Privacy Policy

Contact details:

Name: Annabelle Kapoor

Phone Number: 07769694918

E-mail: ak@annabellekapoor.com

Annabelle Kapoor Coaching complies with the General Data Protection Regulation.

This privacy policy sets out how Annabelle Kapoor Coaching collects, processes, uses and stores clients’ personal information. It also sets out the rights of a client with regard to their personal data.

What personal information is collected and how?

Annabelle Kapoor Coaching currently collects and processes the following information in the following ways.

When a client makes initial contact through the website contact form, or via email, they will provide:

Their name

Their email address

Their phone number

These are used by the coach to contact the client, to respond to queries and to begin a coaching agreement. This information is also required by the International Coaching Federation (ICF) if requested, to confirm coaching hours carried out by the coach for credentialing purposes.

When a client participates in a coaching session, they may choose to discuss further personal information from their lives; for example, but not limited to: information about their personal relationships, career, workplace and colleagues, personal history and childhood, health and medical information.

Brief summary notes may be taken for reference in future coaching sessions. Notes may be taken:

• In a physical notebook - these notes will be anonymised and the notebook will be stored in a lockable cabinet.

• Electronically - these notes will be stored in a password-protected and GDPR-compliant cloud service.

Information shared in coaching sessions by the client is used to progress and develop the client’s thinking and actions through coaching techniques.

Information will be treated as confidential and will not be shared with any third parties, unless:

• a client is believed to be at serious risk of harm to themselves or someone else.

• a client has committed a serious crime or miscarriage of justice, or is planning to.

• the coach is legally ordered by a court of law to share client information.

Coaching sessions may take place in person or through an online video meeting. Online video meetings will never be recorded unless consent from the client has been obtained in advance via a separate form.

When a client makes a payment via BACs, a client’s bank details are shared with Annabelle Kapoor Coaching’s bank.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting ak@annabellekapoor.com.

(b) We have a contractual obligation.

How long is client personal information stored?

Notes from client coaching sessions are stored securely, as detailed above, for the duration of the coach-client relationship. Once sessions are complete, handwritten notes will be transferred to a password-protected and GDPR-compliant cloud service where they will be stored for 7 years. The handwritten notes will be destroyed.

Electronic session notes are stored for 7 years in case a client decides to re-establish coaching sessions in this time period. If a coach-client relationship has ended and 7 years have elapsed, electronic session notes will be permanently deleted from cloud storage.

Clients’ names and contact information are also stored securely for 7 years. These records may be requested by the ICF, as proof of coaching hours delivered, to support the coach in achieving a further credential. After 7 years, these details will also be deleted.

Your data protection rights:

Under data protection law, you have rights, including:

• Your right of access - You have the right to ask for copies of your personal information.

• Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

• Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

• Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

• Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact ak@annabellekapoor.com if you wish to make a request.

How to complain

If you have any concerns about the use of your personal information, you can make a complaint to us at ak@annabellekapoor.com.

You can also complain to the ICO if you are unhappy with how Annabelle Kapoor Coaching has used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk