PRIVACY NOTICE
Coaching South West
Version 2.0 | April 2026
This is a plain-English summary of how Coaching South West handles your personal data. For full details, please see our Data Protection Policy at www.coachingsouthwest.com/data-protection-policy.
QUICK OVERVIEW
- Your data is only ever accessed by Zoe McFarlane — we never sell or share it with third parties
- We collect only what is necessary to deliver our services
- Coaching sessions are not routinely recorded
- CPD training sessions are recorded for quality assurance only (30-day retention)
- We only use your feedback for marketing if you explicitly consent
- Full details of your rights and how to exercise them are below
WHAT DATA DO WE COLLECT?
If you are a CPD learner
To book a course:
- Name and email address
During training:
- Audio recording of your voice (if you speak during the session)
- Video (only if your camera is switched on)
- Your attendance record (name, date, course, duration)
After training:
- Name, email address, and your feedback responses
- Your consent choice regarding use of feedback for marketing
If you are a coaching client
Before your first session (via intake form):
- Full name and preferred name
- Email address and phone number
- Home address — held for safeguarding purposes for online work only
- Emergency contact name, relationship, and phone number — for safeguarding purposes only
During coaching:
- You may voluntarily share information about your neurodivergence, mental health, or support needs — this is special category data and is entirely your choice to share
- Any such information is used only to tailor the coaching approach and is never shared with third parties except where legally required
Goals and coaching information:
- What brings you to coaching and what you hope to achieve (optional, provided via intake form)
HOW DO WE USE YOUR DATA?
CPD learners
- Send you your attendance certificate
- Record sessions for quality assurance and complaint investigation
- Meet CPD accreditation requirements
- Use your feedback for improvement (and marketing, only if you consent)
Coaching clients
- Deliver one-to-one coaching sessions via Microsoft Teams
- Contact you about sessions and send invoices
- Respond appropriately in the event of a safeguarding concern
- Tailor sessions to your communication preferences and support needs
HOW LONG DO WE KEEP YOUR DATA?
| Type of data | How long we keep it |
| Email address (CPD learners) | 1 year from course completion, then deleted |
| Attendance records (CPD) | 7 years (CPD accreditation and compliance) |
| Session recordings (CPD) | 30 days, then auto-deleted |
| Invoice records | 6 years (HMRC requirement for self-employed business records) |
| Coaching client intake data | 3 years from final session, then securely deleted |
| Feedback responses (named) | 1 year, then anonymised |
| Feedback responses (anonymised) | Kept indefinitely for quality improvement |
DO WE SHARE YOUR DATA?
No. We do not sell or share your data with marketing companies or other organisations. Your data is only accessed by Zoe McFarlane.
Your data may only be shared in these limited circumstances:
- If you make a formal complaint and it is upheld, relevant information may be shared with professional bodies (CPD Standards Office, BPS, Association for Coaching)
- If required by law (for example, a court order or safeguarding obligation)
YOUR RIGHTS
Under UK GDPR you have the right to:
- Request a copy of the data we hold about you (Subject Access Request)
- Ask us to correct inaccurate data
- Ask us to delete your data (in certain circumstances)
- Object to us using your data for marketing
- Ask us to restrict how we use your data
To exercise any of these rights, email: zoe@coachingsouthwest.com with the subject line “Data Subject Request”. We will respond within 30 days.
FEEDBACK & MARKETING (CPD LEARNERS)
After training, we ask for your feedback. You choose how it may be used:
- I agree to my feedback being used in testimonials with my name
- I agree, but wish to remain anonymous
- I do not agree to marketing use
Your choice does not affect your certificate or ability to attend future courses.
CONTACT US
If you have questions about your privacy:
- Email: zoe@coachingsouthwest.com
- Website: www.coachingsouthwest.com
If you have concerns about how we handle your data, you can contact the Information Commissioner’s Office (ICO):
- Website: www.ico.org.uk
- Phone: 0303 123 1113
- Email: casework@ico.org.uk
Coaching South West is registered with the Information Commissioner’s Office. This notice will be reviewed annually or when our services change.