Privacy Notice
Introduction
This Privacy Notice explains how Ember & Oak Leadership Ltd collects, uses and protects your personal information.
We are committed to handling your data lawfully, fairly and transparently in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
If you have any questions about this notice or how your information is used, please contact:
What information we collect
Depending on how you work with us, we may collect:
Name and contact details
Billing and payment information
Information shared during coaching sessions
Notes relating to sessions, goals or agreed actions
Information about how you use our website
Marketing preferences
Communications you send to us
We only collect information that is relevant and necessary for the services we provide.
How we use your information
We use personal information to:
Provide coaching and related services
Manage bookings, payments and client relationships
Respond to enquiries
Improve our services and website
Send occasional updates or marketing communications where permitted
Meet legal, regulatory or professional obligations
Lawful bases for processing
Under UK GDPR, we must have a lawful basis for using your information. Depending on the circumstances, we rely on:
Contract — where processing is necessary to provide services to you
Legitimate interests — to operate and improve our business responsibly
Legal obligations — where we are required to retain or disclose information by law
Consent — where you have agreed to receive marketing communications or optional services
Vital interests — in exceptional situations where there is a serious risk to someone’s wellbeing or safety
You can withdraw consent at any time.
Coaching confidentiality
We treat all coaching conversations and personal information shared during our work together as confidential and handle them with care and discretion.
Information will only be disclosed where:
you have given your consent
disclosure is required by law
there is a serious safeguarding concern or risk of harm to you or another person
Sharing your information
We may share limited personal information with trusted service providers who help us operate our business, such as:
Website and scheduling providers
Payment processors
Video conferencing platforms
Professional advisers or accountants
IT and cloud storage providers
These providers are required to protect your information appropriately.
Some providers may store data outside the UK. Where this happens, we ensure appropriate safeguards are in place.
Marketing
If you subscribe to updates or resources from us, we may occasionally send you emails about services, insights or events.
You can unsubscribe at any time using the link in our emails or by contacting us directly.
Data retention
We only keep personal information for as long as reasonably necessary.
Typically, coaching records and related communications are retained for up to three years after the end of the coaching relationship, unless we are required to keep them longer for legal, regulatory or insurance purposes.
Your rights
Under UK data protection law, you have rights including:
The right to access your information
The right to correct inaccurate information
The right to request deletion of your information
The right to restrict or object to processing
The right to data portability
The right to withdraw consent
To exercise any of these rights, please contact us at hello@emberandoakcoach.com.
Complaints
If you have concerns about how we use your personal information, please contact us first and we will try to resolve the issue promptly.
You also have the right to complain to the Information Commissioner’s Office (ICO):