PRIVACY & COOKIES POLICY
Head Heart Hand Coaching
1. Who I Am
Susannah Barnes provides coaching services relating to relationships, separation, divorce and neurodiversity-related relationship challenges. The business name is Head Heart Hand Coaching. For data protection purposes, Susannah Barnes is the data controller. Contact: headhearthand@gmail.com
ICO registration number:ZC081308
2. Information I May Collect
Your name, email address, telephone number and other contact details.
Information you provide when making an enquiry, booking or completing a client questionnaire.
Administrative records such as appointments, correspondence, invoices and payment status.
Information you choose to share during coaching, which may include sensitive or special-category personal data.
Technical information about use of the website, such as IP address, device/browser information and cookie or analytics data.
3. How I Use Your Information
To respond to enquiries and decide whether my services are suitable for your needs.
To arrange, administer and provide coaching services.
To communicate with you about appointments, payments and our coaching relationship.
To maintain appropriate business, financial and professional records.
To operate, secure and improve the website and services.
To comply with legal, regulatory, safeguarding or insurance obligations where applicable.
To send marketing communications only where I have an appropriate lawful basis to do so; you can opt out at any time.
4. Lawful Bases
Depending on the circumstances, I may process personal data because it is necessary to take steps at your request before entering into a contract or to perform our coaching contract; because I have a legitimate interest in operating and protecting my business; because I have a legal obligation; or because you have given consent.
Where information is classed as special-category data under UK data protection law, I will ensure that an appropriate additional legal condition applies. Where I rely on your explicit consent, you may withdraw that consent at any time, although this does not affect processing already carried out lawfully.
5. Confidentiality and Coaching Records
Information shared during coaching is treated as confidential, subject to the limited exceptions described in my Terms & Conditions, including legal requirements and serious safeguarding concerns. I keep only the records reasonably necessary to provide the service, maintain professional standards and protect both you and my business.
6. Sharing Information
I do not sell your personal information. I may use trusted service providers to help operate the business, for example website hosting, email, scheduling, video calling, accounting or payment services. They may process personal data only as necessary to provide those services and are subject to their own data-protection obligations and contractual arrangements.
I may also disclose information where required by law, to establish or defend legal rights, or where a serious safeguarding concern makes disclosure necessary and lawful.
7. International Transfers
Some technology providers may process information outside the United Kingdom. Where this occurs, I will use providers and safeguards intended to ensure that personal data receives an appropriate level of protection under UK data protection law.
8. Security
I take reasonable technical and organisational measures to protect personal information, including appropriate password protection, device security and access controls. No internet or electronic system can be guaranteed completely secure.
9. How Long I Keep Information
I keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet legal, tax, insurance or professional requirements. Different categories of data may therefore be retained for different periods. My retention arrangements are reviewed periodically and information is securely deleted or anonymised when it is no longer required.
10. Your Data Protection Rights
Depending on the circumstances, you may have rights to access personal data I hold about you, ask for inaccurate data to be corrected, request deletion or restriction, object to certain processing, receive certain data in a portable format, and withdraw consent where consent is the lawful basis.
To exercise a right, contact me at [email address]. You also have the right to complain to the UK Information Commissioner’s Office (ICO) if you are concerned about how your personal data has been handled.
11. Marketing
If I send optional marketing communications, you can unsubscribe at any time using the unsubscribe option provided or by contacting me. Administrative communications about services you have booked are not marketing and may still be sent where necessary.
12. Cookies
Cookies are small files stored on your device when you visit a website. They can be used to make a website function, remember preferences and understand how visitors use the site.
13. Types of Cookies
Strictly necessary cookies: required for core website functions, security or services you request.
Functional cookies: support optional features or remember choices.
Analytics/performance cookies: help understand how visitors use the website so it can be improved.
Third-party cookies: may be set by integrated services such as scheduling tools, embedded media or payment services.
14. Cookie Consent and Preferences
Strictly necessary cookies may be used without consent where the law permits. Non-essential cookies will be used only where the required consent has been obtained. Where the website provides cookie preference controls, you can use them to accept, reject or change your choices. You can also control or delete cookies through your browser settings, although doing so may affect some website functions.
15. Third-Party Services and Links
The website may contain links to or integrations with third-party services. Their use of personal information and cookies is governed by their own privacy information. I am not responsible for the privacy practices of independent third-party websites.
16. Changes to this Policy
I may update this Privacy & Cookies Policy when my services, technology or legal obligations change. The latest version will be published on the website with the date of the most recent update.
17. Contact
Head Heart Hand Coaching