Privacy Policy

ND Transformative Coaching Privacy Notice

 

 

 

This privacy notice tells you what to expect with regard to your personal information.

  • Contact details
  • What information I collect, use, and why
  • Lawful bases and data protection rights
  • Where I get personal information from
  • Where your information is stored
  • Use of Notion as a Data Processor
  • How long I keep information
  • Sharing information outside the UK
  • How to complain

Contact Details

enquiry@NDtransformativecoaching.co.uk

 

What information I collect, use, and why

I collect or use the following information to provide services and goods, including delivery:

  • Names and contact details
  • Addresses
  • Date of birth
  • Payment details (including card or bank information for transfers and direct debits)
  • Health information (including dietary requirements, allergies and health conditions, e.g. neurodiversity diagnosis)
  • Records of meetings and decisions
  • Information relating to compliments or complaints

I may in certain situations also collect or use the following information to provide services and goods, including delivery:

  • Racial or ethnic origin
  • Political opinions
  • Religious or philosophical beliefs
  • Health information
  • Sexual orientation information

I collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details
  • Address
  • Correspondence
  • Records of meetings and decisions
  • Information relating to compliments or complaints

Additional information collected through my Notion CRM

To manage client relationships and deliver coaching services effectively, I also collect and store the following information in my secure Notion workspace:

  • Coaching status (active, paused, completed)
  • Date of exploration call
  • Whether an initial response email was sent
  • Whether you are a private or Access to Work client
  • Number of sessions booked
  • Whether the coaching agreement has been sent, signed, and returned
  • ND guides and resources provided to you
  • Start date of coaching sessions
  • Invoice sent/paid status (metadata only)
  • Date of last interaction
  • Data removal date
  • Non‑confidential administrative notes

This information is used to manage your coaching journey, fulfil contractual obligations, and maintain accurate records.

 

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 can ask for copies of your personal information and details about how it is used.
  • Your right to rectification – You can ask me to correct or delete inaccurate or incomplete information.
  • Your right to erasure – You can ask me to delete your personal information.
  • Your right to restriction of processing – You can ask me to limit how your information is used.
  • Your right to object to processing – You can object to certain types of processing.
  • Your right to data portability – You can ask me to transfer your information to another organisation or to you.
  • Your right to withdraw consent – When I rely on consent, you may withdraw it at any time.

If you make a request, I must respond without undue delay and within one month.

 

To make a data protection rights request, please contact me using the details at the top of this notice.

 

My lawful bases for the collection and use of your data

 

To provide services and goods

  • Consent – where you have given clear permission.
  • Contract – where information is needed to enter into or carry out a contract with you.

For dealing with queries, complaints or claims

  • Contract – where information is needed to fulfil contractual obligations.
  • Legitimate interests – where the processing benefits you, me, or someone else without causing undue harm.
    • My legitimate interest includes the ability to defend myself against claims for professional negligence or breach of contract.

Where I get personal information from

  • Directly from you (including through forms, email, and during coaching sessions)

Where your information is stored

Your personal information may be stored in:

  • Secure cloud storage (password‑protected)
  • Email account (password + MFA)
  • Mobile device (biometric/PIN protected)
  • Banking app (biometric/PIN protected)
  • Notion CRM (password‑protected workspace with multi‑factor authentication)

Use of Notion as a Data Processor

I use Notion, a digital workspace tool, to manage client information and administrative records. This includes storing:

  • Contact details
  • Coaching status and session information
  • Administrative notes
  • Exploration call details
  • Invoice metadata
  • Resources provided
  • Dates relating to your coaching journey

Notion is a US‑based service provider. When your information is stored in Notion, it may be transferred outside the UK. These transfers are protected using Standard Contractual Clauses (SCCs) approved for international data transfers.

Access to my Notion workspace is restricted to me and protected by strong passwords and multi‑factor authentication.

 

How long I keep information

Information on data retention is contained in the Data Retention Schedule

 

 

Sharing information outside the UK

Where necessary, I may transfer personal information outside of the UK. When doing so, I comply with the UK GDPR and ensure appropriate safeguards are in place.

 

Current international transfers

Organisation name: Microsoft OneDrive Category: Data storage provider Country: Various Safeguard: Addendum to the EU Standard Contractual Clauses (SCCs)

Organisation name: Notion Labs Inc. Category: CRM and data management provider Country: United States Safeguard: Standard Contractual Clauses (SCCs)

 

For further information or to obtain a copy of the safeguards, please contact me using the details above.

 

How to complain

If you have concerns about my use of your personal data, you can make a complaint to me using the contact details at the top of this notice.

 

If you remain unhappy after raising a complaint with me, you can also complain to the ICO.

 

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

 

Helpline: 0303 123 1113 Website: https://www.ico.org.uk/make-a-complaint

 

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