Effective From: 20th February 2025

Last Updated: 4th August 2025

Introduction

LifeMinded Ltd. (operating as a coaching psychology, consultancy and training services provider) is dedicated to safeguard and preserve our client’s privacy and personal data. This Privacy Policy outlines how LifeMinded Ltd., collects, uses, stores, and protects your personal information in accordance with the General Data Protection Regulation (GDPR). By engaging with LifeMinded Ltd.’s professional services, you agree to the collection and use of your personal data as outlined within this policy.

1. Data Controller Information

The Data Controller for the purposes of this Privacy Policy is Clare McIvor, acting on behalf of LifeMinded Ltd. If you have any questions about this Privacy Policy or the handling of your personal data, you can contact Clare via email to [email protected]

2. What Information Collected

LifeMinded Ltd. may collect the following personal and/or personal sensitive data about you from information you provide prior to, during and/or following coaching, consultancy and/or training sessions and/or related communications:

• Basic Personal Information: Name, Contact Details (telephone number(s), email address).
• Sensitive Personal Data: Information about your mental and physical health, well-being, personal goals, which may be freely provided by the Client before, during and following the provision of coaching psychology, consultancy and/or training services as felt appropriate by the Client. Payment details will also be collected from Clients, excluding for any pro-bono sessions. The Coach may take professional notes during and/or after each contact and/or session with the Client, including, but not limited to, their insights, observations, tools utilised, reflections, and/or feedback provided.

3. How Information is Collected

Personal data and potentially sensitive personal data may be collected in the following ways:

• Directly from you, during initial discovery calls, consultations, assessments, and/or coaching sessions.
• Through face-to-face, video-conferencing call(s), email, phone, and/or written correspondence before, during and following the provision of coaching psychology, consultancy and/or training services.
• Through any coaching tools and interventions, assessment tools and/or questionnaires completed as part of the coaching process.

4. Lawful Basis for Processing

Data will only be collected, processed and/or stored where there is a lawful basis to do so under the UK General Data Protection Regulations (UK GDPR) and the Data Protection Act (2018). The lawful bases relevant to LifeMinded Ltd.’s practice include:

• Consent: By providing your personal information, you consent to its use for the purposes described in this policy.
• Contract: Processing may be necessary to fulfil contractual obligations, and provide services outlined within mutually endorsed Client Agreement for Coaching Psychology Services.
• Legal Obligation: In some cases, I may need to retain data for compliance with legal obligations, such as record-keeping for financial/tax purposes where coaching, consultancy and/or training services are paid for.

5. How Information is Used

Client’s personal and/or personal sensitive data will be used to:

• Provide coaching, consultancy and/or training services tailored to the Client’s specific goals and/or needs.
• Communicate with Client’s about their coaching, consultancy and/or training session(s).
• Maintain appropriate records for future sessions and follow-up, assess Client’s progress and provide feedback or advice as appropriate.
• Meet any required professional, legal and/or regulatory obligations.
• Information provided by Client’s may be used as feedback to improve future services. Client’s experience and provision of services will not be adversely impacted by their provision of feedback.
• Where client’s provide their explicit consent, information freely provided by Client’s for the purposes of providing testimonials may be used within marketing materials (including in online and hardcopy published materials) and/or shared with third parties for marketing purposes. Client’s identities will remain confidential throughout these processes and/or interactions.
• Where client’s provide their explicit consent, Client’s anonymised and/or pseudonymised information may be used for research purposes, publication(s) and/or presentation at conferences and/or other professional events.

