Data use & privacy policy

What data do we gather and how?

For Free introductory calls I collect the following information through email, online contact form, text message (phone, whats app, facebook messenger) or phone conversation:

• Client name

• Phone number

• Email address

• Contact details for introductory call e.g. to create a Zoom or GoogleMeet invite

• Other information relevant to client enquiries, for example details of a reason to explore coaching or notes to follow up on made during our conversation.

For coaching sessions and talks and workshops I collect the following information:

In advance of the session

• Purchaser name and client name (if different)

• Purchaser and client postal address

• Purchaser and client email address

• Client phone number

• Services ordered

• Payment details e.g. method and balance 

• Session details e.g. dates, times, locations (if relevant) and methods (phone, video call etc) of sessions

• Other information relevant to client and purchaser enquiries, for example details of a reason to explore coaching or themes discussed for a talk or workshop.

During and after a session I may take notes on our session. These are usually on paper first then digitally afterwards. I do this to:

• To improve continuity between sessions

• To provide a record for my use as a coach or workshop leader, and in some cases for the client

• To facilitate ongoing assessment, planning and evaluation of progress

I only take notes after the client has given consent via the coaching or workshop contract, which we discuss and agree to prior to coaching or a workshop taking place.

I collect this data through my online contact forms, email, phone conversations or from direct sales and bookings. I very occasionally collect business representatives' contact information and approach them directly if I love what the company does and think we make a good match. See the section on direct marketing and GDPR compliance through ‘legitimate interest’ below.

For visitors to our website www.ellipsiscoaching.com I collect the following information

• Website usage data

How we use this data?

Collecting this data helps me understand what you are looking for from the company and enables me to deliver improved products and services.

Specifically, I may use data:

• For my own internal records

• To improve products and services that I provide

• To contact you in response to a specific enquiry

• To contact you regarding a specific purchase

• To send you promotional mailings about products, services, offers and other things I think might be relevant to you.

If you have signed up to one of my email mailing lists I may use your data:

• To send you promotional emails and updates about products, services, offers and general business info that I think might be relevant to you

Direct marketing - what we do and don’t do

My ethos is to build up links with genuine interested individuals and businesses. I hate unsolicited spam and don’t ever want my communications to fall into this category. I want my communications to be genuinely relevant, of interest and helpful to you. If you have joined one of my newsletters you can always unsubscribe via the link at the bottom if you no longer want to receive them.

Product and services sales

If you have bought a product or service from me, I use your data to deliver it. If I have another product, service or information that is similar or a match to your interests and I believe may be beneficial to you, I occasionally share it with you via email. I do this as I believe there is a legitimate interest and benefit to you. I do not do this regularly or automatically put you on my main mailing list of newsletter subscribers.  If you want to hear more from me regularly you need to opt in to my newsletter. If you do not want to hear from me at all, you can opt out of my occasional direct marketing emails through the unsubscribe link on any automated email from me or let me know directly.

Business to business marketing

When I contact businesses that may benefit from coaching services, I rely on the lawful basis of 'legitimate interests' under UK GDPR. Here's how I've assessed this:

My legitimate interest: To grow my coaching business by connecting with organisations whose values align with mine and who may genuinely benefit from supporting their teams' wellbeing and development.

Why this approach benefits you: I only reach out to businesses working in areas I'm passionate about (social responsibility, sustainability, ethical business practices) where I believe my services could add real value to their team's development and wellbeing.

How I balance your privacy rights:

• I limit contact to initial outreach only - no repeated follow-ups if there's no response

• I research businesses beforehand to ensure relevance rather than sending mass emails

• I always provide a clear way to opt out of further contact

• I respect any request to stop contact immediately

• I don't share your details with third parties

• Contact details are typically already publicly available through your business website or LinkedIn

Your right to object: You can object to this processing at any time by emailing me at tanya@ellipsiscoaching.com or simply replying to any business communication asking to be removed from future contact.

I periodically review this assessment to ensure it remains appropriate and balanced.

Cookies and how we use them

What is a cookie? A cookie is a small file placed on your computer's hard drive. It enables my website to identify your computer as you view different pages on our website.

