This privacy notice tells you what to expect us to do with your personal information.
Contact details
Post
Three Dials, Palace Lane, Beaulieu, Brockenhurst, Hampshire, SO42 7YG.
Telephone
07775 817344
clare@clarenormancoachingassociates.com
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
- Names and contact details
- Addresses
- Purchase or account history
- Payment details (including card or bank information for transfers and direct debits)
- Health information (including dietary requirements, allergies and health conditions)
- Health and safety information
- Account information
- Website user information (including user journeys and cookie tracking)
- Photographs or video recordings
- Call recordings
- Records of meetings and decisions
- Information relating to compliments or complaints
We also collect or use the following special category information to provide services and goods, including delivery of events. This information is subject to additional protection due to its sensitive nature:
- Health (dietary and accessibility) information
We collect or use the following information for the operation of customer accounts and guarantees:
- Names and contact details
- Addresses
- Payment details (including card or bank information for transfers and direct debits)
- Purchase history
- Account information, including registration details
- Marketing preferences
We collect or use the following information for service updates or marketing purposes:
- Names and contact details
- Addresses
- Marketing preferences
- Recorded images, such as photos or videos
- Website and app user journey information
- Records of consent, where appropriate
We collect or use the following information to comply with legal requirements:
- Name
- Contact information
- Financial transaction information
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Address
- Account information
- Purchase or service history
- Customer or client accounts and records
- Financial transaction information
- Correspondence
We also collect the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:
- Health information (dietary and accessibility)
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions, which means you may not receive all the information you ask for. Read more about the right of access.
- Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
- Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
- Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
- Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
- Your right to withdraw consent – When we use consent as our lawful basis, you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
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- To deliver coaching, mentor coaching, coach supervision, and coach training, I need to collect and hold certain personal information about the people I work with. This includes contact details, session notes, progress records, and, where relevant, information shared in the context of three-way contracting with sponsoring organisations. Collecting this information is a condition of being able to provide the service at all; without it, I cannot fulfil my contractual obligations to thinkers or to the organisations that commission my work. Where I process this information under legitimate interests, the benefit is clear and direct: it allows me to deliver a coherent, continuous coaching relationship that genuinely serves the thinker. Retaining session records means I can track themes over time, honour commitments made in earlier conversations and maintain the quality of support I have agreed to provide. The information is used solely for that purpose and is not shared with third parties except where a thinker and sponsoring organisation have agreed in advance that progress updates will be provided, or where I am legally required to act, for example in situations where there is a risk of harm to the individual or to others. I have weighed the privacy interests of the people I work with carefully against my own need to process their data. The information I hold is the minimum necessary to do the work well. Thinkers have a reasonable expectation that a coach will remember what has been discussed and will keep those records secure; the processing I carry out is consistent with that expectation. The confidential nature of coaching means that the risk of the information being misused is low, and the safeguards I have in place, including secure storage and limited access, reduce that risk further.
For more information on our use of legitimate interests as a lawful basis, you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
-
- For people who have worked with me as a thinker, supervisee, mentee, or training participant, I have a legitimate interest in keeping in touch about services that are similar to those they have already received. This might include information about new coaching programmes, upcoming training, publications, or other developments in my practice that are likely to be relevant to them given the work we have done together. The benefit of this communication is that it keeps people informed about options that may genuinely serve their continued development, without requiring them to seek that information out themselves. I have weighed this interest against the privacy preferences of the people involved and have concluded that, because the communication is relevant, infrequent, and directly connected to a relationship they have already chosen to enter, the impact on them is low. Every communication includes a clear and simple way to opt out, and I will act on any such request without delay. For people who have not previously worked with me, I will only send marketing or service update communications where they have given their explicit consent to receive them. This consent is obtained separately from any other agreement, is specific about what they are signing up to receive, and can be withdrawn at any time. Withdrawing consent will not affect any other aspect of our relationship. I do not use pre-ticked boxes or bundled consent, and I do not treat silence or inactivity as agreement.
