Privacy Notice for Choices Coaching Ltd

Choices Coaching Ltd was established in 2012 to deliver coaching, mentoring and training services to teenagers and adults. 

We value our clients and your data and will only ask for, and retain, data which is relevant to the values of the organisation.  We are not in the business of selling or trading mailing lists with other organisations or third parties for marketing purposes.

This Privacy Notice gives detailed information of when and why we collect your personal information, how it is used and stored, and the limited conditions under which we may disclose it others.

This notice is designed to comply with the following acts: UK Data Protection Act 1998, The Data Protection Bill 2017-19, EU Data Protection Directive 1995 (DPD) and the General Data Protection Regulation 2018 (GDPR) (EU) 2016/679.

Our registered address is: The Old Estate Office, Farleigh Lane, Farleigh Wallop Basingstoke, RG25 2HR

Our Company Number is: 7903891

We are registered with the Information Commissioner: ZA018559

Our privacy policy principles:

  • We will never spam you with irrelevant emails
  • You may opt out or into our email communications at any time
  • You have the right to ask us to show you any information we may hold on you 
  • We will never sell, rent, make public or distribute your personal information
  • We will not share your personal data with anyone unless for agreed and specific reasons
  • Data is a liability and therefore should only be collected and processed when absolutely necessary

Types of data that we collect:

Contact forms

We collect the following information about you when you contact the organisation:

  • Full name
  • Email address
  • Telephone number

At present this information is stored on our website content management system. From here, your data may be added to a mailing list which is provided using Mailchimp. Your data will not be processed outside of the EU or EEA.

Coaching agreement – once it has been agreed that you would like coaching sessions, you will be sent a registration form to print out and bring to your first session. This form is kept securely and is destroyed as soon as the coaching sessions have ended.

New client questionnaire - This form is completed prior to your first session and is kept securely and is destroyed as soon as the coaching sessions have ended.

Pre-session preparation – This form may be used during your coaching session to assist you in reflection and preparing for sessions. This form is kept securely and is destroyed as soon as the coaching sessions have ended.

Coaching notes – coaching notes are kept securely for 3 years and are kept only for the purposes of professional development and reflection. Notes are not kept together with personal information and so cannot be attributed to individual clients.

Mailing lists

As part of the registration process for our monthly e-newsletter, we collect personal information. We use that information for a couple of reasons: to tell you about information you’ve asked us to tell you about such as forthcoming events; to contact you if we need to obtain or provide additional information; to check our records are right and to check every now and then that you’re happy and satisfied. We don't trade email lists with other organisations and businesses.

We use a third-party provider, MailChimp, to deliver our newsletter.  We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter.  For more information please see MailChimp’s privacy notice.  You can unsubscribe to general mailings at any time of the day or night by clicking the unsubscribe link at the bottom of any of our emails or by emailing our data protection officer at This email address is being protected from spambots. You need JavaScript enabled to view it.

Please be assured that we do not share your personal or personally identifiable details with any other company. 

Purchasing products or services from Choices Coaching Ltd

When you purchase items through us in person or online, your name, address data, email and contact number will be stored in our IT and purchasing systems.  

Please be assured that we do not share your personal or personally identifiable details with any other company without your consent. 

Storage 

The personal information given to us is stored on our internal database, is password protected and only accessible for the purposes of carrying out services for you.  

Legal basis for processing your information

We will always access your personal information on a lawful basis and in particular on the grounds set out below:

Performance of a contract

If you enter into a contract for goods and services, we will need a certain amount of information to ensure the completion of the contract.  

If you do not provide the information set out in this paragraph, then we may not be able to provide the service to you.

Legitimate Interest

We may use your name or contact details to tell you about our events which we think may be of interest to you.  You can ask us to stop doing so at any time.

We may use some of your personal information for statistical purposes when we evaluate our goods and services.

The above is done on the basis that it is in the legitimate interest of our organisation, for the purpose of networking and marketing.

Consent

We may ask your consent to store your data so that we can inform you of goods and services which are relevant to your organisation.  You can withdraw your consent at any time.

Legal obligation

We may also disclose your personal information, without your permission, to the extent that we are required to do so by law or regulation.

Data minimisation

We will only collect the minimum amount of data. It will be kept only for as long as is necessary for the purpose for which it was collected to comply with our legal and contractual obligations.  For example: we will keep your details whilst you are a client for six years after in line with HMRC guidance. The details will be deleted after that period.  You can unsubscribe from the mailing list at any time and we will ensure that you are no longer contacted.

Access to your personal information

You are entitled to view, amend, or delete the personal information that we hold.  Email your request to us titled ‘Data protection information request’ to This email address is being protected from spambots. You need JavaScript enabled to view it. We will respond to your request to change, correct, or delete your information within a reasonable timeframe and notify you of the action we have taken.

Telephone calls

If you have given us your telephone number, we may use it to contact you to let you know about a forthcoming event or to check information with you.   You can ask us to delete your telephone number at any time, however this would reduce our opportunity to inform you of forthcoming events.  

Telephone calls may also be used for fact verification if needed. (e.g. check a trade or some other process)

Changes to this privacy notice

This privacy notice has been introduced as a result of the General Data Protection Regulation, in May 2018.  It will be reviewed and updated as necessary with regard to changes in legislation or case law and to ensure it remains fit for purpose.

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