Privacy Policy
Introduction
At Coaching Therapy Matters we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal information when you engage with our coaching services for adults, children, and teenagers. We adhere to the General Data Protection Regulation (GDPR) and all other relevant UK data protection laws.
Who We Are
Coaching Therapy Matters provides coaching therapy services designed to support adults, children, and teenagers with their well-being and personal development.
Our website is: https://coachingtherapymatters.com/
Coaching Therapy Matters is the data controller of your personal information.
What Information We Collect
To provide our services effectively and meet legal obligations, we may collect and process the following information:
• Name
• Address
• Date of Birth
• Telephone Number
• Email Address
• Relevant Medical or Health Information
• Details of your family, including parent/guardian information (for children and teenagers)
• Payment Information
• Notes from coaching sessions (where relevant)
• Photographs or videos (where consented to for feedback or marketing purposes)
Sensitive Personal Data
To provide appropriate coaching therapy, we may need to process sensitive data, such as health conditions, disabilities, or personal matters that may impact our work. This processing will only take place with your explicit consent or when it is deemed necessary for your vital interests.
How We Collect Your Information
We collect your information when:
• You contact us via phone, email, our website, or social media
• You complete our client forms
• You attend a coaching session or consultation
• You make a payment
• A third party, such as a parent, school, or guardian, shares information with your consent
Why We Use Your Data
We process your personal data for the following purposes:
• To provide coaching services tailored to your needs
• To maintain accurate records of our sessions
• To communicate with you about appointments, services, and updates
• To ensure safety, particularly for children and teenagers
• To process payments and manage your account
• To comply with legal obligations
• With your consent, to share anonymised data for case studies or marketing purposes
How We Store Your Data
Your data is securely stored:
• In locked filing cabinets for physical records
• On password-protected devices and secure software systems.
We review and securely dispose of personal data in line with our retention schedule.
Sharing Your Data
We only share your personal data with trusted third parties when absolutely necessary, such as:
• Payment processors’ payments are made through secure banking)
• Legal authorities or Social Work, where required by law
• Schools or guardians, but only with prior consent
• Client Software – Ollie and His Superpowers (Privacy Policy)
Your data will not be transferred outside the UK or European Union without your explicit consent.
How Long We Retain Your Data
We will retain your data for a period of 7 years after your coaching services have ended. For children and teenagers, this may extend until they reach the age of 18 plus 7 years. After this time, all data will be securely deleted or anonymised. If you have questions about a particular piece of data please contact us and we will provide our data retention guidelines.
Marketing Communications
Where you have provided consent, we may send you updates and information about our services. You can opt out of these communications at any time by emailing jo@coachingtherapymatters.com
Your Rights
Under data protection law, you have the right to:
• Access the personal data we hold about you
• Request corrections to inaccurate or incomplete data
• Request deletion of your personal data
• Object to or restrict the processing of your data
• Request your data in a portable format
To exercise these rights, please contact us at jo@coachingtherapymatters.com
How to Make a Complaint
If you are unhappy with how we have used your data, please contact us directly at jo@coachingtherapymatters.com. We will aim to resolve your concerns promptly.
If you remain dissatisfied, you can complain to the Information Commissioner’s Office (ICO):
ICO Contact Details:
Information Commissioner’s Office
Wycliffe House, Water Lane,
Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: https://ico.org.uk/concerns/
Cookies on Our Website
Our website may use cookies to improve functionality and user experience. Cookies are small files stored on your device. You can modify your browser settings to block or delete cookies. For further information, visit http://www.aboutcookies.org.
Links to Other Websites
Our website may contain links to other sites. We are not responsible for the privacy practices or content of these external websites.
Updates to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in law or our services. Please check this page regularly to stay informed.
Contact Us
If you have any questions about this Privacy Policy or how we handle your data, please contact us:
Data Protection Officer: Jo Macdonald
Email: jo@coachingtherapymatters.com
Phone: 07979 185 111
Coaching Therapy Matters 