For more information on our use of legitimate interests as a lawful basis, you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for legal requirements are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Where we get personal information from
- Directly from you
- Schools, colleges, universities or other education organisations
How long we keep information
- Coaching (services) notes will be kept for a maximum of six years after the coaching has finished.
- Financial information/invoices will be kept for seven years, to comply with HMRC requirements.
- Contracts will be kept for six years after the coaching (services) has finished.
- E-mail exchanges between us will be kept for six years, unless you ask for them to be deleted sooner.
- The International Coaching Federation may look at my coaching logs to verify our coaching hours. I will ask your consent to include your name and email address in there. I will keep this log for six years after business closure.
For more information on how long we store your personal information or the criteria we use to determine this, please contact us using the details provided above.
Who we share information with
Data processors
Debbie Frith – Data Processor
This data processor does the following activities for us: They process our newsletter through Mailchimp. They process our registrations and bookings. They communicate directly with clients. They process invoices through our accounts system.
Others we share personal information with
- Suppliers and service providers:
-
- Bookkeeper – for processing customer and supplier invoices
-
- Web developer – for the management of the website, which involves our programme booking and registration system.
Sharing information outside the UK
Where necessary, we will transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.
Organisation name: WordPress
- Category of recipient: Website
- Country the personal information is sent to: United States
- How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
Organisation name: Trello
- Category of recipient: Storage Provider
- Country the personal information is sent to: United States
- How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
Organisation name: Xero
- Category of recipient: Accounts
- Country the personal information is sent to: United States, Australia, and New Zealand
- How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
Organisation name: Mailchimp (Intuit)
- Category of recipient: Marketing
- Country the personal information is sent to: United States
- How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
Organisation name: Airtable
- Category of recipient: Information management
- Country the personal information is sent to: United States
- How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs) and the UK International Data Transfer Addendum, both incorporated into its Data Processing Addendum.
Organisation name: Dubsado
- Category of recipient: Programme workflow processing
- Country the personal information is sent to: United States
- How the transfer complies with UK data protection law: Dubsado is certified under the UK Extension to the EU-US Data Privacy Framework, which permits the transfer of personal data from the UK to the US under safeguards recognised by the ICO. Dubsado has appointed EDPO UK Ltd as its UK representative under Article 27 of UK GDPR.
Organisation name: Anthropic (Claude)
- Category of recipient: AI assistant
- Country the personal information is sent to: United States
- How the transfer complies with UK data protection law: Anthropic relies on Standard Contractual Clauses (SCCs) and adequacy decisions for international transfers, as set out in its privacy policy. We use Claude.ai Pro, a paid personal subscription. Under Anthropic’s usage policy for paid subscribers, conversation content is not used to train AI models. On occasion, we may input contact details such as email addresses into the tool where they are needed as part of the work we are doing. We do not routinely input sensitive personal data.
Organisation name: Zoom
- Category of recipient: Online meetings platform and note taker
- Country the personal information is sent to: United States
- How the transfer complies with UK data protection law: Zoom relies on Standard Contractual Clauses for transfers of personal data from the UK to countries outside the UK. These are incorporated into Zoom’s Data Processing Addendum, which applies automatically to all Zoom customers through the Zoom Terms of Service.
Organisation name: Dropbox
- Category of recipient: Storage provider
- Country the personal information is sent to: United States
- How the transfer complies with UK data protection law: Dropbox complies with UK GDPR requirements for international data transfers through the UK Extension to the EU-US Data Privacy Framework, robust encryption standards, adherence to ISO 27018, and data governance tools that support individual privacy rights.
How to complain
If you have any concerns about our use of your personal information, you can make a data protection complaint to us:
Email: clare@clarenormancoachingassociates.com
Telephone: 07775 817344
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Clare Norman Coaching Associated Limited – Privacy Policy – Updated September 2026
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What’s a cookie?
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