Policys

This Privacy Policy explains how kirstylgibbons.com (“we”, “us”, “our”) collects, uses, stores and shares personal data when you visit our website, contact us, book services, or subscribe to our emails. We are committed to protecting your privacy and handling your information in a safe and transparent way.

If you have any questions about this policy or want to exercise your data rights, contact: info@kirstygibbons.co.uk

Who we are
kirstylgibbons.com provides dementia support, education, consulting and related services for families, carers and professionals.

Business address: Business Suite, Fife Airport, Osprey Road, Glenrothes, Fife, KY6 2SL
Email: info@kirstygibbons.co.uk

For data protection purposes, we are the “data controller” for the personal data described in this policy.

The personal data we collect
We may collect and process the following types of information:

Information you provide to us

Contact details: name, email address, phone number, organisation (if relevant)
Booking details: the service you book, appointment times, and any information you submit through booking or enquiry forms
Payment-related information: payments are processed through our website provider/payment provider. We do not receive or store full card details ourselves. Our payment providers may process personal data to prevent fraud and to manage disputes or chargebacks.
Messages and correspondence: emails or form submissions you send to us
Newsletter subscription details: name, email address, and subscription preferences

Special category data (health information)
Because our work relates to dementia and care, you may choose to share information about health, disability, care needs, or other sensitive personal information. This is classed as “special category data” under UK GDPR. We only use this information to provide the support/service you have requested and we handle it with extra care. Please only share information that is necessary for your enquiry or the support you are requesting.

Information about other people (for example, a family member)
Sometimes a client may share information about another person (for example, the person living with dementia). This may include health information and may be special category data. Please only share what is necessary and ensure you have the right to share it. Where appropriate, we will minimise what we record and may use general descriptions rather than full names.

Paper notes
In some cases, we may keep brief session notes on paper. These are stored securely in locked files.

Recordings
We do not record calls or sessions as standard. If a recording is requested, we will only record with clear agreement from everyone involved before the recording starts. We will explain how the recording will be used, stored, and how long it will be kept.

Information collected automatically
When you use our website, we may collect technical information such as:

device and browser type
IP address (or part of it)
pages visited and how you use the site
This information is typically collected via cookies and analytics tools (see Cookies section below).

How we use your information (purposes)
We use your personal data to:

Respond to enquiries and provide customer support
provide booked services (including arranging and delivering sessions)
manage bookings, scheduling, and service administration
process payments
send service-related communications (e.g., booking confirmations, changes)
Send marketing emails if you have opted in (newsletter)
improve our website and services using analytics
keep appropriate records for business, tax, and insurance purposes
protect our business and users (e.g., preventing fraud, handling complaints)

Our lawful bases for processing (UK GDPR)
We rely on the following lawful bases:

Contract
When you book a service, we process your data to deliver that service and manage the booking.

Legitimate interests
We may process some data to run and improve our business (for example, keeping basic records, improving our website, or responding to enquiries). We balance our interests against your rights and expectations.

Consent
We use consent for marketing emails (newsletter). You can withdraw consent at any time by using the unsubscribe link in any email or by contacting us.

Legal obligation
We may need to keep certain records for legal, accounting, or tax reasons.

Special category data condition (health information)
If you share health-related information, we process it because it is necessary for the provision of support you request and/or with your explicit consent, depending on the context. We aim to keep this information to the minimum necessary.

Marketing emails
If you subscribe to our newsletter, we will send you updates, resources, and relevant information. We currently use Wix Email Marketing and may use other email marketing providers in future (for example, Mailchimp). You can unsubscribe at any time via the link in our emails.
whom we share your data with
We do not sell your personal data.

We may share your data with trusted service providers who help us run our website and deliver services, for example:

Website hosting and website tools (Wix)
Booking and scheduling tools (currently Wix Bookings)
Payment processing (currently Wix Payments and/or its payment partners)
Email marketing (currently Wix Email Marketing)

We may change providers over time. If we do, we will continue to protect your data and only use reputable providers with appropriate safeguards.

We may also share information if required to comply with the law, to protect someone’s vital interests, or to deal with safeguarding concerns (see section 10).

International transfers
Some of our service providers may store or process data outside the UK. Where this happens, we will take steps to ensure appropriate safeguards are in place (for example, UK adequacy regulations or approved contractual protections).
How long do we keep your data?
We keep personal data only for as long as necessary for the purposes described in this policy, including legal, accounting, or reporting requirements.

