Last revised 30/08/2024

Contact details

Our contact details:

Karen Vincent

[email protected]

We currently collect and process the following information:

·      Personal identifiers, contact details and characteristics (e.g., name and contact details)
·      Lifestyle, health and fitness information (e.g., through questionnaires, consultation information, session information and session reviews)

·       Financial information for business accounting

·       Cookies and / or analytical information from our website and social media accounts

The type of personal data we collect

Most of the personal information we process is provided to us directly by you for one of the following reasons:

Personal identifiers, contact details and characteristics    

·      To contact you regarding provision of our services

·      For safety, to contact your emergency contact and, in the case of remote sessions, to direct the emergency services to your home in the unlikely event this becomes necessary

·       With your consent, to provide you with information on services which may be of interest to you and our newsletter

Lifestyle, health and fitness information

·      To meet our duty of care to you in designing safe and effective sessions and providing advice that is tailored to you

·      To show a duty of care for insurance purposes

Cookies and analytical information from our website and social media accounts       

·      To make our website and social media accounts easy to use and continue to improve them

We receive personal information indirectly, from the following sources in the following scenarios:      

·      Financial information to process payments and maintain our business accounts

We may share information with:

·       With your consent, other health professionals where we refer you to them for advice outside of our scope of practice

·       Our business accountant (financial information for business accounting only)

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent (to provide you with information on additional services and our newsletter only). You are able to remove your consent at any time. You can do this by unsubscribing or contacting [email protected].

(b) We have a contractual obligation to you.

We process Special Category Data (health information) on the basis of legal claims and judicial acts, which means that the purpose is to establish that we are fulfilling our duty of care to you as the client.

How we store your personal information

Your information is securely stored:

·       In the case of personal identifiers, contact details and characteristics, lifestyle, health and fitness information, and
financial information for business accounting, on Microsoft Office 365 and Coachspace.ai.

·       In the case of personal identifiers and contact details for bookings, on Calendly and Coachspace.ai.

·       In the case of financial information, by our bank Monzo Ltd and on Coachspace.ai.

·       In the case of cookies and analytical data, on our website and social media accounts.

We keep personal identifiers, contact details and characteristics to provide you with information on services and our newsletter (including a record of unsubscription), unless you ask us not to by contacting [email protected].

For insurance purposes, we keep lifestyle, health and fitness information for 7 years after your last session with us and then
dispose of it.

We keep cookies and analytical information from our website and social media accounts for 3 years and then dispose of it.

We keep financial information for business accounting for 7 years and then dispose of it.

Your data protection rights

Under data protection law, you have rights including:

·       Your right of access - You have the right to ask us for copies of your personal information.

·       Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also
have the right to ask us to complete information you think is incomplete.

·       Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

·       Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

·       Your right to object to processing - You have the right to object to the processing of your personal information in certain
circumstances.

·       Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another
organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us at [email protected] if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at [email protected].

You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address is:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Helpline number: 0303 123 1113. ICO website: www.ico.org.uk