PRIVACY & COOKIES POLICY

Head Heart Hand Coaching

1. Introduction

This Privacy & Cookies Policy explains how Head Heart Hand Coaching (“I”, “me”, “my”) collects, uses, stores, and protects your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

For the purposes of data protection law, Head Heart Hand Coaching is the Data Controller.

Contact details:
Email: headhearthandcoaching@gmail.com

ICO registration number: ZC081308

2. Personal Data I Collect

I may collect and process the following personal data:

  • Name, email address, and telephone number

  • Booking and session details

  • Information you voluntarily share during coaching sessions or via intake forms

  • Payment information (processed securely by third-party providers; I do not store card details)

  • Website usage data such as IP address, browser type, and pages visited

3. Special Category Data

Coaching may involve the sharing of sensitive personal data relating to relationships, personal circumstances, or emotional wellbeing.

This special category data is processed only with your explicit consent and solely for the purpose of providing coaching services.

By completing intake forms, booking sessions, or engaging in coaching, you provide explicit consent for the processing of special category personal data. You may withdraw consent at any time by contacting me, although this may affect my ability to provide services.

4. How Your Data Is Used

Your personal data is used to:

  • Deliver coaching services

  • Respond to enquiries

  • Manage bookings and payments

  • Communicate with you about your sessions

  • Improve website functionality and user experience

  • Meet legal, accounting, and regulatory obligations

5. Lawful Basis for Processing

I process personal data under the following lawful bases:

  • Contract – to provide agreed coaching services

  • Consent – for marketing communications and special category data

  • Legal obligation – for accounting and regulatory purposes

  • Legitimate interests – including record-keeping, service improvement, fraud prevention, and website security

6. Data Sharing

Your data is shared only with trusted third-party service providers where necessary, including:

  • Scheduling and booking platforms (e.g. Calendly or similar)

  • Video conferencing platforms (e.g. Zoom)

  • Website provider (Squarespace)

  • Payment processors

Your personal data is never sold.

Some service providers may process data outside the UK or EEA. Where this occurs, appropriate safeguards such as Standard Contractual Clauses are used.

7. Data Security

I take appropriate technical and organisational measures to protect your data, including:

  • Password-protected systems

  • Encryption where available

  • Restricted access to personal data

8. Data Retention

Personal data is retained only for as long as necessary:

  • Coaching records: up to 7 years

  • Financial records: 6 years

  • Emails and correspondence: up to 3 years

  • Website analytics data: typically up to 26 months

9. Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data

  • Request correction of inaccurate data

  • Request deletion of your data

  • Restrict or object to processing

  • Withdraw consent at any time

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

I welcome the opportunity to address concerns directly before you contact the ICO.

10. Cookies Policy

What Are Cookies?

Cookies are small text files placed on your device to help the website function properly and to collect analytics information.

Types of Cookies Used

  • Essential cookies – required for website security and functionality

  • Analytics cookies – to understand website usage (e.g. Google Analytics)

  • Functional cookies – for embedded tools and features

  • Third-party cookies – from video players, payment providers, or scheduling tools

Cookie Consent

A cookie consent banner is used to obtain and record your consent before any non-essential cookies are placed. You can manage or withdraw cookie consent at any time via your browser settings.

11. Updates to This Policy

This Privacy & Cookies Policy may be updated from time to time. The latest version will always be published on this website.

12. Contact

For privacy or cookie-related enquiries, please contact:
Email: headhearthandcoaching@gmail.com