Privacy policy
Privacy Policy
1. Introduction
At The Coaching Circle, we’re committed to protecting and respecting your privacy. This notice explains how we collect, use, and safeguard your personal data when you visit our website, www.thecoachingcircle.org, or engage with our coaching community, programmes, or services.
We want you to feel confident that your information is safe with us and understand exactly how and why it’s used.
By providing us with your data, you confirm that you are over 18 years of age.
The Coaching Circle is the data controller responsible for your personal data (referred to as “we”, “us”, or “our” in this notice).
If you have any concerns about how we handle your data, you have the right to contact the Information Commissioner’s Office (ICO) at www.ico.org.uk. However, we’d really appreciate the chance to resolve any issues directly first, so please reach out to us at [email protected]
It’s important that the information we hold about you is accurate and up to date. Please let us know if your personal details change by emailing us at [email protected]
2. What data do we collect about you, for what purpose and on what ground do we process it?
Personal data means any information capable of identifying an individual. It does not include anonymised data.
We may process the following categories of personal data about you:
Communication Data includes any communication that you send to us, whether through our website contact form, email, text, social media messaging, or other means. We process this data to communicate with you, keep records, and manage any legal claims. Our lawful ground for this processing is our legitimate interests, which are to reply to communications, maintain records, and manage legal matters.
Client Data includes data relating to any purchases of coaching services, programmes, or memberships, such as your name, title, billing address, email address, phone number, and payment details. We process this data to deliver the services you’ve purchased and to keep records of those transactions. Our lawful ground for this processing is the performance of a contract between you and us.
We may also collect information you choose to share during coaching sessions or within the community. This information is treated as confidential and will never be shared without your consent, except where required by law.
User Data includes data about how you use our website and online services, as well as any content you post or share. We process this data to operate our website effectively, ensure security, and provide relevant content. Our lawful ground for this processing is our legitimate interests in running our business and improving our services.
Technical Data includes information such as your IP address, browser details, time zone settings, and how you interact with our website. This helps us analyse usage, protect our systems, and improve your experience.
Marketing Data includes your preferences for receiving marketing from us and your communication preferences. We use this to send relevant updates, offers, and community news.
We do not collect any Sensitive Data (such as health, ethnicity, or political opinions) unless it is voluntarily shared by you in a coaching context, in which case it remains confidential.
We will only use your personal data for the purpose it was collected or a reasonably compatible purpose. If we need to use it for something else, we’ll let you know and explain the legal grounds for doing so.
We will only use your personal data for the purpose it was collected or a reasonably compatible purpose. If we need to use it for something else, we’ll let you know and explain the legal grounds for doing so.
We may process your personal data without your knowledge or consent where this is required or permitted by law. We do not carry out automated decision-making or profiling.
3. How we collect your personal data
We may collect data about you in the following ways:
When you provide it directly to us, for example by filling in forms on our website, joining our community, or sending us an email.
Automatically, as you use our website, through cookies and similar technologies. Please see our Cookie Policy below for more details.
From third parties such as analytics providers (like Google), advertising networks (like Facebook), or payment processors.
From publicly available sources such as Companies House or the Electoral Register.
4. Marketing Communications
Our lawful ground for processing your personal data to send you marketing communications is either your consent or our legitimate interests, which are to grow our community and share valuable resources.
Under the Privacy and Electronic Communications Regulations, we may send you marketing communications if you have:
Made a purchase or requested information from us, or
Agreed to receive marketing communications and have not opted out since.
You can opt out of receiving marketing messages at any time by following the unsubscribe link in our emails or by contacting us directly at [email protected]
If you opt out of marketing, this will not affect personal data provided as part of other transactions, such as coaching sessions or memberships.
5. Disclosures of your personal data
We may share your personal data with trusted third parties, including:
Service providers who help us with IT, system administration, or payment processing.
Professional advisers such as lawyers, bankers, auditors, and insurers.
Government bodies that require us to report processing activities.
Third parties to whom we may sell, transfer, or merge parts of our business.
All third parties are required to respect the security of your personal data and process it in accordance with the law.
6. International Transfers
Some of our service providers are based outside the European Economic Area (EEA), which means your data may be transferred internationally. Whenever this happens, we ensure a similar level of protection by using safeguards such as approved contractual clauses or working with providers certified under recognised frameworks.
7. Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way. We also limit access to your data to those employees, agents, and partners who have a business need to know.
They will only process your personal data on our instructions and are subject to a duty of confidentiality.
8. Data Retention
We will only keep your personal data for as long as necessary to fulfil the purposes we collected it for, including satisfying any legal, accounting, or reporting requirements.
When deciding how long to keep data, we consider the amount, nature, and sensitivity of the data, the potential risk of harm from unauthorised use, and the purposes for which we process it.
9. Your Legal Rights
You have rights under data protection laws in relation to your personal data, including the right to:
Request access to the data we hold about you.
Request correction of your personal data.
Request erasure of your data.
Object to processing of your data.
Request restriction of processing.
Request transfer of your data.
Withdraw consent at any time.