My Own Wellbeing Coaching Privacy Policy
Website visitors, subscribers and coaching clients
This policy explains how I collect, use and look after personal information when you visit my website, contact me, book or receive coaching, or subscribe to Notes Along the Way.
1 Who is responsible for your information
I am Angela Palmer, a sole trader trading as My Own Wellbeing Coaching (MOWC). I am the data controller for the personal information I use to run MOWC: this means I decide why and how it is used.
Email: info@myownwellbeing.co.uk
Website: https://myownwellbeing.co.uk
2 Information I collect
Enquiries and appointments: your name, contact details, messages and information you provide when enquiring or booking through Calendly, together with appointment dates and relevant correspondence.
Coaching: your contact details, agreement and questionnaire responses, information you choose to share during coaching, session notes and agreed actions. These may include information about your physical or mental health, wellbeing and personal circumstances. I do not record or transcribe sessions.
Emergency contacts: if you provide an emergency contact, I collect their name and telephone number. Please tell them you have provided their details and direct them to this policy. Their details are supplied by you, rather than collected directly from them.
Payments: invoices and bank-transfer records, including information shown with your payment, such as your payer name, amount, date and reference. Coaching packages are paid by bank transfer; I do not take payment for them through the website.
Subscriptions: the name you provide, your email address, subscription date, and relevant subscription and unsubscribe correspondence.
Website use: technical information needed to operate the website and its services. The cookie and technical-data details requiring verification are identified in section 8.
3 Why I use information and the legal bases
I use information only for identified purposes and collect no more than is needed for them. Different uses of the same information may have different legal bases.
Enquiries about becoming a client, booking, delivering paid coaching and administering payment: where necessary, processing is based on taking steps at your request before entering into a contract or performing our contract (Article 6(1)(b) UK GDPR).
Accounting and tax records: processing is based on compliance with legal obligations (Article 6(1)(c)).
Health and other sensitive information
Health information is special category data. Using it requires an additional condition under Article 9 UK GDPR as well as an Article 6 legal basis. Signing a coaching agreement or receiving this privacy policy does not, by itself, provide explicit consent to all uses of health information.
You can decline to provide optional information. If information is necessary to arrange or deliver coaching, I will explain why it is needed and discuss what it means if you do not wish to provide it.
4 Notes Along the Way
When you subscribe, I use your name and email address to send you a welcome email with a link to the free guided visualisation, followed by the monthly letter, Notes Along the Way. I rely on your consent to send these emails.
You can unsubscribe at any time by replying to a letter or emailing info@myownwellbeing.co.uk. I will remove you from the active mailing list and stop sending the letters. Withdrawing consent does not affect the lawfulness of emails sent before you withdrew it.
5 Storage and service providers
Coaching records are stored on my password-protected laptop, accessible only to me. Correspondence and attachments are also held in my business email account.
I use IONOS for website and email hosting, Calendly for bookings, Google Calendar and Google Meet for appointments and online sessions, and my bank for payments. Superb Addons supports the website subscription form and welcome email. These services handle information needed for their respective functions.
Sharing and international processing
Information may be disclosed with your authorisation, where required by law, or where legally permitted and necessary to address a serious risk of harm. Any disclosure must be limited to what is needed. Where necessary and lawful, relevant information may be shared with professional advisers, insurers or authorities to address a complaint, legal claim or legal obligation.
6 How long information is kept
Coaching questionnaires and session notes: I retain these for as long as reasonably necessary to provide your coaching and meet relevant legal and insurance requirements, including handling complaints or legal claims. I review these records annually and securely delete information that is no longer needed.
Coaching packages have no expiry date. A period without appointments does not automatically end the coaching relationship, but it does not justify keeping all information indefinitely. Only information that remains necessary is retained.
Invoices and tax records: I retain these for at least five years after the relevant Self Assessment filing deadline, or longer where legally required.
7 Your rights and how to contact me
Depending on the circumstances and the legal basis used, you may have rights to access your personal information, have inaccuracies corrected, request deletion, restrict its use, object to processing based on legitimate interests, or receive certain information in a portable format. These rights are subject to applicable legal conditions and exceptions.
You can object to direct marketing at any time. If processing is based on consent, you may withdraw that consent at any time. Withdrawal does not affect processing that was lawful before consent was withdrawn.
To ask a question or exercise a right, email info@myownwellbeing.co.uk. I may need proportionate information to confirm your identity. I will respond within the applicable legal timescales, normally within one month, and explain any lawful extension or limitation.
8 Website cookies and technical information
The website displays a cookie banner. I do not use Google Analytics or a Meta/Facebook pixel, and the website has no embedded videos. Visitors cannot create accounts, leave comments or upload files.
9 Changes to this policy
I will update this policy when my handling of personal information changes. This includes adopting an email marketing service or changing the tools used for coaching. Where required, I will bring relevant changes to your attention and obtain fresh consent before a new use that requires it.