Positive Soul Privacy Statement

I am committed to protecting your privacy and ensuring your personal information is handled safely, lawfully, and transparently. As a UK‑based health and wellness coach, I act as a data controller, meaning I determine what personal information I collect and how it is used. This Privacy Statement explains what data I collect, why I collect it, how it is used, how long it is kept, and your rights under the UK General Data Protection Regulation (UK GDPR).

2. What Personal Data I Collect

Depending on how you work with me, I may collect the following types of personal data:

Basic information

  • Name

  • Email address

  • Telephone number

  • Postal address

Session & coaching information

  • Coaching session notes

  • Lifestyle habits

  • Goals and progress

  • Personal reflections shared during sessions

Sensitive (“Special Category”) data

  • Health or wellbeing information

  • Any other sensitive details shared as part of the coaching process

Special category data is subject to stricter protection rules under UK GDPR.

Payment & admin data

  • Invoices

  • Payment details

  • Scheduling information

 

 Website or digital service data (if applicable)

  • Cookies and analytics

  • Contact form submissions

3. Legal Basis for Processing Your Data

I process your personal data using the following lawful bases under UK GDPR:

  • Contract – to provide coaching services you have requested.

  • Consent – for collecting sensitive health data or using your data for marketing communications.

  • Legitimate interests – to maintain coaching records, ensure service quality, and protect my business.

You may withdraw consent at any time.

4. How Your Data Is Used

Your data is used only for clear, specific purposes, including:

  • Delivering coaching sessions

  • Tracking progress and tailoring support

  • Scheduling and communication

  • Processing payments and invoices

  • Maintaining required business records

  • Ensuring safety, security, and compliance

I will not use your personal data for purposes incompatible with the original reason for collection.

 5. Sharing Your Data

I may share limited data with trusted third‑party providers such as:

  • Payment processors

  • Scheduling software

  • Email or SMS communication tools

  • Website hosting and analytics platforms

These providers only access data necessary to deliver their service and must comply with data‑protection requirements.

I do not sell or share your data with marketers without explicit consent.

6. How Long Your Data Is Kept

I retain client records only for as long as necessary to provide coaching services and meet legal or tax obligations.

In most cases:

  • Session notes and coaching records: kept for the duration of the coaching relationship + a defined retention period (often up to 6 years where legally advisable).

  • Marketing data: kept until you unsubscribe or withdraw consent.

7. How Your Information Is Stored and Protected

I take reasonable steps to keep your data secure, including:

  • Password‑protected digital storage

  • Encrypted devices and secure cloud providers

  • Limited access (only I or authorised partners can access your data)

  • Secure disposal of data no longer needed

If storing any physical notes, these are kept in a locked location.

8. Your Privacy Rights

Under UK GDPR, you have the right to:

  • Access your personal data

  • Correct inaccurate information

  • Request deletion (“right to be forgotten”)

  • Withdraw consent at any time

  • Restrict processing in certain circumstances

  • Object to certain uses (e.g., marketing)

  • Data portability

To exercise these rights, email me using the contact details below.

9. Working With Sensitive Health Data

If you share health‑related or emotional wellbeing data, I ensure:

  • It is only collected with your explicit consent

  • It is kept confidential

  • It is used solely for coaching purposes

  • It is not shared except where legally required (e.g., safeguarding concerns)

10. Cookies (If using a website)

If my website uses cookies (e.g. analytics tools), you will be notified and may provide or withdraw consent in line with UK cookie regulations.

11. Contact Details

If you have questions about this Privacy Statement or wish to exercise your privacy rights, please contact: Annabel Hooper, Health & Wellness Coach
Email: annabel@positive-soul.co.uk
Phone: +44 7986 885129