This privacy notice tells you what to expect us to do with your personal information.
Contact details:
anna@coddi.co.uk
What information we collect, use, and why
We collect or use the following information to provide and manage our coaching services:
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Names and contact details
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Coaching start date and agreed programme length
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Brief session notes (handwritten)
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Payment details (invoicing only - we do not store card information)
We collect or use the following information for the purposes of our legitimate interests in running our business:
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Website enquiry information submitted via contact forms
AI is used to help with admin and content, with no client records involved
Lawful bases and data protection rights
Under UK data protection law, we must have a "lawful basis" for collecting and using your personal information. We rely on the following lawful bases:
Contract
We need to collect or use your information to enter into or carry out our coaching agreement with you.
Consent
For any information you provide voluntarily when contacting us via our website.
Legitimate interests
For basic business records and website analytics. Our legitimate interest is the operation of a professional coaching practice.
Vital interests
In the rare circumstances where there is an urgent or serious risk to your or someone else's physical or mental health or wellbeing, we may need to share information accordingly.
Your data protection rights under UK GDPR are:
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Right of access - you can ask us for copies of your personal information
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Right to rectification - you can ask us to correct or delete information you think is inaccurate or incomplete
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Right to erasure - you can ask us to delete your personal information
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Right to restriction of processing - you can ask us to limit how we use your personal information
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Right to object to processing - you can object to the processing of your personal data
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Right to data portability - you can ask us to transfer your personal information to another organisation or to you
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Right to withdraw consent - where we rely on consent, you can withdraw it at any time
We must respond to any request within one month. To make a request, please contact us at anna@coddi.co.uk.
Where we get personal information from
Directly from you - either through our website contact form, Scoreapp contact form, by email, or as part of our coaching relationship.
How we store your information
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Wix (our website platform) - handles contact form and enquiry data. GDPR-compliant.
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Google Sheets - a client roster holding your name, contact details, coaching start date, and programme length.
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ScoreApp (our online quiz platform) - holds your email address and quiz answers, used to send your quiz result and, where you've opted in, marketing emails about our coaching.
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Physical notebook - brief handwritten session notes, stored securely. One notebook per client. Can be physically destroyed on request.
How long we keep information
We retain your personal information for a maximum of 7 years from the end of our coaching relationship. This is required for professional insurance and ICF compliance purposes.
After this period, all records are permanently destroyed:
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Digital records are deleted from Google Sheets
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Website data is deleted from Wix
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Physical notebooks are destroyed
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If you request erasure before this period, we will action this within 30 days and confirm in writing. We will retain only a basic record of the deletion request itself (date and confirmation) for compliance purposes.
Who we share information with
International Coaching Federation (ICF)
As part of maintaining professional coaching credentials, we may be required to share your name, contact details, and the start and end dates of our coaching relationship with the ICF for verification purposes. This is covered in your coaching contract, which you sign before we begin working together.
No personal session notes are shared. Any session recordings submitted for certification purposes are password-protected and shared only with the relevant supervisor.
We do not share your information with any other third parties, and we never sell your data.
Sharing information outside the UK
Where necessary, we share limited personal information (name, contact details, and coaching dates) with the International Coaching Federation, which is based in the USA.
This transfer is made on the basis of your explicit consent, given when you sign your coaching contract prior to our first session. The ICF is GDPR-aware and processes data in accordance with applicable international data protection standards.
How to complain
If you have any concerns about how we use your personal data, please contact us first at anna@coddi.co.uk. We will respond within 30 days.
If you remain unhappy after raising a complaint with us, you can complain to the ICO:
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Information Commissioner's Office
Wycliff House
Wilmslow
Cheshire
SK9 5AF
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Helpline: 0303 123 1113
Website: ico.org.uk/make-a-complaint
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