Hart Coaching Privacy Notice

This privacy notice explains how Hart Coaching collects, uses, stores and protects your personal information.

Contact details

Email: nataliehart.coaching@gmail.com

What information we collect, use and why

We collect or use the following personal information to provide coaching services, workshops and related support:

·        Name, address and contact details

·        Preferred name and pronouns (where provided)

·        Date of birth

·        Emergency contact name, relationship and contact details

·        Health information relevant to coaching (including diagnosed or suspected neurodevelopmental conditions, medical conditions, medications, allergies or other information you choose to share)

·        Information about your goals, coaching needs and circumstances

·        Coaching session notes, agreed actions and progress records

·        Records of communications, meetings and decisions

We may collect or use the following information where it is necessary for safeguarding or to protect the vital interests of you or another person:

·        Name, address and contact details

·        Emergency contact details

·        Health information that is relevant to the safeguarding concern

·        Information about care or support needs, where relevant

·        Information relating to an actual or suspected risk of harm

We collect or use the following personal information to respond to enquiries and, where you have given your consent, to provide information about future coaching services, workshops, training events and other services that may be of interest to you:

·        Name and contact details

·        Communication preferences

·        Marketing preferences

·        Website usage information collected through cookies and analytics

We collect or use the following personal information to respond to enquiries, manage complaints, resolve disputes and maintain accurate records of the services we provide:

·        Name and contact details

·        Address (where relevant)

·        Payment information relating to invoices and payments

·        Coaching, workshop or service history

·        Records of correspondence relating to your enquiry or complaint

Lawful bases and your data protection rights

Under UK data protection law, Hart Coaching relies on the following lawful bases:
- Contract: to provide coaching services you have requested.
- Explicit consent: where you choose to share health or other special category information relevant to coaching.
- Legitimate interests: to administer and improve the business, maintain records and respond to enquiries.
- Vital interests: where sharing information is necessary to protect someone from serious harm.
- Consent: for marketing communications.

You have the rights of access, rectification, erasure, restriction, objection, data portability and (where consent is relied upon) to withdraw consent. Requests will normally be responded to within one month.

Where we get personal information from

·        Usually directly from you

·        Parents, family members or carers

·        Schools, colleges or universities

·        Employers or organisations commissioning coaching

·        Healthcare professionals or other professionals involved in your support

·        Referral organisations

·        Social services or other safeguarding agencies where necessary

How long we keep information

Client records, including coaching agreements, intake forms, handwritten session notes, correspondence and payment records, are normally retained for seven years following the end of the coaching relationship. Paper records are stored securely in locked storage and electronic records are protected by appropriate security measures. After the retention period, paper records are securely shredded and electronic records permanently deleted unless required by law to retain them longer.

Who we share information with

Information is treated as confidential and is only shared where appropriate, with your consent, or where required by law or safeguarding obligations.

·        Healthcare professionals (where appropriate and with consent)

·        Parents, family members or carers (where appropriate or for safeguarding)

·        Employers or organisations commissioning coaching (where agreed)

·        Other professionals involved in your support

·        Safeguarding agencies, emergency services or legal authorities where required

Confidentiality

Confidentiality is fundamental to coaching. Information will only be disclosed where you have given consent, where required by law, where there is a safeguarding concern or serious risk of harm, to prevent or detect serious crime, or where ordered by a court. Wherever appropriate, this will be discussed with you first. Anonymous discussion may also take place during professional supervision to support safe and effective practice.

ICO Registration

Hart Coaching is registered with the Information Commissioner's Office (ICO).
Registration number: ZB589950

How to complain

If you have concerns about how your personal information has been used, please contact Hart Coaching using the email address above. If you remain dissatisfied, you may complain to the Information Commissioner's Office.

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

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