Privacy Policy & Cookie Policy

Last updated: January 2025

1. Introduction

I value your privacy and am committed to protecting your personal information. 

I aim to be transparent and this policy explains how I collect, use, and safeguard your data when you interact with my coaching services, whether you're in the UK or elsewhere.

I never sell or share your information for marketing purposes.

2. About Me

I am a sole trader offering coaching services, registered in the UK. 

I act as the data controller for the information collected through my website and services, and I comply with UK GDPR and data protection laws.

This policy covers how I handle information through:

  • My website [gentlyexpand.com]

  • Coaching services

  • Email communications

  • Scheduling and booking systems

3. Information I Collect

When You Contact Me:

  • Your name

  • Your email address

  • Message content

  • Your time zone (for scheduling purposes)

  • Any additional information you choose to share

During Our Coaching Journey:

For clients, I maintain secure records of:

  • Session notes (consisting of session focus, key insights, and agreed action steps, potential obstacles and supports)

  • Communication history

  • Scheduling information

  • Progress tracking

  • Session transcripts & AI summaries (generated by Zoom and only with your explicit consent communicated through TidyCal)

    • If you consent to Zoom AI features, you'll receive the transcript and session summary after each session.

Through My Website:

My website is hosted on Squarespace, which uses Squarespace Analytics to understand how visitors interact with my content. This includes:

  • Pages visited

  • Time spent on each page

  • How you found my website

  • General location (country/region)

  • Device and browser type

  • IP addresses (anonymised automatically)

Supervision & ICF Accreditation:

  • I engage in professional supervision and mentoring for my own professional self-reflection and growth.

    • While I discuss coaching approaches and my learning, I refer to clients anonymously (e.g. 'a client' or 'client A') with no identifying details shared.

  • For my coaching accreditation with the International Coaching Federation (ICF), I maintain a log of coaching hours including your name, email address and session date and duration.

    • I do so only with your explicit consent at the time of booking on TidyCal.

    • These records may be subject to audit by the ICF as part of the accreditation process.

Testimonials:

I share testimonials with your permission only, which you can withdraw at any time.

4. How I Use Your Information

I use your information to:

  • Provide coaching services

  • Share resources and follow-ups

  • Schedule and manage appointments via TidyCal

  • Send session reminders via TidyCal

  • Process payments via Stripe and TidyCal

  • Improve my services


I never sell or share your information for marketing purposes.

5. Legal Basis

Under UK GDPR, I process your data based on:

  • Contract fulfillment (delivering coaching services)

  • Legitimate interests (improving my services)

  • Legal obligations (tax records)

  • Consent (for optional items like testimonials or newsletters)

6. Cookies

My website, hosted on Squarespace, uses essential cookies for:

  • Remembering your preferences

  • Basic website functionality

  • Analytics

You can manage cookie preferences through:

  • Your browser settings

  • The cookie consent banner on my website

  • “Do Not Track” browser settings


Squarespace Analytics typically retains data for 26 months.

7. Data Storage and Security

Your information is stored securely in:

  • Encrypted Squarespace servers

  • Password-protected TidyCal scheduling system

  • Encrypted cloud storage for session notes

  • Secure Stripe payment processing

Security measures include:

  • Strong passwords and two-factor authentication

  • End-to-end encrypted video sessions via Zoom

  • Secure payment processing through Stripe

  • Session notes stored with client initials only

  • Secure, encrypted cloud storage for client information

  • Regular software and security updates

8. Service Providers


I work with these essential service providers:

  • Squarespace (website hosting and analytics)

  • TidyCal (scheduling system, using Stripe for payment processing)

  • Stripe (payment processing)

  • Zoom (online video calls with end-to-end encryption and optional AI transcription and summary)

  • Porkbun (email service provider)

Each service has its privacy policy:

9. Data Retention

I keep information for:

  • Active clients: Duration of our coaching relationship

  • Former clients: 7 years from the end of the tax year following our last session (for tax and legal purposes)

  • Transcripts: Deleted after 12 months unless agreed otherwise

  • Website analytics: Retained per Squarespace’s default policy

10. Your Rights

You have the right to:

  • Access your personal data

  • Correct any inaccuracies

  • Request deletion of your data

  • Object to certain processing

  • Request data portability

  • Withdraw consent for optional uses, such as testimonials

To exercise these rights, you can contact me via:

I aim to respond to all data-related requests within 30 days.

11. International Clients

I work with clients worldwide and your data may be processed in:

  • The UK

  • The European Economic Area (EEA)

  • Other countries where my service providers operate

I ensure appropriate safeguards through data processing agreements and encryption.

12. Children’s Privacy

My services are not directed at children under 18 and I do not knowingly collect data from anyone under 18 years of age.

13. Policy Updates

I may update this policy periodically.

Significant changes will be communicated through:

  • Email (for active clients)

  • Website notices

  • Newsletter (if subscribed)

14. Contact

For privacy questions or to exercise your data rights:

You can also raise concerns with the Information Commissioner’s Office (ICO): www.ico.org.uk.

This policy is effective as of January 2025.