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Privacy Policy

Last updated: 11 July 2026

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1. Controller

 

The controller responsible for the processing of personal data through this website and the related services is:

Veronica Aguado Ortiz, trading under the business designation “Matrescence by Veronica”
Einzelunternehmen
Danziger Str. 142

10407 Berlin

Germany

Email: hello@matrescencebyveronica.com

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For questions about this Privacy Policy or the processing of your personal data, please contact me using the details above.

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2. Website and Wix

 

This website is created and hosted using Wix.

When you visit the website, Wix may process technical information necessary to display, operate and secure the website, including:

  • IP address;

  • date and time of access;

  • browser and device information;

  • operating system;

  • pages visited;

  • referring website;

  • technical and security information.

The legal basis is Article 6(1)(f) GDPR. My legitimate interests are providing a secure, reliable and functional website.

Wix may also process and store information submitted through Wix Forms in the Wix website dashboard and contact-management tools.

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3. Contact forms, enquiries and waiting list

 

When you contact me or join the waiting list, I may process:

  • your name;

  • email address;

  • telephone number, where provided;

  • preferred language;

  • the service in which you are interested;

  • your message;

  • subsequent correspondence.

This information is used to:

  • respond to your enquiry;

  • manage the waiting list;

  • provide information about the requested service;

  • contact you when services become available;

  • take steps at your request before entering into a contract.

The legal basis is Article 6(1)(b) GDPR where the processing relates to a possible or existing service agreement.

For general enquiries, the legal basis is Article 6(1)(f) GDPR. My legitimate interest is responding to communications concerning my services.

Joining the waiting list does not subscribe you to a newsletter. I do not currently operate a newsletter or use waiting-list information for unrelated marketing emails.

Please do not include medical reports, diagnoses or detailed health information in the general contact or waiting-list form.

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4. Manual bookings and service administration

 

Appointments are arranged manually. I do not currently use an automated booking platform, online checkout or customer account system.

After receiving your enquiry, I may contact you by email, telephone or WhatsApp to:

  • discuss the service requested;

  • provide availability and prices;

  • agree an appointment date and time;

  • send contractual information;

  • confirm or reschedule an appointment;

  • provide the booked service;

  • send follow-up information or written plans;

  • administer invoices and payments.

For these purposes, I may process your contact details, selected service, appointment information, language preference and relevant correspondence.

The legal basis is Article 6(1)(b) GDPR.

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5. Email communication

 

I use email to respond to enquiries, arrange appointments, send contractual documents and invoices, and communicate in connection with the services provided.

My email service is provided by:

Google Workspace / Google Ireland Limited

The legal basis is Article 6(1)(b) GDPR where the communication relates to a requested or existing service.

For general business communications, the legal basis is Article 6(1)(f) GDPR.

Email cannot be guaranteed to be completely secure. Please do not send unnecessary medical records, identification documents or highly sensitive information by ordinary email.

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6. WhatsApp communication

 

WhatsApp may be used for appointment administration and, where included in the purchased service, service-related support.

Using WhatsApp is voluntary. You may request to communicate by email instead.

When you communicate with me through WhatsApp, I may process:

  • your telephone number;

  • your WhatsApp profile name and picture, depending on your settings;

  • your messages;

  • files, photographs or audio messages you choose to send;

  • the date and time of communications;

  • appointment and service information.

WhatsApp is provided in the European Region by WhatsApp Ireland Limited.

WhatsApp independently processes certain account, device, connection and usage information under its own privacy policy.

The legal basis for my processing is Article 6(1)(b) GDPR where WhatsApp is used to arrange or provide a requested service.

Please do not use WhatsApp for emergencies or send unnecessary medical records or identification documents through WhatsApp.

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7. Google Meet consultations

 

Online consultations are conducted through Google Meet, a service provided by Google.

When you join a Google Meet call, Google may process technical and meeting information such as:

  • your name;

  • email address, where connected to a Google account;

  • IP address;

  • browser and device information;

  • meeting identifier;

  • date, time and duration of the meeting;

  • audio and video transmitted during the call;

  • technical and diagnostic information.

The legal basis for using Google Meet to provide the booked consultation is Article 6(1)(b) GDPR.

Google Meet consultations are not recorded by Matrescence by Verónica.

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8. Health-related information

 

My services may involve information concerning:

  • pregnancy and birth;

  • postpartum recovery;

  • infant feeding and lactation;

  • infant sleep;

  • medication;

  • physical or mental wellbeing;

  • medical advice already received;

  • a baby’s or child’s health or development.

This information may constitute health data under Article 9 GDPR.

Detailed health information should not be submitted through the general contact or waiting-list form.

Where health information is necessary to provide the requested service, I will request your explicit consent separately. The legal basis is Article 9(2)(a) GDPR.

Health-related information is used only to:

  • understand your circumstances and objectives;

  • prepare and provide the requested non-medical support;

  • personalise recommendations;

  • prepare consultation notes or written plans;

  • identify issues outside my professional scope;

  • recommend assessment by a qualified healthcare professional where appropriate.

You may withdraw your consent at any time by contacting hello@matrescencebyveronica.com. Withdrawal does not affect processing carried out before consent was withdrawn. It may mean that I cannot continue providing a service that depends on the relevant information.

Information about a baby or child should only be provided by a parent, legal guardian or appropriately authorised person.

Google Meet consultations are not recorded. Please provide only information that is relevant to the service.

