Privacy Policy

1. Introduction

Kind Approach Health Coaching ("we", "our", "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

As a health coach, we handle sensitive personal information, including health data. We take our data protection responsibilities seriously.

2. Data Controller

The data controller responsible for your personal data is:

If you have any questions about this Privacy Policy or how we handle your data, please contact us using the details above.

3. Information We Collect

3.1 Website Contact Information

When you submit an enquiry through our website contact form, we collect:

• Your name
• Your email address
• Your message or enquiry

3.2 Client Health Coaching Information

When you become a client and engage our health coaching services, we may collect and process:

• Full name and contact details (address, phone number, email)
• Date of birth and age
• Health information, including medical history, current health conditions, medications, and allergies
• Lifestyle information (diet, exercise habits, sleep patterns, stress levels)
• Health goals and objectives
• Progress notes and session records
• Any other information you provide during our coaching sessions

4. Legal Basis for Processing

We process your personal data under the following legal bases:

• Consent: When you submit a contact form or provide health information, you give us explicit consent to process your data
• Contractual necessity: Processing is necessary to provide health coaching services under our agreement with you
• Legal obligation: We may need to retain certain records to comply with professional standards and legal requirements
• Legitimate interests: To improve our services and communicate with clients about their health coaching

Special Category Data: Your health information is classified as special category data under UK GDPR. We will only process this information with your explicit consent and for the purpose of providing health coaching services.

5. How We Use Your Information

5.1 Website Enquiries

Information collected through our contact form is used to:

• Respond to your enquiry
• Provide information about our services
• Assess whether health coaching is appropriate for you

5.2 Client Health Coaching

Client information is used to:

• Provide personalized health coaching services
• Monitor your progress towards health goals
• Maintain accurate records of our sessions
• Communicate with you about appointments and follow-ups
• Ensure your safety and wellbeing during coaching
• Comply with professional standards and insurance requirements

6. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information. We will only share your information in the following circumstances:

• With your consent: If you explicitly authorize us to share information with specific third parties
• Professional supervisors: For supervision purposes, anonymized or pseudonymized data may be shared
• Legal requirements: If required by law or to protect vital interests
• Service providers: Trusted third-party service providers who assist in operating our website or business (e.g., email service providers), under strict confidentiality agreements

We will never share your health information without your explicit consent, except where required by law.

7. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorized access, accidental loss, destruction, or damage. These measures include:

• Secure encrypted storage of digital records
• Password-protected systems and devices
• Secure physical storage for paper records
• Regular security assessments and updates
• Limited access to personal data on a need-to-know basis
• Secure communication channels for sensitive information

8. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected:

• Website enquiries: Contact form data is retained for 12 months unless you become a client
• Client records: Health coaching records are retained for 7 years after the last session, in accordance with professional standards and insurance requirements
• Financial records: Retained for 6 years in accordance with HMRC requirements

After the retention period expires, we will securely delete or anonymize your personal data.

9. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right of access: Request a copy of the personal data we hold about you
• Right to rectification: Request correction of inaccurate or incomplete data
• Right to erasure: Request deletion of your personal data (subject to legal retention requirements)
• Right to restrict processing: Request that we limit how we use your data
• Right to data portability: Receive your data in a structured, commonly used format
• Right to object: Object to processing based on legitimate interests
• Right to withdraw consent: Withdraw consent for processing at any time

To exercise any of these rights, please contact us using the details provided in Section 2. We will respond to your request within one month.

Please note that some retention periods are required by professional standards and law, so we may not be able to delete certain records immediately upon request.

10. Cookies and Website Analytics

Our website may use essential cookies necessary for the website to function properly. We do not use tracking or analytics cookies without your consent.

Essential cookies include:

• Session cookies for form submissions
• Security cookies to protect against fraud

11. International Data Transfers

Your personal data is stored and processed within the United Kingdom. If we need to transfer data outside the UK, we will ensure appropriate safeguards are in place to protect your data in accordance with UK GDPR requirements.

12. Children's Privacy

Our services are not directed at individuals under 18 years of age. If we work with clients under 18, we will obtain consent from a parent or legal guardian before collecting or processing any personal data.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by posting the new Privacy Policy on our website and updating the "Last updated" date.

We encourage you to review this Privacy Policy periodically.

14. Complaints

If you have any concerns about how we handle your personal data, please contact us first so we can resolve the issue.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):

15. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us: