Privacy & Data Protection Policy

Cheshire Health Coaching – Privacy & Data Protection Policy

Effective Date: 01/04/2025

Review Date: 01/04/2026

1. Introduction

Cheshire Health Coaching is committed to protecting the personal data and privacy of our clients, prospects, and website visitors. This policy explains how we collect, use, store, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and any applicable data protection legislation.

2. Scope

This policy applies to all personal data processed by Cheshire Health Coaching, whether collected through consultations, online forms, emails, social media, our website, or other methods. It covers all staff, contractors, and third parties who handle data on our behalf.

3. Our Data Protection Principles

We are committed to ensuring that personal data is:

• Processed lawfully, fairly, and transparently
• Collected for specified, explicit, and legitimate purposes
• Adequate, relevant, and limited to what is necessary
• Accurate and, where necessary, kept up to date
• Retained only for as long as necessary
• Processed in a manner that ensures appropriate security

4. What Data We Collect

We may collect the following categories of personal data:

• Identity Information: Name, date of birth, gender
• Contact Details: Email address, phone number, address
• Health Information: Medical history, dietary preferences, lifestyle details      (collected with explicit consent)
• Coaching Notes: Session summaries, progress tracking, client goals
• Payment Information: (If applicable) via secure third-party processors
• Technical Data: IP address, browser type, cookies, and site usage (via our website)

5. Lawful Basis for Processing

We process personal data under the following lawful bases:

• Consent: For marketing communications and processing special category data like health information
• Contractual necessity: To provide coaching services to clients
• Legal obligation: For recordkeeping and compliance
• Legitimate interests: For business operations, where not overridden by your rights

6. How We Use Your Data

Your data may be used to:

• Provide personalised health coaching and support
• Respond to enquiries and schedule sessions
• Send newsletters, offers, and updates (with consent)
• Maintain client records securely
• Comply with professional and legal obligations

7. Data Sharing and Third Parties

We do not sell or share personal data for commercial purposes. However, we may share data with:

• Email marketing platforms (e.g. Mailchimp, with consent)
• Scheduling systems or CRM tools
• Regulatory or legal authorities, if required by law
• Subcontracted staff/consultants under strict confidentiality

All third-party providers must meet our data protection standards and UK GDPR requirements.

8. Data Storage and Security

We implement appropriate technical and organisational measures to safeguard your data, including:

• Secure  password-protected systems
• Encrypted digital files and communication
• Access controls and regular security reviews
• Data minimisation and secure disposal protocols

9. Data Retention

We retain personal data only for as long as necessary:

• Client records: Retained for 7 years after last session, in line with health      industry standards
• Marketing contacts: Until consent is withdrawn or data is no longer relevant
• Website analytics/cookies: As outlined in our cookie policy

Data is securely destroyed or anonymised after the retention period.

10. Your Rights

Under the UK GDPR, you have the following rights:

• To access a copy of your data
• To rectify inaccurate or incomplete data
• To erase your data (“right to be forgotten”)
• To restrict or object to processing
• To  withdraw consent at any time
• To data portability (if applicable)
• To lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise your rights, contact us at:

📧 www.cheshirehealthcoaching.co.uk

11. Cookies and Website Use

Our website may use cookies to enhance user experience and gather anonymised analytics. A separate [Cookie Policy] is available on our website.

12. Changes to This Policy

We may update this policy from time to time. The latest version will always be available on our website. Clients will be informed of significant changes by email or during sessions.

13. Contact Us

For any questions or concerns about how we handle your data, please contact:

Cheshire Health Coaching

📧 lisa@cheshirehealthcoaching.co.uk

🌐 www.cheshirehealthcoaching.co.uk

Version: 1.0

Approved by: L. Stanway Director

Date: 01/04/2025