Privacy policy

Privacy Policy – Questions and Answers



I take the confidentiality of our conversations extremely seriously. 

This privacy policy outlines your rights, and my obligations to you, with regard to the recording and storage of your personal information. In this privacy policy I will let you know what information I need to collect from you before we begin, and what information I need to collect from you during our meetings. I will also set out how I will look after your personal information, for how long I will store it, and who I will share it with. In addition, I will let you know what you are able to request from me with regard to this information.


What is personal information?

The Data Protection Act (DPA) defines personal information as any information that can be used to identify a living individual. Individuals can be identified by various means including their name, address, telephone number or email address for example.


Why do you want to process my personal information?

I need to process your personal information in order to fulfil my contractual obligations to you, for example to assess whether and on what basis I am able to offer you coaching in the first place, and then to deliver effective coaching to you if coaching commences. Your personal information helps guide both my assessment process, and my decision-making. I will also use the information that I collect about you in order to develop a better coaching website service. My contractual obligations to you as a coach are the lawful basis for my processing of your personal information.


What are the laws that protect my personal information?

The DPA and the General Data Protection Regulation (GDPR) require that all organisations that store personal information about people may only do so provided that the information is: processed lawfully, fairly and in a transparent manner; collected for specified, explicit and legitimate purposes; adequate, relevant and limited to what is necessary; accurate and, where necessary, kept up to date; kept in a form that permits identification of information subjects for no longer than is necessary for the purposes for which the personal information are processed; and processed in a manner that ensures appropriate security of the personal information.


How will you collect my personal information?

I will collect your personal information in the following ways: via my website:, over the telephone, in writing, and during our meetings which might take place in person or by end-to-end encrypted videoconferencing facility.


How will you treat my personal information?

I will treat your personal information in a way that is compliant with the DPA and the GDPR. The lawful and proper treatment of your personal information is important to me, not least in order to maintain your confidence in me, but also to maintain the confidence of other clients.


How will you store my personal information?

I do not retain physical copies of notes taken in our meetings: all records are held solely in electronic form.  Electronic records are individually password protected and encrypted on device.  I retain an on- and off- site backup, both of which are encrypted in transit and  encrypted at rest using 256 bit AES encryption (with further 256-bit AES encrypted encryption key-wrapping or separate 256 bit AES encrypted & PBKDF2  hardened encryption key security). 


How long will you store my personal information?

According to the GDPR, your personal information should be stored for no longer than is necessary. In practical terms, I will usually store your information for a minimum of 7 years following the termination of our discussions. However, I may need to store your information for longer than this, for instance in case of other legal requirements or to comply with my insurance terms and conditions.


What types of information will you collect about me?

I will collect several types of information about you and in several different ways. For instance, when you visit I will collect the following information about your visit: I.P. address, location, search engine, date, time, web pages visited, operating system, and device.

If you request a call-back via the web form on, I will collect the following information: name, telephone number, date, and time.

Before committing to provide you with coaching services, I will ask you over the telephone to provide me with the following information: name, telephone number, address, availability, the goals that you would like to address, and any issues you may be facing.

Once we have agreed that coaching with me is right for you, and our work commences, I will collect further information from you that may include: goals for coaching, previous coaching, network of support, financial and employment circumstances, health and physical issues, overview of your family situation, and other circumstantial information that may become important to our work together.


Who will my personal information be shared with?

In the normal course of business there will be no reason for me to share your personal information with others.  There may on occasion be times when I know of a relevant professional who could assist you in ways in which I am not qualified, and if so I will only share your personal information with others with your explicit consent. Some of your personal information may be shared under certain exceptional circumstances. These include the requirements of a court of law or the threat of serious physical harm to you or to others. Some of your personal information such as website visits, telephone call data, or payment information, is shared with the website provider, mobile phone operator, or card payment provider respectively. These providers operate under their own privacy policies, and these can be provided upon request.


Can I ask for a copy of the personal information that you store about me?

Yes. The DPA gives you the right to find out what information that I store about you by requesting a copy of it. Any request that you make to obtain a copy of the personal information that I hold about you is called a ‘Subject Access Request’. You can write to me and ask for a copy of the information that I hold about you. I must respond to your request without delay, and usually within one month at the latest. I may charge a fee for providing this information based on the administrative costs involved.


Can I request that you delete my personal information?

Yes. It is best that you make such a formal request to me in writing or by email.  There may be an administrative charge for this. I may also have the right to refuse to comply with your request, for example in order to defend myself in a claim situation, or to comply with my insurance terms and conditions, and I will let you know my response to your request within one month of receiving it.


Can I object or complain about the processing of my personal information?

Yes. Whilst I hope that the policy outlined above will be sufficient to reassure you of the security of your personal information, should you wish to object or complain about the way that your personal information is being handled by me, then do please feel free to communicate this to me at the earliest possible opportunity. I will do my best to address your concerns and take steps to try and resolve whatever issues you may raise.