Dr Lewis Thomas customer privacy notice
Effective date:Â 21/7/2024
This privacy notice tells you what to expect us to do with your personal information.
Contact details
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
- Records of meetings and decisions
- Payment details (including card or bank information for transfers and direct debits)
- Call recordings
We collect or use the following information for service updates or marketing purposes:
- Names and contact details
- Marketing preferences
- Purchase or viewing history
- Website and app user journey information
Lawful bases
As a life coach, I collect and use personal information to provide personalized and effective coaching services tailored to the unique needs and goals of each client. This includes gathering relevant personal details that help me understand the client’s background, challenges, and aspirations.
My lawful bases for collecting or using personal information to provide services and goods are:
- Consent
- Contract
- Legitimate interest:
- Providing Tailored Coaching Services: To offer personalized advice and strategies, I need to understand the client’s specific situation, including their career, relationships, health, and personal goals. Collecting this information allows me to design a customized coaching plan that effectively addresses their unique needs.
- Enhancing Client Experience: By maintaining records of our sessions, I can track the client’s progress, identify patterns, and adjust coaching techniques to ensure the client’s continuous growth and development. This helps in providing a high-quality and consistent coaching experience.
- Ensuring Effective Communication: Collecting contact information (such as email and phone number) enables me to communicate efficiently with clients, schedule sessions, send reminders, and share relevant resources. This ensures a smooth and organized coaching process.
- Maintaining Professional Standards: Keeping detailed records of coaching sessions and agreements is essential for professional accountability and integrity. It allows me to reference past sessions, uphold ethical standards, and provide a reliable service.
- Legal and Regulatory Compliance: Retaining certain information, such as payment records and signed agreements, is necessary for compliance with legal and financial regulations. This protects both the client and myself in case of any disputes or audits.
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
- Consent
Where we get personal information from
- People directly
How long we keep information
Data Retention Policy:
I am committed to protecting the privacy and confidentiality of Client's personal data. The following retention periods apply to the Client's data:
- Client Agreements and Contracts: Retained for 7 years after the termination of the coaching relationship.
- Session Notes and Communications: Retained for 5 years after the last coaching session.
- Billing and Payment Records: Retained for 7 years for tax and audit purposes.
- Emails and Electronic Correspondence: Retained for up to 2 years after the coaching relationship ends, unless containing information covered by other categories.
After these periods, all personal data will be securely deleted or destroyed. The Client has the right to request access to their data or ask for its deletion at any time, subject to legal and regulatory requirements.
Who we share information with
Data processors
Kajabi
This data processor does the following activities for us: Hosts website, manages client databases, handles email communications and marketing campaigns, processes payments and manages transactions.
Microsoft Corporation
This data processor provides Outlook, my email service provider and processes personal data such as your email addresses on my behalf.
Sharing information outside the UK
Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place. Please contact us for more information.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal data.
Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.
You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
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:          Â
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
Last updated
21 July 2024
