Privacy Policy - The Coaching Retreat

Effective Date: 01/01/25 Last Updated: 26/06/25

 

1. Introduction

Welcome to The Coaching Retreat. We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you visit our website (www.thecoachingretreat.com), use our services, or engage with us.

Contact Information:

• Business Name: The Coaching Retreat

• Contact: Kate Evans

• Email: thrive@thecoachingretreat.com

• Address: Lichfield, Staffordshire, UK

• Phone: 07545859570

​

2. Information We Collect

​

2.1 Personal Information You Provide

We may collect the following personal information when you:

Website Contact & Newsletter:

• Name and email address

• Phone number

• Message content

• Location information

​

Coaching Services:

• Personal details for coaching sessions

• Health and wellbeing information (where relevant)

• Payment information

• Session notes and progress records

​

Event Bookings (Sound Baths, Wild Women Series, Workshops):

• Name, email, and phone number

• Emergency contact details

• Health conditions relevant to participation

• Dietary requirements or accessibility needs

​

2.2 Information Automatically Collected

• IP address and browser information

• Website usage data and analytics

• Cookies and similar tracking technologies

​

3. How We Use Your Information

We use your personal information for:

Service Delivery:

• Providing coaching sessions and programs

• Booking and managing appointments

• Delivering The Wild Women Series and workshops

• Conducting sound healing sessions

​

Communication:

• Responding to inquiries and support requests

• Sending appointment confirmations and reminders

• Newsletter and program updates (with consent)

• Sharing relevant resources and content

​

Business Operations:

• Processing payments

• Maintaining client records

• Improving our services

• Legal and regulatory compliance

​

Marketing (With Consent):

• Sending promotional emails about services

• Sharing relevant content and offerings

• Social media engagement

​

4. Legal Basis for Processing (GDPR)

We process your personal data under the following legal bases:

• Contract: To fulfill our coaching services and programs

• Consent: For marketing communications and newsletters

• Legitimate Interest: To improve our services and communicate about bookings

• Legal Obligation: To maintain records as required by law

​

5. Information Sharing and Disclosure

We DO NOT sell, trade, or rent your personal information to third parties.

We may share your information with:

Service Providers:

• Payment processors (Stripe, PayPal, etc.)

• Email marketing platforms (Mailchimp, ConvertKit, etc.)

• Booking systems

• Website hosting providers

• Analytics services (Google Analytics)

​

Legal Requirements:

• When required by law or legal process

• To protect our rights and safety

• In emergencies involving health and safety

​

Professional Requirements:

• With supervisors or professional bodies as required by coaching ethics

• In safeguarding situations as mandated by law

​

6. Data Retention

We retain your personal information for:

• Active clients: Duration of coaching relationship plus 7 years

• Newsletter subscribers: Until you unsubscribe

• Website inquiries: 2 years from last contact

• Payment records: 7 years for tax and accounting purposes

• Marketing communications: Until consent is withdrawn

​

7. Your Rights Under GDPR

As a UK/EU resident, you have the right to:

• Access: Request copies of your personal data

• Rectification: Correct inaccurate or incomplete data

• Erasure: Request deletion of your data (with exceptions)

• Restrict Processing: Limit how we use your data

• Data Portability: Receive your data in a structured format

• Object: Opt out of certain types of processing

• Withdraw Consent: For marketing and optional activities

To exercise these rights, contact us at thrive@thecoachingretreat.co.uk.

​

8. Data Security

We implement appropriate security measures including:

• Secure hosting and encrypted connections (SSL)

• Password-protected systems

• Limited access to personal information

• Regular security reviews and updates

• Secure storage of physical records

However, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

​

9. International Data Transfers

Your information may be transferred to and processed in countries outside the UK/EU. When this occurs, we ensure appropriate safeguards are in place, including:

• Adequacy decisions by the UK/EU authorities

• Standard contractual clauses

• Certification schemes

​

10. Cookies and Tracking

Our website uses cookies for:

• Essential functionality (required for website operation)

• Analytics (Google Analytics to understand website usage)

• Marketing (tracking for advertising platforms)

You can control cookies through your browser settings. Disabling cookies may affect website functionality.

​

11. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for their privacy practices. Please review their privacy policies before providing personal information.

​

12. Children's Privacy

Our services are intended for adults (18+). We do not knowingly collect personal information from children under 16. If we discover such information has been collected, we will delete it promptly.

​

13. Professional Confidentiality

As a professional coach, I maintain strict confidentiality regarding coaching conversations and personal information shared during sessions, subject to legal and ethical obligations around safeguarding and professional supervision.

​

14. Changes to This Privacy Policy

We may update this Privacy Policy periodically. We will notify you of significant changes by:

• Posting the updated policy on our website

• Sending email notifications to registered users

• Updating the "Last Updated" date

Continued use of our services constitutes acceptance of any changes.

​

15. Contact Us

For privacy-related questions, requests, or concerns:

Email: thrive@thecoachingretreat.co.uk Phone: 07545859570 Address: Lichfield, Staffordshire, UK

Data Protection Enquiries: thrive@thecoachingretreat.com

​

16. Complaints

If you believe we have not handled your personal information properly, you can contact us directly. You also have the right to lodge a complaint with:

Information Commissioner's Office (ICO)

• Website: ico.org.uk

• Phone: 0303 123 1113

• Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

This Privacy Policy was last updated on 26/06/25.

​