Types of cookies I use:

Essential cookies - These are necessary for the website to function properly and cannot be switched off. They include:

• Session cookies that remember your preferences as you navigate the site

• Security cookies that help protect against fraud

Analytics cookies - These help me understand how visitors use my website so I can improve it:

• Google Analytics cookies that track page visits, time spent on site, and user journeys

• These cookies collect anonymous data and don't identify you personally

Squarespace cookies - My website is built on Squarespace, which may set some cookies to ensure the site functions properly. These include cookies for:

• Site performance and security

• Contact form functionality

• Basic visitor analytics

Functional cookies - These enhance your experience but aren't essential:

• Cookies that remember your preferences (if applicable)

• Cookies that enable contact forms to work properly

How I use cookie data:

• To analyse web traffic and understand which content is most helpful

• To improve the website structure, design, content and functions

• To ensure the website works properly across different devices and browsers

• To identify technical issues and improve site performance

Controlling cookies: You can use your web browser's cookie settings to determine how my website uses cookies. Most browsers allow you to:

• View what cookies are stored

• Delete existing cookies

• Block future cookies

• Set preferences for different types of cookies

However, please note that blocking essential cookies may affect how the website functions, and some features may become unavailable.

Third-party cookies: Some cookies may be set by third-party services I use (see the list below). These are governed by the respective third party's privacy policy.

Third parties

I manage and conduct my business and associated admin using a number of third party applications and software suppliers. I do this to ensure I work effectively and that all data is secure.  Currently I work using:

• Trello

• Squarespace

• Royal mail

• Stripe

• Paypal

• Google analytics

• Google mail

• Google calendar

• Google docs

• Google sheets

• 1&1 IONOS

• GoCardless (for direct debits)

• Square (for card payments)

• TidyCal (for bookings)

• BreezeDoc (for coaching and other agreements)

• LinkTree (to share links)

• Sociamonials (for marketing data on social media posting)

• LinkedIn, Instagram and Facebook - for marketing, connecting and occasionally messaging

The third parties I work with may sometimes transfer your data outside of the EEA.

How long is data held for?

I will only retain your personal data for as long as necessary to fulfil the purposes I collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, I consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which I process your personal data and whether I can achieve those purposes through other means, and the applicable legal requirements.

I am mindful of the environmental impact of storing unnecessary data digitally e.g. via cloud servers and regularly delete anything that is not needed.

In some circumstances you can ask me to delete your data – please see below.

Controlling information about you

When you fill in a form or provide your details on my website, you will see one or more tick boxes allowing you to:

• Opt-in to receive marketing communications from me by email or post.

If you have agreed that I can use your information for marketing purposes, you can change your mind easily, via one of these methods:

• Unsubscribe via the unsubscribe link at the bottom of my newsletters

• Email tanya@ellipsiscoaching.com

• Write to me at Tanya Paget, Faibhile, Pluscarden, By Elgin, IV30 8TZ

I never lease, distribute or sell your personal information to third parties unless the law requires us to.

Any personal information I hold about you is stored and processed in line with the Data Protection Act 2018 and UK GDPR (General Data Protection Regulation)

Your rights

For full details of your rights around data including GDPR legislation check the ICO (Information Commissioner’s Office) website https://ico.org.uk/. However this is my summary:

You have the right to access your personal data. You can request correction of the personal data I hold about you. You have the right to erasure of your personal data.  Note that I may not be able to comply with your request of erasure of all of your data for specific legal reasons. You have the right to object to me processing your data where I am doing so on the grounds of legitimate interest and you feel my actions impact on your fundamental rights and freedoms. You have the right to request I restrict the processing of your data in some scenarios. You have the right to withdraw consent at any time, when this is the legal basis I am using to process your data. Note that if consent is withdrawn I may not be able to provide products and services to you. You have the right to cancel a contract in line with the agreed terms and conditions and to request your data held that is associated with that contract is erased. You have the right to complain to the ICO about my use of your data, for further details check their website here https://ico.org.uk/make-a-complaint/. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, I may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, I may refuse to comply with your request in these circumstances.

I may need to request specific information from you to help me confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is to ensure that personal data is not disclosed to any person who has no right to receive it. I may also contact you to ask you for further information in relation to your request to speed up the response.

Security

I always hold your information securely.

To prevent unauthorised disclosure or access to your information, I have implemented strong physical and electronic safeguards.

I also follow stringent procedures to ensure I work with all personal data in line with the Data Protection Act 1998.

Links from my site

My website may contain links to other websites.  

Please note that I have no control of websites outside of the www.ellipsiscoaching.com domain. If you provide information to a website to which I link, I am not responsible for its protection and privacy.

Always be wary when submitting data to websites. Read the site’s data protection and privacy policies carefully.