Privacy Policy

Privacy Policy — Capstan Coaching

We take your privacy seriously and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard your information in line with the UK GDPR and the Data Protection Act 2018.

1. What Data We Collect

• We may collect the following personal data:
  • Contact details (name, email, phone, address).
  • Coaching-related information you choose to share in sessions.
  • Administrative data (invoices, payment details).
  • Website usage data (e.g. cookies).

2. How We Use Your Data

• We use your personal data for:
  • Delivering coaching services.
  • Managing bookings, invoicing, and payments.
  • Communicating with you about services.
  • Meeting legal and insurance obligations.

3. Lawful Basis for Processing

• We process your data on the following legal bases:
  • Contract: to provide the services you purchase.
  • Legal obligation: for tax, accounting, and insurance purposes.
  • Consent: where you agree to optional communications (e.g. newsletters).

4. Data Sharing

• We do not sell or trade your personal data. We may share necessary data with:
  • Payment processors (for transactions).
  • Professional advisers (e.g. accountants).
  • Regulators or authorities where legally required.

5. Data Storage & Security

• Your data is stored securely using encrypted cloud storage.
• Any coaching notes are kept confidential and not shared unless legally required (e.g. safeguarding concerns).

6. Data Retention

• Coaching notes: retained for 6 years, to align with insurance requirements (sometimes longer if law or disputes require it).
• Invoices and financial records: retained for at least 6 years, as required by HMRC.
• Personal data no longer required will be securely deleted.

7. Your Rights

• You have the right to:
  • Ask what information we hold about you.
  • Request correction or deletion.
  • Object to processing in some circumstances.
  • Withdraw consent (where processing is based on consent).
  • Lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

8. Changes to This Policy

• We may update this Privacy Policy from time to time. The latest version will always be published on our website.

9. Contact

• If you have questions or want to exercise your rights, please get in touch: privacy@capstancoaching.co.uk.
• The data controller is Alex Justin-French, trading as Capstan Coaching, 71-75 Shelton Street, London, WC2H 9JQ.