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PRIVACY POLICY

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Last updated: 17 June 2026

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This privacy policy explains how The VA Village, operated by Felix Felicis Ltd, collects, uses, stores, and protects your personal information.

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We are committed to handling your data securely, respectfully and in compliance with the UK GDPR, Data Protection Act 2018, and PECR.

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1. Who we are

The VA Village is operated by:
Felix Felicis Ltd (Company No. 14735943)
Registered office: 76 Church Street, Lancaster, England, LA1 1ET
Email: info@thevavillage.com
We are registered with the Information Commissioner’s Office (ICO) as a data controller.

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2. What this policy covers

This policy applies to personal data collected when you:

  • Visit our website at www.thevavillage.com

  • Sign up for any coaching, membership, or download a free resource

  • Communicate with us via email, WhatsApp, forms or other channels

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3. The type of data we collect

We may collect the following types of personal data:

  • Your name, email address and contact information

  • Your business name or goals

  • Technical data (IP address, browser type, device info)

  • Marketing preferences

  • Birthdays (if you choose to provide them – used only to wish you a happy birthday!)

  • Any other information you choose to provide via forms or live sessions

We do not collect sensitive personal data (such as health information or special categories of data).

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4. How we collect your data

We collect your data in the following ways:

  • Directly from you (via forms, checkout, email, or calls)

  • Automatically through website cookies and analytics tools

  • Via third-party platforms that you voluntarily engage with (e.g. signing up to our email list via ConvertKit)

You may also join a WhatsApp group chat voluntarily. We do not add you without your action.

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5. Tools and platforms we use

Your data may be processed or stored via the following tools:

  • ConvertKit – email marketing

  • Wix – website log in and performance analytic

  • Stripe / GoCardless – payment processing. 

  • Zoom – video conferencing, AI transcription and meeting notes

  • Zapier – to automate workflows

  • Calendly - to book meetings

  • WhatsApp – member community chat

  • Google Analytics / Meta Pixel – performance and marketing

  • Canva, Loom, Trello – for internal use only (we do not store your data within these)

We only share data with trusted processors necessary to deliver our services. 

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6. Cookies and tracking

We use cookies to improve your website experience and understand how visitors use our site. 

Our website uses an active "block before consent" firewall. This means no performance, marketing, or tracking cookies (such as Google Analytics or Meta Pixels) will be deployed to your browser until you explicitly click "Accept" on our cookie banner. You can modify or decline these choices at any time using the "Settings" or "Decline All" choices directly on the banner.

When you choose to give consent, the following types of cookies may be deployed:

  • Essential/Strictly Necessary Cookies: Placed by Wix to maintain site security, prevent cross-site scripting vulnerabilities, and ensure stable user sessions. 

  • Functional/Payment Cookies: Placed by Stripe during checkout to securely process tokens and monitor for fraud via Stripe Radar. For granular detail, review their cookie policy.

  • Performance/Tracking Cookies: Placed by ConvertKit when you subscribe or download free resources to track email sign-up frequencies and open rates. For granular detail, review their cookie policy.

 

7. Why we collect your data

We use your data to:

  • Deliver coaching, membership, and digital content

  • Respond to your queries and support requests

  • Send marketing communications (where legally allowed)

  • Improve our website, services and user experience

  • Maintain financial and legal records (e.g. for VAT compliance)
     

We rely on the following legal bases:

  • Performance of a contract

  • Legitimate interests

  • Consent (e.g. for email marketing)

  • Legal obligations (e.g. tax laws)

 

8. Marketing communications

We may send you marketing emails if:

  • You have opted in, or

  • You have previously bought a service from us and haven’t opted out (soft opt-in)

You can unsubscribe at any time by clicking the unsubscribe link in any marketing email or by emailing info@thevavillage.com.

We retain your email on a suppression list after you unsubscribe to ensure you’re not re-added in error.

 

9. Data retention

We keep personal data only as long as needed:

  • Client/member records: up to 6 months after end of service

  • Unsubscribed email addresses: retained to prevent re-subscribing

  • Financial records: kept for 6 years for HMRC compliance

  • Website backups: may store data longer, but not used for marketing

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10. International data transfers

Some of our core data processors (such as ConvertKit and Stripe) store data on servers located outside of the United Kingdom, primarily in the United States. In alignment with the Data (Use and Access) Act 2025, we ensure these transfers are legally secure by verifying that our partners provide data protection standards that are not significantly weaker than UK statutory requirements.

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11. Your rights, Subject Access Requests, & complaints

You have statutory rights regarding your personal data, including the right to request access to, correction of, or deletion of your information, or to object to or restrict its processing. For general enquiries or requests, please email data@thevavillage.com.
 

How to Request a Copy of Your Data (Subject Access Request / SAR):
If you wish to see or receive a digital copy of the personal data Felix Felicis Ltd holds about you, you can submit a formal Subject Access Request.

  • How to submit: Email data@thevavillage.com with the subject line "Subject Access Request".

  • In line with the Data (Use and Access) Act 2025, we will conduct reasonable and proportionate searches across our systems to locate your data. This service is entirely free of charge.

  • Statutory Timeline: We will provide your data files within one calendar month of receiving your request.

  • If your request is exceptionally broad, requires clarification, or if we require proof of your identity to safely release the data, we reserve the right to pause the statutory one-month timeline. The clock will resume once you provide the necessary clarification or identity verification.


How to make a Data Protection Complaint:
If you have any concerns, such as if you believe we have handled your personal data unlawfully or are dissatisfied with how we have handled your personal information, you have a statutory right to lodge a formal complaint directly with us. This right applies to all individuals (including community members, website visitors, and free resource subscribers), is entirely free of charge, and is not subject to any time limits or expiration deadlines.
 

  • Email data@thevavillage.com with the subject line "Data Complaint". This email will be flagged to us as urgent, and you will receive an auto-response so you know we have received it.

  • Our Timeline: A human will formally acknowledge receipt of your data complaint within 30 days. We will thoroughly investigate your concern and provide a full written response outlining our findings, determinations, and remedies without undue delay.

  • Regulatory Escalation: If you remain unsatisfied with our internal resolution, you retain the legal right to escalate your complaint directly to our regulator, the Information Commissioner’s Office (ICO), via the official ICO Portal or by calling 0303 123 1113

 

12. How we protect your data

We take data protection seriously. Measures include:

  • System Security: Password-protected systems with mandatory regular password refreshes, full SSL encryption across our website, and the exclusive use of secure, vetted third-party software platforms.

  • Network & Hardware Controls: We restrict operations to specific, dedicated business equipment and enforce the mandatory use of a Virtual Private Network (VPN) whenever accessing systems outside our secure home network.

  • Access & Consent Management: We limit internal data access to trained team members only and perform regular refreshes of our website cookie consent records to ensure user preferences remain accurate.

If you suspect any data misuse or breach, please contact us immediately.

 

13. Third-party links

Our website or content may contain links to third-party websites. We are not responsible for their privacy practices. You should review their privacy policies before using them.
 

14. Policy updates

This privacy policy may be updated from time to time. We recommend checking this page periodically. Where appropriate, we will notify members of key changes.

 

15. Questions or concerns?

Please contact us at:

Felix Felicis Ltd
Email: info@thevavillage.com 
Registered Office: 76 Church Street, Lancaster, LA1 1ET
Company No. 14735943 | VAT Registered

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📝 You may download or print this privacy policy for your own records.

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