Privacy Policy

Last updated: February 2025

1. Introduction
Concentric Coaching (“we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Contact Information

3. What Personal Data We Collect
We may collect and process the following types of personal data:

  • Identity and Contact Data: Name, email address, phone number
  • Coaching-Related Data: Session notes (not retained after sessions), goals, progress tracking
  • Payment Data: Billing information (processed securely by third-party providers such as Xero or Stripe)
  • Special Category Data (if applicable): We may collect information related to gender identity, sexuality, or health, only when necessary for coaching purposes and with your explicit consent.
  • Video Recordings (if applicable): Occasionally, sessions may be recorded, but only with prior consent and solely for agreed professional development purposes. Recordings are destroyed after mentoring with ICF accedited Coaching Mentor.

4. How We Collect Your Data
We collect data through:

  • Our website forms when you make an enquiry or book a session
  • Emails and phone calls
  • Third-party booking and payment systems (e.g., Stripe, Xero, Calendly, Google)
  • Website cookies and analytics

5. Purpose and Legal Basis for Processing
We process your personal data for the following reasons:

  • Providing Coaching Services: To schedule and conduct coaching sessions (legal basis: contractual necessity)
  • Client Communication: To respond to enquiries and provide updates (legal basis: legitimate interest or consent)
  • Marketing: Sending offers (legal basis: consent)
  • Legal & Compliance: To comply with legal obligations, such as record-keeping for tax purposes (legal basis: legal obligation)

6. Cookies and Website Tracking
Our website may use cookies and similar technologies to enhance user experience, track website traffic, and improve services. These may include:

  • Third-Party Cookies: Set by external services such as Google Analytics or payment providers. You can manage cookies through your browser settings and opt out of non-essential cookies. For more details, please check your browser’s help section.
  • Essential Cookies: Necessary for website functionality.
  • Analytics Cookies: Used to understand website traffic and usage patterns.

7. Data Storage & Security
We take appropriate security measures to protect your data. Your data is stored securely using:

  • Encrypted cloud storage
  • Password-protected documents and systems
  • Secure third-party platforms for payments and bookings Coaching notes are never kept after a session. However, basic personal information is retained in password-protected files. Video recordings, if applicable, are deleted after professional development session.

8. Sharing Your Data with Third Parties
We do not sell or trade your data. However, we may share it with:

  • Payment processors (e.g., Stripe, Xero) for transactions
  • Email providers (e.g., Gmail) for communication
  • Accountants for financial record-keeping We ensure these third parties comply with data protection laws.

9. Your Rights
Under UK GDPR, you have the right to:

  • Access your personal data
  • Request corrections to inaccurate information
  • Request deletion of your data (subject to legal obligations)
  • Withdraw consent for marketing communications
  • Object to certain data processing To exercise your rights, please contact us at admin@concentriccoaching.co.uk.

10. Marketing Preferences
If you opt-in to marketing communications, you may unsubscribe at any time by clicking the “unsubscribe” link in emails or contacting us directly.

11. Complaints and Contacting the ICO
If you have concerns about how we handle your data, please contact us first at admin@concentriccoaching.co.uk. If you are not satisfied with our response, you can file a complaint with the Information Commissioner’s Office (ICO):

12. Updates to This Policy
We may update this Privacy Policy periodically. Any changes will be posted on our website with an updated “Last Updated” date.