Legal

Privacy Policy

Conor Patterson Coaching respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how personal information is collected, used, stored and protected when you visit the Conor Patterson Coaching website, make an enquiry, apply for coaching, purchase a coaching programme or participate in coaching.

Who is responsible for your information?

The data controller is:

Contact Details

Name: Conor Patterson
Address: Fragbarrow House, Fragbarrow Lane, Ditchling, BN6 8TP, UK
Email: info@conorpatterson.com
Telephone: 01444 243419

References in this policy to “I”, “we”, “us” or “Conor Patterson Coaching” mean the above data controller.

Information we may collect

Depending on your relationship with us, we may collect:

Your name

Your email address

Your telephone number

Address

Age or date of birth where relevant

Payment and transaction information

Information supplied when making an enquiry

Information provided on a coaching application or intake questionnaire

Your objectives and reasons for seeking coaching

Notes relating to coaching sessions

Correspondence and communications

Appointment and scheduling information

Feedback and testimonials

Marketing preferences

Website usage information

IP address, device and browser information; and

Other information you voluntarily choose to share during the coaching relationship.

Sensitive and personal information disclosed during coaching

Depending on the nature of the coaching, you may choose to disclose information concerning matters such as:

Physical or emotional wellbeing

Health

Relationships

Family circumstances

Financial circumstances

Employment or business

Beliefs or values

Lifestyle; or

Other personal experiences.

You are not required to provide information that is not reasonably relevant to the coaching service.

Some information, particularly information relating to health, religious or philosophical beliefs, sexuality or other protected categories, may constitute

Special category personal data.

Where it is necessary for us to record or otherwise process special category information, we will only do so where there is an appropriate legal basis and special-category condition. Where appropriate, this will be your explicit consent.

You may withdraw that consent, although this may affect our ability to provide some aspects of the coaching service.

Conor Patterson Coaching is a coaching service and is not using personal information for medical diagnosis or medical treatment unless expressly stated otherwise.

How we obtain information

We may receive your information:

Directly from you through the website

Through an enquiry or application form

By email, telephone or messaging service

During introductory calls or coaching sessions

Through online booking systems

From payment providers

From somebody authorised by you to contact us; or

Through website cookies and similar technology.

Why we use your information

We may use personal information to:

Respond to coaching enquiries

Decide whether a coaching relationship is appropriate

Arrange introductory calls

Provide coaching sessions and programmes

Understand your objectives

Prepare for and follow up coaching sessions

Maintain appropriate coaching notes

Monitor progress against goals that you have identified

Schedule and administer appointments

Process payments

Provide invoices and receipts

Communicate with you about your coaching programme

Maintain business, tax and accounting records

Improve our services

Deal with complaints or disputes

Protect our legal interests

Comply with legal obligations; and

Send marketing communications where permitted.

Lawful bases for processing

We use different lawful bases depending on the purpose for which information is being processed.

Contract — We may process information where it is necessary to:

Take steps at your request before entering into a coaching contract; or.
Perform the coaching agreement between us

Legitimate interests — We may process information where reasonably necessary for our legitimate business interests, provided those interests do not override your rights and freedoms.

This can include:

Responding to enquiries
Administering our business
Maintaining appropriate coaching records
Protecting against legal claims
Improving our service
Maintaining website security; and
Managing client relationships.

Legal obligation — Some information must be processed or retained to comply with legal, tax or accounting requirements.

Consent — We rely on consent where appropriate, including for:

Certain marketing communications
Non-essential website cookies
Use of testimonials, photographs or recordings where consent is appropriate; and
certain sensitive or special category information.

Where we rely on consent, you can withdraw it at any time.

Coaching session notes and confidentiality

Information discussed during coaching is treated as confidential, subject to the limitations explained below.

We may retain brief notes where reasonably necessary to:

Provide continuity between sessions

Remember agreed objectives and actions

Administer your coaching programme; or

Maintain an appropriate record of the professional relationship.

We aim to record only information reasonably necessary for these purposes.

Confidential information may exceptionally be disclosed where:

You ask or authorise us to disclose it

Disclosure is required by law or court order

Disclosure is reasonably necessary to establish, exercise or defend legal rights; or

There is an exceptional situation involving a serious and immediate risk where disclosure is lawful and necessary.

Nothing in this Privacy Policy creates a legally privileged relationship equivalent to that between a solicitor and client or a regulated healthcare professional and patient.

Recording coaching sessions

Coaching sessions will not normally be audio or video recorded unless this has been agreed with you in advance.

Where a session is recorded, we will explain:

Why the recording is being made

How it will be used

Who will have access to it; and

How long it will be retained.

Where consent is the appropriate basis, you may withdraw that consent for future use.

Testimonials and case studies

We will not normally publish your private coaching information as a testimonial or case study without your permission.

Where you agree to provide a testimonial, we will agree whether it may be published:

Using your full name

Using your first name only

Using initials

Using your business name; or

Anonymously.

