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Privacy Policy

Last Updated: March 2026

 

1. Introduction

Sophie Swan Coaching (“we”, “our”, or “us”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you:

  • Visit our website sophieswancoaching.co.uk

  • Contact us through our website or email

  • Book or participate in our leadership coaching or mentoring services

  • Interact with us in a professional capacity

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

 

2. Who We Are

Data Controller: Sophie Swan Coaching

Contact details:

Email: sophie@sophieswancoaching.co.uk
Address: 39 Miswell Lane, Tring, HP23 4DD

 

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

 

3. What Personal Data We Collect

We may collect and process the following types of personal data:

Information you provide directly

  • Name

  • Email address

  • Phone number

  • Job title or company name

  • Information you provide through contact forms

  • Information shared during enquiries about coaching and/or mentoring services

 
Coaching and Mentoring service information

If you engage with our services, we may process information necessary to deliver our sessions effectively, such as:

  • Professional goals and/or developmental needs

  • Session notes

  • Personal analytical reports (where applicable)

  • Feedback (where applicable)

We aim to collect only the data necessary to provide our services.

 

Website usage information

When you visit our website, we may automatically collect:

  • IP address

  • Browser type and version

  • Device information

  • Pages visited and time spent on the site

This information is typically collected using cookies or analytics tools.

 

4. How We Use Your Personal Data

We use your personal data for the following purposes:

  • Responding to enquiries

  • Arranging and delivering coaching and/or mentoring services

  • Communicating with you about bookings or services

  • Improving our website and services

  • Maintaining business records

  • Complying with legal obligations

We will not sell or rent your personal data to third parties.

 

5. Lawful Bases for Processing

Under UK GDPR, we rely on the following lawful bases:
 

Contractual necessity
To provide coaching and/or mentoring services or respond to requests relating to potential services.
 

Legitimate interests
To operate and improve our business and communicate with clients or prospective clients.
 

Legal obligations
To comply with applicable laws, including financial and tax regulations.
 

Consent
Where required (for example, certain cookies or marketing communications).

 

6. Sharing Your Data

We may share your personal data with trusted third parties who support our business operations, including:

  • Website hosting providers (e.g. Wix)

  • Email service providers

  • Scheduling or booking platforms

  • IT and system administration providers

  • Professional advisers (e.g. legal or accounting)

These providers are required to protect your personal data and only process it on our instructions. We do not share your personal data with third parties for marketing purposes.
 

7. International Transfers

Some of our service providers may process data outside the UK.

Where this occurs, we ensure appropriate safeguards are in place, such as:

  • UK adequacy regulations

  • Standard Contractual Clauses

  • Other legally approved safeguards

These measures ensure your personal data remains protected.

 

8. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including:

  • Delivering services

  • Maintaining business records

  • Complying with legal or regulatory requirements

When personal data is no longer required, it will be securely deleted or anonymised.

 

9. Your Data Protection Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you

  • Correct inaccurate or incomplete data

  • Request deletion of your personal data

  • Restrict processing of your data

  • Object to certain types of processing

  • Request data portability where applicable

To exercise these rights, please contact us at sophie@sophieswancoaching.co.uk

 

10. Cookies

Our website may use cookies and similar technologies to improve user experience and analyse website performance.

You can manage cookie preferences through your browser settings. More information is available in our Cookie Policy.

 

11. Data Security

We implement appropriate technical and organisational measures to protect personal data from:

  • Unauthorised access

  • Accidental loss

  • Misuse

  • Disclosure or alteration

However, no internet transmission can be guaranteed to be completely secure.

 

12. Complaints

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

You also have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner's Office (ICO)
Website: https://ico.org.uk

 

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, technical, or operational changes.

The latest version will always be available on our website with the updated revision date.

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