I am committed to protecting your personal data and privacy. I deeply value the significance of your information and will handle it responsibly, ensuring its use is fair and aligns with what you would reasonably expect.

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Contact details

Email: valeria@coachingstream.co.uk

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What information I collect and use, how I collect it and why

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

• To request details and more information about the coaching services I provide

• To sign up to my mailing list and receive regular communications about my services and offers

• To access the coaching services I provide

 

I may collect and process the following information:

• Contact details – name, occupation, company name and email address

• Payment details – billing and payment details

• Specific information – about your coaching goals and desired outcomes (including your progress against these goals), your business activities and lifestyle choices

• Marketing preferences – Whether you have expressed consent to, or opted out of, receiving my marketing communications

• Recordings – Video recordings of our sessions, only where you have explicitly requested this for your future reference

 

I will only collect the minimum amount of personal data I need in relation to the purpose that I need it for. 

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I do not specifically request any Special category data in order to provide my coaching services. The following personal data is classed as Special category data under the UK GDPR and UK Data Protection Act 2018:

• details about your ethnic or racial origin

• political opinions

• religious or philosophical beliefs

• trade union membership

• genetic or biometric data

• sexual orientation and sex life

• medical and health data (including mental health)

 

I recognise that, from time to time, you may choose to share information that is considered to be Special category personal data with me during a coaching session. If it is appropriate to do so, I may make notes of the information you have shared to the extent deemed relevant to our coaching agreement. I will only record in my notes the minimum amount of Special category personal data relevant to our coaching conversations and their desired outcomes.

Under the UK GDPR there are special rules for processing Special Category personal data. I must have a lawful basis for doing so and must meet a specific condition of Article 9 of the UK GDPR – which is explicit consent. If you decide to share special category personal data with me during a coaching session, it is with your explicit consent and my lawful basis for processing this personal data would be to fulfil our coaching contract.

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Lawful bases and data protection rights

Under UK data protection law, I must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis I rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access – You have the right to ask me for copies of your personal information. You can request other information such as details about where I get personal information from and who I share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.

• Your right to rectification – You have the right to ask me to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.

• Your right to erasure – You have the right to ask me to delete your personal information. You can read more about this right here.

• Your right to restriction of processing – You have the right to ask me to limit how I can use your personal information. You can read more about this right here.

• Your right to object to processing – You have the right to object to the processing of your personal data. You can read more about this right here.

• Your right to data portability – You have the right to ask that I transfer the personal information you gave me to another organisation, or to you. You can read more about this right here.

• Your right to withdraw consent – When I use consent as my lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

 

If you make a request, I must respond to you without undue delay and in any event within one month. To make a data protection rights request, please contact me using the contact details at the top of this privacy notice.

My lawful bases for collecting or using personal information are:

• Consent – When you request to download my free resources or to sign up to my mailing list, I will ask for your consent to contact you and add you to my database for marketing purposes. You can withdraw your consent at any time and opt out of receiving my marketing information by either using the unsubscribe option on my emails or by contacting me using the details at the top of this privacy notice to be removed from my mailing list. When you opt out of receiving emails and marketing information from me, I will keep a minimum of data about you on my “do not contact” list to ensure that I do not contact you further. I have permission from you after I gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – When you ask me to provide you with my coaching services, I will need to process your data in order to deliver these services and fulfil our contract.

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​How long I keep information

I only keep personal data for as long as necessary in relation to the purpose it was collected for. When it is no longer required, I will dispose of your information by securely destroying the records I hold. In some instances I may anonymise data so that personal references are no longer kept.

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I keep client records in accordance with UK statutory law and regulatory reporting timescales, which is seven years.
I will keep names and email addresses for prospective clients on my mailing list for a maximum of two years.

My “opt-out, do not contact list” is maintained for two years, after which all details will be removed.

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Who I share information with

I do not share your personal data with third parties for marketing purposes.

As a professional coach, I am committed to ethical coaching practices in line with the standards of the European Mentoring and Coaching Council (EMCC). To support this, I undertake regular supervision and maintain a log of coaching hours, including client names and email addresses. These details are handled confidentially and not used otherwise. I only share the minimum amount of information required by my accreditation body, and ensure it is anonymised whenever possible.

I may be required to share minimal personal data with trusted service providers (e.g., insurers, accountants, or cloud hosting providers) for operational or legal purposes. These parties are expected to handle your data securely and only as needed.

I may be required to share relevant data with government authorities like HMRC to meet my legal obligations. In cases of payment disputes, I may share data with third parties to resolve the issue.

Your privacy and data security are my priorities at all times.

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How I store your personal information

Your information is stored on secure computer network and cloud based software programs. All devices and equipment used to access and store your personal data have appropriate data security settings in place. I will take all reasonable steps to ensure that your personal information is treated securely and in line with this Privacy Policy. 

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How I handle data breaches

In the unfortunate event of a data breach, I will endeavour to notify the affected individuals and report this to the ICO as soon as becoming aware of such breach.

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Links to other websites 

My website may, from time to time, contain links to other websites, including those of partner organisations. Please be advised that this privacy policy does not extend to your use of these websites. If you follow a link to any of these websites, please check their privacy policies before you submit any personal data to them. I do not accept responsibility or liability for the privacy policies on other websites.

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Use of cookies

Cookies are small text files stored on your device when you visit a website. They contain information that helps improve your browsing experience. This website uses cookies to:

• Support essential website functionality

• Enhance security

• Provide a better user experience

• Analyse website performance and identify areas for improvement

 

When you first visit this website, you will see a message bar requesting your consent to use cookies. You can choose to accept or decline cookies. Please note that some cookies are essential for the website to function correctly and cannot be disabled.

 

Below is a list of the cookies used on this website, along with their purpose:​

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You can manage your cookie preferences or withdraw your consent at any time through your browser settings.
 

How to complain

If you have any concerns about my use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how I have used your data after raising a complaint directly with me, you can also complain to the ICO.

ICO’s address:           

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

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

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Updates to this Privacy Policy

I reserve the right to update or amend this Privacy Policy as deemed necessary or as required by law. Any changes I make to this Privacy will be posted on this page. 

Last updated: 7 December 2024