1. Introduction

This Privacy Policy explains how I collect, use, and protect your personal information when you visit my website or use my coaching services.

This website may use cookies or similar technologies to improve your browsing experience and analyse website traffic. You can adjust your browser settings to refuse cookies if you prefer.

I am committed to safeguarding the privacy of service users of my business. If you contact me via the website contact form, I will use the information you provide solely to respond to your enquiry.

This policy applies where I am acting as a data controller with respect to the personal data of service users: in other words, where I determine the purposes and means of the processing of that personal data.

In this policy, "I" and "my" refer to the data controller (Jennifer Anne Radcliffe). For more information, see section 2 below.

2. Data Controller

The data controller is Jennifer Anne Radcliffe, business name "Jen Radcliffe Coaching". You can contact me with any queries via email at [email protected].

I am registered with the Information Commissioner's Office (ICO) with registration number ZC023392.

3. The data I collect

I collect personal data from coaching clients/prospective clients, which could include your name, address, email address, and telephone number for the purposes of communication, scheduling, and invoicing/payment. I record whether sessions are held with individuals or groups (if the latter, I record the number of people in the group). I capture the dates of each session, whether they are paid or pro-bono, and the number of hours completed.

For invoicing purposes, I use Crunch Accounting Software, which securely processes client data (name, email address, and correspondence address) to generate and send invoices.

This website is hosted by FEA Create, a secure website platform that processes data on my behalf to enable the operation of this website.

For the purposes of effective coaching, I may collect information about your goals, challenges, or opportunities, via the Contact form on this website, client questionnaires, or session notes.

With your consent, I may request feedback on the effectiveness of the coaching services I provide and/or a testimonial to be used for marketing/communication purposes.

As a coach-in-training with Animas, with your consent, I may also take an audio recording and transcript of one or more of our coaching sessions for the purposes of professional development and feedback with my coaching mentor.

With your consent, I may also use your email address for communication/marketing purposes.

4. How I use the data/information I collect

I use your data/information to:

- provide my coaching services to you (including optional pre-intro call questionnaire, Coaching Agreement, and scheduling and managing bookings);

- manage invoicing/billing and payments;

- communicate with you about our sessions (including before and after sessions);

- send you marketing communications (if you opt in);

- collect feedback on the coaching services I provide; and

- collect testimonials for marketing and communication purposes.

With your consent, I may use session recordings and transcripts for professional development and mentoring purposes as part of my accredited coaching training.

I will not use your personal data/information for any purpose incompatible with the original purpose for which it was collected without notifying you first.

5. Legal basis for processing

My lawful basis for processing your personal data to provide coaching services and manage our relationship is the performance of a contract (for core coaching services) with you.

For marketing communications (such as marketing emails, newsletters, social media, and website use), I rely on your explicit consent, which you are free to withdraw at any time.

6. Marketing communications

If you opt in, I may send you occasional emails, newsletters, or updates about my services. You can withdraw your consent at any time by clicking the 'unsubscribe' link in marketing emails or by contacting me at [email protected].

7. Data sharing and third parties

I use Microsoft 365 Business Standard, including MS Forms and other Office applications, to manage your data securely. Microsoft complies with UK GDPR and international data protection standards.

As noted above, as a coach-in-training, with your consent I may also take an audio recording and transcript of one or more of our coaching sessions to use for the purposes of professional development and feedback with my coaching mentor. For these purposes, I use the transcription feature in MS Teams to capture a transcript of the conversation and the Samsung Electronics Co. Ltd. Voice Recorder app to capture audio.

I use Crunch Accounting Software to create invoices for coaching services which necessitates the use of personal data (name, email address, and correspondence address) to be input to my Crunch account to generate and send invoices to clients. Invoices will also include a brief, high-level, description of the coaching service provided.

This website is hosted by FEA Create, a secure website platform that processes data on my behalf to enable the operation of this website.

I will not share your personal data with any other third party without your express written consent, except where required by law.

All third party providers I use are selected for their strong data protection standards, and I will never sell or share your data for marketing purposes.

8. Data Retention

If you attend an introductory call but do not become a paying client, I will keep your personal data for up to 3 months after your introductory call. After this period, all personal data will be securely deleted or destroyed.

If you undertake any coaching sessions with me, I will keep your personal data for seven years from the end of our coaching relationship, after which time it will be securely destroyed/deleted. This is in line with my insurance requirements.

9. International Data Transfers

While I am based in the UK, I may work with clients outside the UK. Where necessary, I will ensure that appropriate safeguards are in place to protect your data in accordance with UK GDPR requirements.

If you are based outside the UK, I will ensure that any data transfers comply with UK GDPR adequacy regulations or standard contractual clauses.

10. Client Rights

Under the UK General Data Protection Regulation (UK GDPR), you have the right to:

- access or request correction, or deletion, of the personal data I hold about you;

- withdraw consent at any time (where applicable);

- object to or restrict certain processing, and the right to data portability.

To exercise any of these rights, please contact me using the details provided above.

If you have any concerns about how I handle your data, please contact me in the first instance. If you remain unhappy, you can make a formal complaint to the Information Commissioner's Office (ICO) on their website: https://ico.org.uk/make-a-complaint/

11. Changes to this Policy

I may update this Privacy Policy periodically. The latest version will always be available on my website or by contacting me.

Thank you for taking the time to review this Privacy Policy. I take your privacy seriously and will always handle your personal information with care and respect. If you have any questions, please contact me at [email protected].