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9. Consultation notes and written plans

 

I may create brief notes, recommendations, follow-up summaries or personalised plans in connection with the service.

These records may include:

  • your contact details;

  • relevant information you provided;

  • your goals;

  • recommendations and agreed actions;

  • referral recommendations;

  • follow-up information.

The legal basis is Article 6(1)(b) GDPR.

Where these records contain health information, processing is additionally based on your explicit consent under Article 9(2)(a) GDPR.

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10. Invoicing and bank-transfer payments

 

Payments are made manually by bank transfer. I do not collect payment-card details and do not use an online payment provider.

For invoicing, payment administration, bookkeeping and tax purposes, I may process:

  • your name;

  • billing address;

  • email address;

  • the service purchased;

  • invoice number and date;

  • amount payable;

  • payment date and status;

  • transaction reference;

  • limited bank information shown on the relevant account statement.

The legal bases are:

  • Article 6(1)(b) GDPR for administering the service agreement;

  • Article 6(1)(c) GDPR for compliance with tax, invoicing and accounting obligations;

  • Article 6(1)(f) GDPR where processing is necessary to establish, exercise or defend legal claims.

Payments are processed through your bank and my business bank. The banks process transaction information under their own legal and data-protection obligations.

Invoice and accounting information may be shared with my accountant, tax adviser or relevant public authorities where required.

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11. Cookies

 

This website uses cookies and similar technologies necessary to operate and secure the website, remember privacy choices and provide functions requested by visitors.

Optional analytics, personalisation or marketing technologies will only be activated after consent.

You can accept, reject or manage optional cookies through the cookie banner. You can change your choice at any time through the Cookie Settings link in the website footer.

Further details about individual cookies and their storage periods are available in Cookie Settings.

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12. Recipients and service providers

 

Personal data may be shared with the following recipients where necessary:

  • Wix and its service providers;

  • Google for Google Meet and, where applicable, email services;

  • WhatsApp Ireland Limited and relevant service providers;

  • my email provider;

  • banks involved in processing bank transfers;

  • my accountant or tax adviser;

  • IT or website-support providers where access is necessary;

  • legal advisers and insurers where necessary;

  • courts, tax authorities, regulators or other public authorities where legally required.

I do not sell personal data.

I do not currently share personal data with an automated booking platform, online card-payment provider or newsletter platform.

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13. International data transfers

 

Wix, Google, WhatsApp and their service providers may process personal data outside Germany or the European Economic Area.

Where required, international transfers are based on an applicable European Commission adequacy decision, Standard Contractual Clauses or another legally recognised safeguard.

Further information about provider-specific processing and transfers is available in the privacy policies published by Wix, Google and WhatsApp.

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14. Retention periods

 

Personal data is retained only for as long as necessary for the relevant purpose or required by law.

The following general periods apply:

  • Unsuccessful enquiries: normally deleted within six months after the enquiry is resolved.

  • Waiting-list information: retained until you request removal or until six months after the relevant service becomes available.

  • Client and contractual correspondence: normally retained until the end of the applicable legal limitation period, generally three years beginning at the end of the relevant calendar year.

  • Health-related intake information and consultation notes: normally retained for up to twelve months after the service ends, unless continued support, a legal claim or another lawful reason requires longer retention.

  • Invoices and accounting records: retained for the applicable statutory German period, generally eight or ten years depending on the document.

  • Consent records: retained for as long as necessary to demonstrate that valid consent was obtained.

  • Technical and security information: retained only for as long as reasonably necessary for website security and troubleshooting.

When personal data is no longer required, it will be deleted or anonymised.

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15. Your rights

 

Subject to the applicable legal conditions, you have the right to:

  • request access to your personal data;

  • request correction of inaccurate or incomplete data;

  • request deletion of your data;

  • request restriction of processing;

  • receive certain data in a portable format;

  • object to processing based on legitimate interests;

  • withdraw consent at any time;

  • lodge a complaint with a data-protection authority.

Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.

To exercise your rights, contact: hello@matrescencebyveronica.com

I may request reasonable information to verify your identity.

The right to deletion does not apply where continued retention is required by law or necessary for legal claims.

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16. Data-protection complaints

 

You have the right to lodge a complaint with a competent data-protection supervisory authority.

For a business established in Berlin, the competent authority is generally:

 

Berliner Beauftragte für Datenschutz und Informationsfreiheit
Alt-Moabit 59–61
10555 Berlin
Germany

Email: mailbox@datenschutz-berlin.de
Telephone: +49 30 13889-0

 

You may also contact the competent authority in the EU or EEA country where you live or where you believe that a data-protection infringement occurred.

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17. Required and optional information

 

Information marked as required is necessary to respond to your enquiry, arrange the requested service, enter into the service agreement or comply with legal obligations.

Without this information, I may be unable to respond or provide the requested service.

Providing information that is not marked as required is voluntary.

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18. Data security

 

I use appropriate technical and organisational measures to protect personal data, including password-protected accounts and devices, access restrictions, software updates and data minimisation.

Internet-based communications cannot be guaranteed to be completely secure. Please provide only information that is necessary for the service.

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19. Changes to this Privacy Policy

 

This Privacy Policy may be updated if the website, services, providers or processing activities change.

It will be updated before introducing an automated booking platform, online payment provider, newsletter provider or additional analytics or marketing tools.

The current version and revision date will be published on this page.

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