To provide and improve coaching services

• Names and contact details

• Occupation and organisation

• Transaction data (payments and services purchased)

• Usage data (how you interact with our website)

• Health information (where disclosed during sessions)

• Information relating to compliments or complaints

• Video recordings (with consent)

• Records of meetings and decisions (session notes)

To provide workplace mediation services

• Names and contact details

• Job title and organisation

• A brief outline of the workplace issue (provided by the commissioning organisation)

• Records of individual and joint mediation sessions (working notes)

• Outcome agreements, where reached

• Health and wellbeing information (where disclosed during sessions)

• Information relating to compliments or complaints

For the operation of client accounts

• Names and contact details

• Purchase or service history

For information updates or marketing

• Names and contact details

• Marketing preferences (opt-in only)

To comply with legal requirements

• Name and contact information

• Client account information

• Safeguarding information (where applicable)

To protect client welfare

• Names and contact information

• Client account information

• Health and wellbeing information

For dealing with queries, complaints or claims

• Names and contact details

• Purchase or service history

• Client accounts and records

• Correspondence

Please note: coaching and mediation conversations are confidential and may sometimes involve the disclosure of sensitive personal information, including health-related information. We do not actively seek this information, but where it is shared, it is processed with appropriate care under explicit consent as part of our coaching or mediation relationship.

Under UK data protection law, we must have a lawful basis for collecting and using your personal information. The basis we rely on affects which rights you have.

Providing and improving coaching services

Consent | Contract | Legal Obligation | Legitimate Interests

Our legitimate interests include: responding to enquiries, managing client relationships, and operating our website.

Providing workplace mediation services

Contract | Legitimate Interests | Consent

We rely on our contract with the organisation that commissions the mediation, and on our legitimate interests in helping participants resolve a workplace issue. Taking part in mediation is voluntary. Where you share health or other sensitive information, we rely on your explicit consent, which you can withdraw at any time.

Operation of client accounts

Contract | Legitimate Interests

Our legitimate interests include: maintaining accurate client records and managing our business administration.

Marketing and updates

Consent

We will only contact you for marketing purposes where you have explicitly opted in. You can withdraw consent at any time.

Legal compliance

Legal obligation

Protecting client welfare

Legal obligation | Legitimate interests | Vital interests

Vital interests applies where someone's physical or mental health is at urgent or serious risk.

Queries, complaints or claims

Contract | Legal Obligation | Legitimate Interests

Our legitimate interests include: resolving disputes and protecting our organisation from claims.

Your rights

You have the right to make a data protection request at any time. We will respond within one month. Please contact us using the details at the top of this notice.

• Right of access

  Ask us for copies of your personal information.

• Right to erasure

  Ask us to delete your personal information.

• Right to object

  Object to the processing of your personal data.

• Right to withdraw consent

  Withdraw consent at any time where we rely on it.

• Right to rectification

  Ask us to correct inaccurate or incomplete information.

• Right to restriction

  Ask us to limit how we use your information.

• Right to portability

  Ask us to transfer your data to another organisation.

In mediation, some rights are limited by the confidentiality of the process. For example, we cannot share with you what another participant said to us in confidence.

For coaching, we collect personal information directly from you — through our website booking form, by email, via LinkedIn, or during coaching sessions.

For mediation, the organisation that commissions the mediation will usually give us your name, job title, contact details and a brief outline of the issue. Everything else comes from you.

We do not purchase data or obtain it from third-party data brokers.

We retain personal information only for as long as necessary for the purpose it was collected, or as required by law.

• Enquiries and chemistry calls (where no engagement follows)

  12 months from last contact

• Active client records and coaching session notes

  Client contact details: 6 years from end of coaching relationship

  Session notes: 12 months from end of coaching relationship

• Video recordings of coaching sessions

  As agreed with the client; deleted on request

• Mediation records

  • Participant contact details and working notes: 3 months after the mediation ends

  • Outcome agreements: returned to the participants; we do not keep a copy

• Complaint records

  At least 3 years after the complaint is closed

• Invoicing and financial records

  6 full tax years (HMRC requirement)

• Marketing contact list

  Until you unsubscribe or withdraw consent

• Website visitor data

  Per Squarespace's data retention policy

For more information about how long we store specific types of personal information, please contact us using the details at the top of this notice.

We share personal information only where necessary. Our data processors handle data on our behalf:

Squarespace Inc.

Hosts our website, manages our online booking system, and collects website analytics data on our behalf.

US-based · Website hosting and e-commerce platform

Microsoft Corporation

Provides our email service (Outlook) and video conferencing platform (Microsoft Teams), through which client communications and coaching and mediation sessions are conducted.

US-based · Technology and cloud services

Other third parties

We may also share information with:

• Emergency services or statutory authorities: in exceptional circumstances, where a client discloses information suggesting serious risk of harm to themselves or others, to protect the vital interests of the individual or a third party.

• Legal and professional advisors: in the event of a legal dispute or complaint, limited personal information may be shared for the purpose of obtaining advice or defending a claim.

• A client's employing organisation: where coaching is commissioned or funded by a client's employer, limited information such as attendance may be shared. This will always be done with the client's prior knowledge and agreement.

• A mediation participant's employing organisation: limited to whether sessions took place, whether the mediation has finished and whether an agreement was reached, unless all participants agree in writing to share more.

• The Civil Mediation Council: which may ask to see records of mediation complaints.

• An independent reviewer: where a complaint is escalated under our complaints procedure.

Where necessary, we transfer personal information outside of the UK. When doing so, we comply with UK GDPR and ensure appropriate safeguards are in place.

Squarespace Inc.

Category: Website hosting and booking platform

Country: United States

Transfer mechanism: UK-US Data Bridge (adequacy regulations)

Microsoft Corporation

Category: Email and video conferencing provider

Country: United States

Transfer mechanism: UK-US Data Bridge (adequacy regulations)

For further information, or to obtain a copy of the safeguard in place for any of these transfers, please contact us using the details at the top of this notice.

If you have any concerns about how we use your personal data, please contact us first using the details at the top of this notice and we will do our best to resolve your concern.

If you remain unhappy after raising a complaint with us, you can contact the ICO:

Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Helpline: 0303 123 1113
Website: ico.org.uk/make-a-complaint