Wendy Miller Coaching Privacy Policy

Privacy Notice

Wendy Miller Coaching

1. Introduction

Wendy Miller Coaching is committed to protecting and respecting your privacy.

This Privacy Notice explains how personal information is collected, used, stored and shared in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This notice applies to children and young people receiving coaching services, their parents or carers, visitors to the Wendy Miller Coaching website, and professionals or organisations who engage with Wendy Miller Coaching.

2. Who is Responsible for Your Information?

Wendy Miller Coaching is the Data Controller responsible for the personal information collected and processed through its services.

Contact Details

Wendy Miller Coaching

Email: hello@wendymillercoaching.co.uk

Address: 46 Tean Road, Cheadle, Staffordshire, ST10 1LY

If you have any questions about this Privacy Notice or how your information is used, please contact Wendy Miller using the details above.

3. What Information is Collected?

Depending on the nature of the service provided, Wendy Miller Coaching may collect and process:

Personal Information

• Names
• Addresses
• Email      addresses
• Telephone      numbers
• Dates      of birth
• Emergency      contact details
• Parent      or carer details
• School      or educational setting information

Coaching Information

• Referral      information
• Session      notes
• Coaching      goals and progress records
• Information      relevant to supporting a child, young person or family

Special Category Data

Where necessary, Wendy Miller Coaching may process information relating to:

• Physical      or mental health
• Additional      needs or disabilities
• Special      Educational Needs and Disabilities (SEND)
• Safeguarding      concerns
• Other      information relevant to providing safe and appropriate support

This information is processed only where there is a lawful basis and an additional condition for processing under UK GDPR.

Website Information

When you visit the website, information may be collected automatically, including:

• IP      address
• Browser      type
• Device      information
• Website      usage information
• Cookies      and similar technologies

Please refer to the Cookie Policy for further information.

4. How Information is Collected

Information may be collected:

• Directly      from parents, carers, clients or young people;
• Through      enquiry forms on the website;
• During      coaching sessions;
• Through      email, telephone calls or online meetings;
• From      schools, educational settings or referral organisations;
• From      professionals involved in supporting a child or family, where appropriate      consent has been obtained or another lawful basis applies.

5. How Information is Used

Personal information is used to:

• Provide      coaching and wellbeing services;
• Communicate      with clients, parents, carers and professionals;
• Arrange      and manage appointments;
• Maintain      coaching records;
• Ensure      services are delivered safely and appropriately;
• Meet      safeguarding responsibilities;
• Manage      payments and administration;
• Comply      with legal and regulatory requirements;
• Improve      services and business operations.

6. Lawful Basis for Processing

Wendy Miller Coaching processes personal information under one or more of the lawful bases set out in Article 6 UK GDPR, including:

• Consent;
• Performance      of a contract;
• Compliance      with a legal obligation;
• Legitimate      interests.

Where special category data is processed, an additional lawful condition under Article 9 UK GDPR will apply.

7. Sharing Information

Information will only be shared where necessary and appropriate.

Information may be shared with:

• Parents      or carers;
• Schools      and educational settings;
• Health      or support professionals;
• Safeguarding      agencies;
• Local      authorities;
• Insurers,      legal advisers or regulators where required;
• Service      providers who support the operation of Wendy Miller Coaching.

Information will only be shared when there is a lawful basis to do so, including where consent has been provided, where there is a safeguarding concern, or where disclosure is required by law.

Only the minimum necessary information will be shared.

When Wendy Miller Coaching provides services on behalf of another organisation, personal information will be processed in accordance with the agreement in place with that organisation and applicable data protection legislation.

8. Online Systems and Service Providers

Wendy Miller Coaching uses trusted third-party providers to support the delivery of services, including:

• Microsoft      365 and OneDrive for email communication and secure storage of      information;
• Stripe      (through my online booking system) for processing payments for group      coaching sessions.
• Google      Meet for online meetings;
• GoDaddy      for website hosting and website contact forms.

These providers may process personal information on behalf of Wendy Miller Coaching and are required to maintain appropriate security measures.

9. International Transfers

Some service providers may store or process information outside the United Kingdom.

Where personal information is transferred internationally, Wendy Miller Coaching will ensure that appropriate safeguards are in place in accordance with UK GDPR.

10. Data Security

Appropriate technical and organisational measures are in place to protect personal information from unauthorised access, loss, misuse, alteration or disclosure.

Information is stored securely using password-protected systems and access is limited to authorised persons.

11. Data Retention

Personal information will be retained only for as long as necessary to fulfil the purposes for which it was collected and to comply with legal, regulatory, safeguarding, insurance and professional requirements.

Coaching records and related personal information are normally retained for seven years after coaching has ended. Where there is a legal requirement or an ongoing safeguarding concern, records may be retained for longer if necessary.

When information is no longer required, it will be securely deleted or destroyed.

12. Your Rights

Under UK GDPR, individuals have the right to:

• be      informed;
• access      their personal information;
• request      correction of inaccurate information;
• request      erasure where appropriate;
• restrict      processing;
• object      to processing;
• request      data portability where applicable;
• withdraw      consent where consent is the lawful basis for processing.

Requests relating to these rights should be made using the contact details provided in this notice.

13. Complaints

If you have concerns about how your personal information is handled, please contact Wendy Miller Coaching in the first instance.

You also have the right to complain to the Information Commissioner's Office (ICO):

https://ico.org.uk

14. Changes to this Privacy Notice

This Privacy Notice may be updated from time to time to reflect changes in legislation, guidance or business practices.