You may contact us if you later wish us to stop using a testimonial. We will take reasonable steps to stop future use, although we may not always be able to retrieve material that has already been printed, distributed or independently republished.

Marketing communications

We may send information about coaching, events, workshops, programmes or related services if:

You have consented to receive those communications; or

we are otherwise permitted to contact you under applicable direct-marketing rules.

Where applicable, we may contact existing customers about our own similar products or services.

You can opt out of marketing at any time by using the unsubscribe option in an email or contacting us.

Opting out of marketing will not prevent us from contacting you about an existing coaching programme, appointment, payment or other service you have requested.

We may retain minimal information on a suppression list so that we can honour your request not to receive marketing.

Who we share information with

We do not sell personal information.

We may share limited information where necessary with trusted service providers including:

Data type

Typical retention period

Enquiry information

Up to 12–24 months

Customer, booking or event records

[Insert period]

Financial and transaction records

Usually up to 6 years (tax and accounting)

Marketing data

Until you unsubscribe or withdraw consent

Website analytics data

[Insert period]

Website hosting and IT providers

Online booking and scheduling providers

Payment processors

Email providers

Cloud storage providers

Video conferencing providers

Accounting providers

Accountants

Professional advisers; and

Insurers

Contractors providing administrative or technical support.

We may also disclose information where required by law or where reasonably necessary to protect our legal rights.

Where suppliers process personal information on our behalf, we expect them to use appropriate security and confidentiality measures.

International transfers

Some technology services used in operating the coaching business may process or store information outside the United Kingdom.

Where this happens, appropriate safeguards will be used where required under UK data protection law.

How long information is retained

We retain information only for as long as reasonably necessary.

As a general guide:

Right to be informed

Right of access

Right to rectification

Right to erasure

Right to restriction

Right to object

Right to data portability

Right to withdraw consent

General enquiries that do not lead to coaching may normally be retained for up to two years

Client contact, contractual, payment and accounting records may normally be retained for six years or longer where required by law

Coaching notes and intake information will normally be reviewed after the coaching relationship ends and deleted or anonymised when they are no longer reasonably required

Particularly sensitive information will not be retained longer than reasonably necessary

Information connected with an ongoing complaint, dispute, insurance matter or potential legal claim may be kept for longer where reasonably required; and

Marketing information is retained until you unsubscribe or it is no longer appropriate to retain it.

Where information is no longer required, we will take reasonable steps to securely delete or anonymise it.

Exercise your rights

To exercise any of your rights, please contact us at satoricyprus@gmail.com. We may need to verify your identity before responding to your request.

Cookies

The website may use cookies and similar technologies.

Cookies necessary for the operation, security or functionality of the website may be used without consent where permitted by law.

Where required, analytics, advertising or other non-essential cookies will only be activated after you have made a choice through our cookie consent system.

You should be able to reject non-essential cookies without being prevented from accessing the main website.

Further details of the cookies in use may be provided through our cookie settings or a separate Cookie Policy.

Security

We take reasonable organisational and technical steps to protect personal information.

These may include:

Password and account controls

Limiting access to client information

Secure systems and providers

Appropriate device security

Backups

Confidentiality procedures; and

Securely deleting information when no longer required.

Although we take reasonable precautions, no electronic storage or internet transmission system can be guaranteed to be completely secure.

Children and young people

Coaching services are primarily intended for adults unless specifically agreed otherwise.

Where coaching is provided to someone under 18, appropriate arrangements will normally be made with their parent or legal guardian.

We will take additional care in determining:

What information should be collected

Who can access it

What confidentiality arrangements apply; and

What information may appropriately be shared with a parent or guardian.

These arrangements should be discussed before coaching begins.

Your data protection rights

Depending on the circumstances, you may have the right to:

Ask what personal information we hold about you

Obtain a copy of that information

Correct inaccurate information

Ask for information to be deleted in certain circumstances

Restrict certain processing

Object to processing based on legitimate interests

Object to direct marketing at any time

Request portability of certain information

Withdraw consent where processing is based on consent; and

Complain about the way your information is being handled.

These rights are subject to certain legal limitations and exemptions.
To exercise your rights, contact info@conorpatterson.com.
We may need to confirm your identity before providing personal information.

Complaints

If you are concerned about how your personal information has been handled, please contact us first so that we can try to resolve the matter.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator.

Information Commissioner’s Office (ICO)

Website: www.ico.org.uk
Telephone: 0303 123 1113

Links to other websites

The website may contain links to third-party websites or services.

Those organisations are responsible for their own privacy practices and we recommend reading their privacy policies before submitting personal information.

Changes to this privacy policy

We may update this Privacy Policy periodically.

The latest version will be published on the website and the date at the top of the policy will show when it was last updated.

Contact

For questions about privacy or to exercise your data protection rights, contact:

Contact Details

Address: Fragbarrow House, Fragbarrow Lane, Ditchling, BN6 8TP, UK
Email: info@conorpatterson.com
Telephone: 01444 243419