What I collect when you book a call, subscribe or become a client, why, who sees it and how long I keep it. Written in plain English, as it should be.
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Who I am
Ines Calder Coaching Ltd, a company registered in England and Wales with its registered office at Studio 4, 12 Printers Yard, London EC1R 0AB, is the data controller for the personal data described in this notice. In this notice "I", "me" and "my" mean Ines Calder Coaching Ltd.
If you have any question about this notice or about your data, email hello@inescalder.co.uk, call 020 7946 0184 or write to the address above. I don't have a data protection officer; I handle these requests myself.
What I collect
- When you request a discovery call: your name, work email, company, team size, the time you chose, whether you'd like a phone or video call, your phone number if you give it, and anything you write in your message.
- When you subscribe to Founder Notes: your email address and the date you subscribed.
- When you become a client: contact details for you and, where relevant, your team; billing details for your business; the notes I make during and after sessions; the plan and review documents we write together; and the information you share about your business, which may include financial information and information about your staff.
- When you contact me by email or phone: whatever you choose to tell me.
I don't knowingly collect special category data. Sometimes clients tell me things about their health or personal circumstances because it affects their work. When that happens I record only what's necessary for coaching, and only with your agreement.
How I use it, and my lawful basis
- To arrange and hold a discovery call: steps you've asked me to take before entering into a contract.
- To deliver coaching and invoice for it: performance of our contract.
- To send Founder Notes: your consent, which you can withdraw at any time using the link in every email.
- To keep financial records: my legal obligations under UK tax law.
- To keep a record of our correspondence and protect my practice against claims: my legitimate interests.
I never sell your data, and I never use it for automated decision-making or profiling.
Who I share it with
I share personal data only with the small number of service providers I need to run the practice: my email and calendar provider, my cloud document storage, my accountant, my bank, and the service that sends Founder Notes. Each acts on my instructions under a written contract. Some of these providers store data outside the UK; where they do, the transfer is covered by UK adequacy regulations or the International Data Transfer Agreement.
I take my own coaching work to a professional supervisor each month. Nothing I share in supervision identifies you or your business.
I will disclose information if the law requires it, or where I believe there is a serious risk of harm to you or someone else. The terms of business explain the limits of confidentiality in more detail.
How long I keep it
- Discovery call requests that don't lead to working together: 12 months, then deleted.
- Session notes and coaching documents: for the length of our work together and 12 months after it ends, then deleted, unless you ask me to delete them sooner.
- Invoices and financial records: six years from the end of the financial year they relate to, as the law requires.
- Founder Notes subscriptions: until you unsubscribe.
Your rights
Under UK data protection law you have the right to ask for a copy of your personal data, to have it corrected, to have it deleted, to restrict or object to how I use it, and to receive it in a portable format. Where I rely on your consent you can withdraw it at any time. Just email me. I'll reply within one month and there's no charge.
If you're unhappy with how I've handled your data, please tell me first so I can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Cookies
This website does not use analytics, advertising or tracking cookies, and it doesn't load content from social networks or map providers. If your browser stores anything for this site, it's only what's strictly necessary for the site to work, such as remembering a choice on a page, and it never leaves your device. Because of that, you won't see a cookie banner here.
Keeping it safe
Client documents are stored in an encrypted cloud account protected by two-factor authentication. My laptop and phone are encrypted and locked. Paper notes are kept to a minimum and locked away in the studio, then shredded.
Changes to this notice
If I change how I use personal data, I'll update this page and, for clients and subscribers, tell you by email before the change takes effect.