As a general guide:

Enquiries: kept for a reasonable period to manage follow-up and records
Bookings and service records: kept for an appropriate period for business, insurance, and tax purposes
Newsletter subscriptions: kept until you unsubscribe
Paper notes: kept only as long as needed for service delivery and record-keeping, then securely destroyed

If you want more details about retention for a specific type of data, email info@kirstygibbons.co.uk.

How we keep your data safe
We take reasonable steps to protect your personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. This includes:

using reputable platforms (such as Wix) with security features
limiting access to personal data
storing paper notes in locked files

No method of transmission or storage is 100% secure, but we work to protect your information appropriately.

Confidentiality and safeguarding
We treat your information with respect and confidentiality. However, there are limits. We may need to share information if:

We believe someone is at risk of serious harm
There is a safeguarding concern involving a child or vulnerable adult
We are required to do so by law

Where appropriate and safe, we aim to discuss this with you first.

Your rights
Under UK data protection law, you may have the right to:

access the personal data we hold about you
Request correction of inaccurate data
Request the deletion of your data (in some circumstances)
object to processing or request restriction (in some circumstances)
request data portability (in some circumstances)
withdraw consent (where we rely on consent)
Complain to the Information Commissioner’s Office (ICO)

To exercise your rights, contact info@kirstygibbons.co.uk.

If you’re unhappy with how we’ve handled your information, please contact us first so we can try to resolve it. You also have the right to complain to the Information Commissioner’s Office (ICO): https://ico.org.uk.

Cookies and analytics
We use cookies and similar technologies to help our website function and to understand how visitors use the site. We currently use Wix Analytics. You can control cookies through your browser settings and, where available, through cookie consent tools on our website.
Links to other websites
Our website may contain links to other sites. We are not responsible for the privacy practices of those websites. Please check their privacy policies.
Changes to this policy
We may update this Privacy Policy from time to time. We will post the latest version on this page and update the “Last updated” date above.

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Terms & Conditions Policy.

These Terms & Conditions (“Terms”) apply to all services provided by Kirstylgibbons.com / Kirsty Gibbons via kirstylgibbons.com, including (but not limited to) phone/Zoom support for families and carers, Zoom support for paid carers and staff, support for care home managers, workshops, training, and speaking engagements.

By booking, purchasing, or using our services, you agree to these Terms.

About us
Service provider: Kirsty Gibbons
Website: kirstylgibbons.com
Business address: Business Suite, Fife Airport, Osprey Road, Glenrothes, Fife, KY6 2SL
Contact email: info@kirstygibbons.co.uk
Scope of services and important disclaimer
We provide education, guidance, consulting, and practical support relating to dementia care and wellbeing. Our services are not an emergency service and are not a substitute for medical, mental health, legal, or financial advice.

You remain responsible for the decisions you make and the actions you take. If you are concerned about immediate safety or a medical emergency, call 999. For urgent (non-emergency) medical advice, contact NHS 111, your GP, or relevant local services.

Who our services are for
Our services may be used by individuals (including family members and unpaid carers) and by organisations (including care providers and teams). If you are booking on behalf of an organisation, you confirm you have the authority to do so.
Suitability, distress, and right to end a session early
Our services are intended to be supportive, but conversations about dementia can be emotional. If a client becomes distressed during a session, we may pause, slow down, or suggest stopping the session. Where appropriate, we may offer to reschedule the remaining time for another date.

This is not a crisis service. If there is an immediate risk to you or someone else, call 999.

We may decline to provide services, or may end a session early, if we believe the service is not suitable for your needs, is outside our scope, or where we have safeguarding, safety, or professional concerns. Where possible, we will aim to signpost you to more appropriate support.

Minimum age
Our services are provided to adults aged 18+. If services are requested involving anyone under 18, this must be agreed in advance and may require consent and/or the presence of a parent or legal guardian.
Booking and payment
Bookings are made through our website booking system. Prices are shown at the point of booking unless otherwise agreed in advance (for example, day rates for organisational support or speaking).

Payment is taken through the website payment system unless another arrangement is agreed.

Cancellations, rescheduling, and no-shows
48-hour notice
If you need to cancel or reschedule a booked session, you must provide at least 48 hours’ notice before the scheduled start time.

Rescheduling within 48 hours
If you cancel within 48 hours, we do not offer a refund. At our discretion, we may allow you to reschedule once to a new date/time.

No-shows and lateness
If you are more than 10 minutes late to a session without prior agreement, the session will be treated as a no-show and will not be refunded. Where possible, we may still be able to use the remaining time, but we cannot guarantee an extension.

If we need to cancel
If we need to cancel a session, we will offer you the choice of rescheduling or a full refund.

Refunds
We do not offer refunds for sessions that have already taken place.

Where a refund is offered (for example, if we cancel and you do not wish to reschedule), it will be processed back to the original payment method, where possible.

Communication and response times
We aim to respond to enquiries and emails within a reasonable timeframe. Please note we do not provide crisis support by email or message.
Client responsibilities and respectful behaviour
To get the most from the service, you agree to:

Provide accurate information relevant to your booking
attend sessions on time and in a suitable environment (private where possible)
treat the service provider with respect

We may refuse to provide services or may end a session immediately (without refund) if there is abusive, threatening, harassing, discriminatory, or otherwise inappropriate behaviour.

Confidentiality and safeguarding
We treat information shared with us respectfully and aim to keep it confidential. However, confidentiality has limits. We may need to share information if:

We believe someone is at risk of serious harm
There is a safeguarding concern involving a child or vulnerable adult
We are required to do so by law

Where appropriate and safe, we will try to discuss this with you first.

Recordings
We do not record sessions as standard.

If a recording is requested, it will only take place with clear agreement from everyone involved before the recording starts. Unless otherwise agreed, any recording made by us remains our property. You must not record sessions without permission.

Intellectual property
All materials we provide (including documents, worksheets, slides, and resources) are for your personal use (or internal organisational use where agreed). You must not copy, share, publish, sell, or distribute our materials without our permission.
Technology and online sessions
For phone/Zoom sessions, you are responsible for having a suitable device, internet connection, and a private space where possible. We are not responsible for issues outside our control (for example, your connectivity problems). If a session is disrupted due to technical issues, we will try to agree on a fair solution (for example, continuing by phone or rescheduling).
Events outside our control (force majeure)
We are not responsible for delays, cancellations, or inability to provide services caused by events outside our reasonable control. This may include illness, emergencies, severe weather, travel disruption, power/internet outages, or failure of third-party platforms (for example, Zoom or our booking/payment provider). Where this happens, we will aim to reschedule your session or agree on a fair solution.
Liability
We take reasonable care in delivering our services. However, to the fullest extent permitted by law, we are not liable for any loss, damage, or claim arising from reliance on information provided through our services, except where caused by our negligence or where liability cannot be limited under law.

Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded under applicable law.

Complaints
If you are unhappy with any aspect of the service, please contact info@kirstygibbons.co.uk, and we will aim to resolve the issue fairly and promptly.
Changes to these Terms
We may update these Terms from time to time. The latest version will be published on this page with the updated date. Terms in place at the time of booking will apply to that booking unless we are required to make changes by law.
Governing law and jurisdiction
These Terms apply regardless of where you are located when you access the website or use our services. These Terms are governed by Scots law, and the courts of Scotland will have exclusive jurisdiction over any dispute or claim arising from or connected with our services.

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Refund / Cancellation Policy (kirstylgibbons.com)

Last updated: 17 May 2026

This Refund / Cancellation Policy explains how cancellations, rescheduling and refunds work for services booked through kirstylgibbons.com. By booking a service, you agree to this policy alongside our Terms & Conditions.

Bookings covered by this policy
This policy applies to services booked and paid for through our website, including phone/Zoom sessions for families and carers, Zoom support for paid carers and staff, and any other sessions offered via our online booking system.

For organisational day rates, training, or speaking engagements booked by invoice or separate agreement, cancellation terms may differ (for example, longer notice periods) and will be confirmed in writing.

How to cancel or reschedule (48-hour notice)
If you need to reschedule or cancel a booked session, you must give at least 48 hours’ notice before the scheduled start time.

Notice must be given by email to info@kirstygibbons.co.uk (or via the booking system where available). The cancellation time is the time we receive your message.

Rescheduling is subject to availability. Unless we agree otherwise, bookings may be rescheduled once. If a second reschedule is requested, it will be treated as a cancellation.