6. Data Sharing

Your personal data is not shared with any third parties except in the following circumstances:

• Professional accreditation and/or regulation requirements: Basic personal information (name, email address) may need to be shared with these parties. Client’s may be contacted by representatives of these organisations to verify that services were provided and of a suitable quality.
• Supervision: Anonymised Client information may be shared by practitioners within their respective supervision session(s) as part of their ongoing professional development and accreditation and/or regulatory requirements. Client’s identities will remain confidential throughout these processes and/or interactions.
• Legal requirements: If required by law, LifeMinded Ltd. may be obliged to disclose your personal data to legal authorities.
• Payments: Information may be shared with third party payment providers, including financial institutions, in order to facilitate payments for services, providing refunds and/or recuperation for services rendered where appropriate.
• Audio/video recordings: Where client’s provide their explicit consent, session(s) may be audio and/or video recorded, with any information obtained through recordings and/or the session(s) recording(s) themselves used to support the professional development of the Coach and/or support the Coach to meet professional accreditation and/or regulatory requirements. Recordings will be marked up with a unique identification code to protect the Client’s identity throughout these processes and/or interactions.
• Testimonials: Information freely provided by Client’s for the purposes of providing testimonials may be used within marketing materials (including in online and hardcopy published materials) and/or shared with third parties for marketing purposes. Publication of client’s identities will remain limited to their first name and the initial of their surname (for private/individual Clients) and limited to their Initials and company name (for business/corporate Clients) to support their respective confidentiality.
• Research purposes: Anonymised and/or pseudonymised information freely provided by Client’s for the purposes of providing testimonials may be used for research purposes, and/or within marketing materials (including in online and hardcopy published materials) and/or shared with third parties for marketing purposes. Client’s identities will remain confidential throughout these processes and/or interactions.
• Other bespoke consent-based sharing: Data may be shared with third parties for specific purposes you provide explicit consent to (e.g., referrals to other healthcare professionals).

7. Data Security

The security of Client’s personal data is taken very seriously. Data collected and/or processed by LifeMinded Ltd. will be maintained in a format it deems appropriate (in either print and/or electronic/digital). Appropriate technical and organisational measures are in place to safeguard data against unauthorised access, alteration, or loss. These measures include:

• Secure storage of physical files in locked cabinets.
• Password-protected digital files and systems.
• Encryption of emails containing sensitive information.
• Personal data and/or session notes will be stored securely and coded with a unique identifier to help ensure confidentiality.

8. Data Retention

Client’s personal data will only be retained for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Typically, data will be retained for 7 years following the conclusion of your coaching sessions, unless a longer retention period is required by legal obligations.

9. Your Rights Under GDPR

Under GDPR, you have the following rights regarding your personal data:

• Right to Access: You may request a copy of the personal data LifeMinded Ltd holds about you.
• Right to Rectification: You have the right to request corrections and/or updates to any inaccurate or incomplete data.
• Right to Erasure: In certain circumstances, you can request the deletion of your personal data.
• Right to Restriction of Processing: You can request a limitation on how your data is processed in specific situations.
• Right to Data Portability: You may request your data to be transferred to another data controller in a structured, commonly used format.
• Right to Withdraw Consent: Where your consent has been provided for the processing of your data, you can withdraw it at any time.
• Right to Object: You can object to the processing of your data for direct marketing or certain other purposes.

For more information on your rights, you are encouraged to consult the relevant supervisory authority in your country (in the UK, this is the Information Commissioner’s Office; ICO; ICO Website link to information about your GDPR rights: https://ico.org.uk/for-the-public/).

To exercise any of these rights, please contact me by email ([email protected]).

10. Complaints

If you have concerns about how your personal data has been handled, you can file a complaint with me directly (via email to [email protected]), or with the relevant supervisory authority in your country (in the UK, this is the Information Commissioner’s Office; ICO; Contact Details: Website: https://ico.org.uk/ Phone: +44 303 123 1113)

11. Changes to This Privacy Policy

This Privacy Policy may be updated from time to time. Any significant changes will be communicated to LifeMinded Ltd.’s current Client’s, and the latest version will always be available upon request.

12. Acknowledgment and Consent

By engaging and/or continuing to engage in services (such as coaching, consultancy and/or training sessions) with LifeMinded Ltd., you acknowledge that you have read and understood this Privacy Policy and agree to the processing of your personal and sensitive data as described above.