Data & Privacy Notice
Clear Horizons Limited is committed to safeguarding your privacy and handling your information with care and transparency.
Last Updated: 12th August 2024
This notice explains what data is collected, how it is used, and how it is stored securely.
Please read through this page and then confirm your understanding below.
Data we collect
- Name
- Date of birth
- Email address
- Telephone number
- Emergency Contact details
- Relevant information for coaching
We collect data directly from our clients. Data we collect is adequate, relevant, and not excessive. We only collect data that is needed for its intended purpose.
Why we collect this data
- To comply with coaching regulations and guidelines.
- To ensure we have accurate and up-to-date contact details for the client in order to effectively carry out coaching.
- To ensure the client is of appropriate age for coaching.
- To ensure we have accurate, up-to-date information that is useful for the coaching process.
How data is stored
- Data is stored confidentially and accessible by the coach only. Clients can request that their data be shown to them at any point during the coaching process.
- Data will be stored for 12 months after the coaching process ends and then destroyed securely. Should the client wish for their data to be removed sooner, they should ask, and this will be done.
Note taking during sessions
Any physical notes taken during any coaching sessions are confidential, accurate, and stored in a locked cabinet in order to comply with privacy and confidentiality laws. All notes are dated and used to keep a record of content during the sessions. A client’s name is not included on any notes, they are identifiable only by a code which is confidentially assigned to them by the coach. Digital worksheets/notes are accessible to the coach only and filed in secure folders. Clients are welcome to ask for copies of their session notes whenever they wish.
Clear Horizons Limited is committed to processing information in accordance with the General Data Protection Regulation (GDPR). Consent forms must be completed prior to the commencement of coaching. All data is securely stored for our use only and will never be shared with any third parties, as set out in The Data Protection Act 2018.
In the event of a client referral to other trusted settings (NHS, CAMHS, relevant therapists), data will be shared securely and discreetly, with the client’s permission.
How to complain
Any physical notes taken during any coaching sessions are confidential, accurate, and stored in a locked cabinet in order to comply with privacy and confidentiality laws. All notes are dated and used to keep a record of content during the sessions. A client’s name is not included on any notes, they are identifiable only by a code which is confidentially assigned to them by the coach. Digital worksheets/notes are accessible to the coach only and filed in secure folders. Clients are welcome to ask for copies of their session notes whenever they wish.
Clear Horizons Limited is committed to processing information in accordance with the General Data Protection Regulation (GDPR). Consent forms must be completed prior to the commencement of coaching. All data is securely stored for our use only and will never be shared with any third parties, as set out in The Data Protection Act 2018.
In the event of a client referral to other trusted settings (NHS, CAMHS, relevant therapists), data will be shared securely and discreetly, with the client’s permission.
If you have any concerns about our use of your personal data, you can make a complaint to us by emailing becky@clear-horizons.co.uk.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Clear Horizons Limited is committed to providing a safe service.