If you give 48 hours’ notice or more, you may reschedule your session to another available date/time. If you prefer to cancel, you may request a refund.

Cancellations within 48 hours
If you cancel within 48 hours of the scheduled start time, we do not offer a refund.

Where possible, and at our discretion, we may allow you to reschedule once to a new date/time.

Late arrival and no-shows (10-minute rule)
If you are more than 10 minutes late to a session without prior agreement, the session will be treated as a no-show and will not be refunded.

If you arrive late but within 10 minutes, we will do our best to proceed, but the session will still end at the original scheduled end time.

Technical issues
If a session cannot go ahead due to technical problems outside your control (for example, a platform outage), we will try to continue by phone or reschedule the session.

If the issue is on your side (for example, internet/device problems), we will make reasonable efforts to continue, but we may need to end the session at the scheduled time. In these circumstances, refunds are not guaranteed, but we may offer a reschedule at our discretion.

Illness and emergencies
If you are unwell or have an emergency, please contact us as soon as possible. We understand life happens. Refunds within 48 hours are not offered, but we may allow one reschedule at our discretion.
If we need to cancel or reschedule
If we need to cancel a session, we will offer you the choice of:

rescheduling to another available date/time, or
a full refund.

Refunds after a session has taken place
We do not offer refunds for sessions that have already taken place.
How refunds are processed
Approved refunds are normally returned to the original payment method. Please allow a reasonable amount of time for the refund to appear, depending on your bank/payment provider.

If a payment is reversed through a chargeback or payment dispute, we reserve the right to suspend future bookings until the matter is resolved.

Contact
If you need to cancel, reschedule, or have a question about this policy, please contact: info@kirstygibbons.co.uk

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Cookie Policy (kirstylgibbons.com)

Last updated: 17 May 2026

This Cookie Policy explains how kirstylgibbons.com uses cookies and similar technologies when you visit our website.

What cookies are
Cookies are small text files placed on your device when you visit a website. They help the website work properly, improve your experience, and provide information to the website owner about how the site is being used.

Some cookies are “session cookies” (they expire when you close your browser). Others are “persistent cookies” (they stay on your device for longer).

How we use cookies
We use cookies and similar technologies to:

help our website function properly
remember your preferences where applicable
understand how visitors use our website (analytics)
improve our website and services

Types of cookies we may use
We may use the following categories of cookies:

Strictly necessary cookies
These are required for the website to function (for example, security, page navigation, and access to booking/checkout features). You cannot usually disable these without affecting how the site works.

Functional cookies
These help the website remember choices you make (for example, preferences) to provide a better experience.

Analytics/performance cookies
These help us understand how visitors use the website (for example, which pages are visited most often) so we can improve it. We currently use Wix Analytics for this purpose.

Marketing cookies
Marketing cookies can be used to track visitors across websites to display relevant adverts. We do not intentionally set marketing cookies unless we add advertising/marketing tools in future.

Third-party cookies
Some cookies may be set by third-party services we use as part of our website (for example, our website provider and analytics tools). These third parties may collect information about your online activities over time and across different websites.

In future, we may introduce additional analytics and/or marketing tools (for example, Google Analytics or advertising pixels). If we do, we will update this Cookie Policy and, where required, provide appropriate cookie choices/consent options.

Managing cookies
You can control and manage cookies in several ways:

Browser settings: most browsers allow you to block or delete cookies.
Device settings: You may also be able to manage cookies through your device settings.

Please note: blocking some cookies may affect how the website functions, including booking and payment features.

Changes to this Cookie Policy
We may update this Cookie Policy from time to time. The latest version will be published on this page with the updated date above.
Contact
If you have any questions about our use of cookies, contact: info@kirstygibbons.co.uk

Next, I’d recommend your Safeguarding + Confidentiality/Boundaries page (it’s very aligned with dementia support, and it protects you if someone expects crisis support). Want me to draft that next?

Sources:

https://www.kirstylgibbons.com

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Safeguarding, Confidentiality & Boundaries (kirstylgibbons.com)

Last updated: 17 May 2026

This page explains how we approach safeguarding, confidentiality and professional boundaries when providing dementia support, education and consulting services via kirstylgibbons.com. The aim is to keep everyone safe and to be clear about what you can expect.

