally be reviewed and deleted within 6 months after the programme ends, unless there is a genuine reason to retain a particular record.
- Founding Circle WhatsApp groups are temporary and will normally close shortly after the 90-day experience. We do not routinely export or archive the group conversation.
- Financial and accounting records are retained for the period required by applicable company and tax law. For corporation-tax purposes this will commonly mean 6 years from the end of the relevant accounting period, and may be longer in some circumstances.
- Marketing information is kept while it remains relevant and until you opt out. We may retain minimal suppression information so that we can respect a request not to receive future marketing.
- Where programme-impact information has been genuinely anonymised so that individuals are no longer identifiable, the anonymised information may be retained for evaluation and comparison over time.
Your data protection rights
Depending on the circumstances, you may have rights to ask for access to your personal information, correction of inaccurate information, deletion or restriction in certain circumstances, objection to certain uses, data portability where applicable, and withdrawal of consent where we rely on consent.
To exercise a right, contact nysbutterflies@gmail.com.
Complaints
If you have concerns about how we have handled your personal information, please contact us first so that we have an opportunity to address them. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator.
Changes to this Privacy Notice
We may update this Privacy Notice when our services or the way we use personal information changes. The current version will be available on our website and will show the date it was last updated.