Last updated: 5 September 2026
This privacy notice explains how I collect, use, store and protect your personal information when you visit coachingwestonsupermare.co.uk, make an enquiry or use my coaching services.
Who I am
Julia Scott is the data controller responsible for your personal information.
Contact details
Julia Scott
Room 16, Pure Offices
137 Pastures Avenue
St Georges
Weston-super-Mare
BS22 7SB
Email: julia@coachingwestonsupermare.co.uk
Telephone: 01934 806968
The information I collect
Depending on how you interact with me, I may collect:
- your name and contact details;
- information you provide through an enquiry or booking form;
- your responses to the pre-coaching questionnaire, including what you would like help with, what you hope to achieve and your readiness for coaching;
- appointment and communication records;
- information relevant to providing coaching, such as your goals, experiences, progress and agreed actions;
- coaching notes and documents shared through the client portal;
- payment, invoicing and transaction information;
- your marketing preferences;
- technical information generated when you use the website, such as your IP address, browser type, device information and website activity; and
- information supplied by a person or organisation referring you, where applicable.
Please do not include detailed medical information or highly sensitive personal information in an initial enquiry unless it is necessary.
How I use your information and my lawful bases
I use personal information only where I have a lawful reason to do so.
Responding to enquiries and arranging discovery calls
I use the information you provide to respond to your enquiry, consider whether my services may be suitable and arrange a discovery call.
My lawful basis is taking steps at your request before potentially entering into a coaching contract.
Providing coaching services
If you become a client, I use your information to:
- arrange and deliver coaching sessions;
- understand what you would like to work on;
- tailor the coaching to your needs;
- communicate with you between sessions where agreed;
- review progress;
- maintain appropriate professional records; and
- manage our contractual relationship.
My lawful basis is performance of our coaching contract.
Maintaining appropriate professional and business records
I may retain relevant records to practise responsibly, respond to concerns or complaints, establish or defend legal claims and meet the requirements of my insurer or professional bodies.
My lawful basis is my legitimate interest in maintaining safe, ethical and accountable professional practice. Where a legal obligation applies, I rely on that obligation.
Payments and accounting
I use payment and transaction information to issue invoices, record payments, maintain financial records and meet tax and accounting obligations.
My lawful bases are performance of our contract and compliance with legal obligations.
Sending newsletters and other marketing communications
I will send marketing emails only if you have actively chosen to receive them, or where another lawful exception applies. You may unsubscribe at any time using the link in an email or by contacting me.
My lawful basis is consent.
Operating and protecting the website
Technical information may be used to keep the website secure, diagnose problems, prevent misuse and understand how the website performs.
My lawful basis is my legitimate interest in operating a secure and effective website. Where consent is legally required for a cookie or similar technology, I will ask for it before that technology is used.
Health information and other sensitive information
Some information you choose to provide may reveal details about your physical or mental health. Health information is classed as special category data and receives additional legal protection.
Where it is necessary to process health or other special category information in connection with a coaching enquiry or coaching service, I will identify an appropriate condition under data protection law. Where I rely on your explicit consent, you may withdraw that consent at any time by contacting me. Withdrawal will not affect processing that took place before consent was withdrawn.
Coaching is distinct from counselling, psychotherapy and medical treatment. Information you provide will also help me consider whether coaching is appropriate or whether another form of support may be more suitable.
Who I share information with
I do not sell your personal information.
Where necessary, information may be processed or shared with:
- the provider that hosts and maintains this website;
- Formidable Forms, which supports forms on the website;
- my email, calendar, videoconferencing and appointment-booking providers;
- the provider of my secure client portal;
- payment-processing and accounting providers;
- professional advisers, including my accountant, insurer or legal adviser;
- a professional supervisor, normally using anonymised information wherever possible; and
- regulators, courts, emergency services or other authorities where disclosure is required by law or is necessary to protect someone from serious harm.
Service providers acting on my behalf may use personal information only as instructed and must protect it appropriately.
krystal.uk
calendly.com
zoom.us
suitedash.com
mailchimp.com
sumup.com
quickfile.co.uk
International transfers
Some service providers may store or process information outside the United Kingdom.
Where personal information is transferred internationally, I take steps to ensure that an appropriate legal safeguard is in place. This may include UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to approved standard contractual clauses. Further information about the safeguards used is available on request.
How long I keep information
I retain personal information only for as long as it is reasonably needed for the purpose for which it was collected and to meet relevant professional, insurance, tax and legal requirements.
My intended retention periods are:
- Enquiries that do not lead to coaching: 12 months after our last communication.
- Pre-coaching questionnaire responses where coaching does not proceed: 12 months after our last communication.
- Coaching records: seven years after the coaching relationship ends.
- Financial and transaction records: six years after the end of the relevant financial year.
- Marketing information: until you unsubscribe or withdraw your consent. I may retain minimal information on a suppression list so that I can respect your request not to be contacted.
- Website security logs and form entries: for the period reasonably required for security, administration and backup purposes, in accordance with the relevant provider’s retention arrangements.
Information may be kept longer where necessary in connection with a complaint, dispute, safeguarding concern or legal claim.
How I protect your information
I use reasonable technical and organisational measures to protect personal information against loss, unauthorised access, misuse or disclosure. These include appropriately secured devices and accounts, access controls, secure service providers and a password-protected client portal where applicable.
No method of transmitting or storing information online can be guaranteed to be completely secure.
Your data protection rights
Depending on the circumstances, you may have the right to:
- ask for a copy of the personal information I hold about you;
- ask me to correct inaccurate or incomplete information;
- ask me to delete your information;
- ask me to restrict how your information is used;
- object to particular uses of your information;
- receive certain information in a portable format; and
- withdraw consent where consent is the lawful basis.
You have the right to object where I process your information on the basis of legitimate interests. You may object to direct marketing at any time.
These rights do not apply in every circumstance. For example, I may need to retain some information to comply with a legal obligation or establish, exercise or defend a legal claim.
To exercise a right, contact julia@coachingwestonsupermare.co.uk. I may need to verify your identity before responding. There is normally no charge.
Providing your information
You are not legally required to complete an enquiry or pre-coaching questionnaire. However, without sufficient information, I may be unable to respond properly, assess whether coaching is suitable or arrange services.
If you become a client, some information will be necessary to enter into and fulfil our coaching agreement and comply with applicable legal obligations.
Automated decision-making
I do not use personal information to make decisions about you based solely on automated processing where those decisions would have legal or similarly significant effects.
Cookies
The website may use cookies and similar technologies for essential functions, security and, with your permission where required, analytics or other optional purposes.
Non-essential cookies will not be placed unless an appropriate legal exception applies or you have given consent. Further details should be provided in the website’s Cookie Policy or cookie-preference panel.
Links to other websites
The website may contain links to external websites or services. I am not responsible for how those organisations handle personal information. You should read their privacy notices before providing information to them.
Changes to this notice
I may update this privacy notice when my services, providers or legal obligations change. The date at the top of the notice shows when it was last revised.
Concerns and complaints
Please contact me first if you have a concern about how I have used your information. I will try to resolve it.
You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: www.ico.org.uk/make-a-complaint