Our approach
We provide supportive, compassionate guidance and practical education. Conversations about dementia can be emotional, and we aim to create a calm, respectful space for you to talk and to feel heard.
Confidentiality
We treat what you share with us respectfully, and we aim to keep it confidential. This includes information shared in sessions, by email, or through booking/enquiry forms.

We may keep brief notes to support the service we provide. Notes may be stored securely on paper in locked files.

Limits to confidentiality (safeguarding and legal duties)
Confidentiality has limits. We may need to share information if:

We believe you or someone else is at risk of serious harm
There is a safeguarding concern involving a child or a vulnerable adult
We are required to do so by law (for example, by a court order)

Where appropriate and safe, we will try to discuss this with you first and explain what we are doing and why.

Safeguarding
Safeguarding means protecting people’s health, well-being, and human rights, and enabling them to live free from harm, abuse and neglect.

If we become concerned about someone’s safety, we may:

encourage you to contact appropriate services (for example, your GP, social work, local safeguarding services, or the police)
Signpost you to relevant support organisations
Contact emergency services if there is an immediate risk of serious harm

Not an emergency or crisis service
Our services are not an emergency service. If you are worried about immediate safety, call 999.

For urgent (non-emergency) medical advice, contact NHS 111, your GP, or relevant local services. If you feel you may harm yourself or someone else, seek urgent help immediately.

Boundaries and respectful communication
To keep the service safe and supportive:

sessions are by appointment only
We do not provide crisis support by email or message
We aim to respond to emails within a reasonable timeframe (please allow for working hours and existing bookings)

We expect respectful communication. We may refuse to provide services or may end a session if there is abusive, threatening, harassing, discriminatory, or otherwise inappropriate behaviour.

Distress during sessions
Talking about dementia and caring can be difficult. If you become distressed during a session, we may pause, slow down, or suggest stopping. Where appropriate, we may offer to reschedule the remaining time for another date.
Recording sessions
We do not record sessions as standard. If a recording is requested, it will only take place with clear agreement from everyone involved before the recording starts.
Questions or concerns
If you have any questions about safeguarding, confidentiality or boundaries, please contact: info@kirstygibbons.co.uk

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Disclaimer (kirstylgibbons.com)

Last updated: 17 May 2026

This website and the services provided by Kirsty Gibbons via kirstylgibbons.com are intended to offer supportive information, education, and practical guidance relating to dementia care and wellbeing.

This disclaimer applies regardless of where you are located. If you access this website or use our services from outside Scotland or the UK, you are responsible for ensuring that doing so is lawful in your location and that the information and services are appropriate for your circumstances.

Not medical, legal, or financial advice
Information on this website and in our sessions is provided for general information and educational purposes only. It is not medical advice, diagnosis, or treatment, and it does not replace advice from a qualified healthcare professional. It is also not legal or financial advice.

Always seek advice from your GP, NHS services, or other qualified professionals regarding any medical concerns, symptoms, diagnosis, medication, or treatment decisions. For legal or financial matters, seek advice from an appropriate qualified professional.

Not an emergency service
Our services are not an emergency or crisis service.

If you believe someone is at immediate risk of harm, call 999. For urgent (non-emergency) medical advice, contact NHS 111 or your GP.

Individual circumstances
Dementia and caring situations vary widely. Any examples, suggestions, or strategies shared are general in nature and may not be appropriate for every person or situation. You are responsible for how you use the information provided and for any decisions you make.
No guarantees
We cannot guarantee specific outcomes or results from using this website or our services. Any outcomes depend on many factors outside our control.
Professional responsibility and limitation of liability
We take reasonable care to ensure the information shared is accurate and helpful. However, to the fullest extent permitted by law, we are not liable for any loss, damage, injury, or claim arising from reliance on information provided on this website or through our services, except where caused by our negligence or where liability cannot be limited under law.

Nothing in this disclaimer limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded under applicable law.

External links and third-party resources
This website may include links to external websites or resources. These are provided for convenience and information only. We do not control and are not responsible for the content, accuracy, or availability of third-party sites.
Your responsibility
You are responsible for how you use any information or guidance provided. If you choose to apply suggestions discussed in sessions or on this website, you do so at your own discretion and risk.
Contact
If you have questions about this disclaimer, contact: info@kirstygibbons.co.uk

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