Privacy Policy for Avita Coaching

Owner and Data Controller:

Anna Badcock

Weycroft Consulting t/a Avita Coaching
11 High Street
Watlington
Oxfordshire
OX49 5PZ

Effective Date: 21.02.25

At Avita Coaching, we are dedicated to protecting your privacy and managing your data responsibly. This Privacy Policy explains the types of data we collect, our methods for using and securing it, your rights regarding your data, and our obligations under applicable data protection laws.

1. Types of Data Collected

Avita Coaching collects a range of personal data necessary to provide effective coaching services:

Personal Data: This includes your first name, last name, phone number, physical address, and email address.
Usage Data: We collect information on your browser type, IP address, and interactions with our site and services.
Session Data: This includes notes, recordings, and other details shared during coaching sessions. These are used to enhance service quality and are not shared without specific consent.
Trackers and Cookies: For purposes of website functionality, performance analytics, and personalised service, we use cookies and tracking tools in accordance with our [LINK: Cookie Policy].

Please note: Unless specified as optional, all personal data requested is necessary to deliver services effectively. Users may contact us to clarify mandatory data requirements.

2. Purpose of Data Collection and Processing

The data we collect serves the following purposes:

Service Delivery: To provide, customise, and improve the coaching services we offer.
Communication and Support: To handle inquiries, send session reminders, and deliver client support.
Tracking and Analysis: To monitor progress and enhance coaching services based on session data and overall analytics.
Marketing and Outreach: With consent, we may send you updates about Avita Coaching services and offerings. You may opt out at any time.
Compliance and Legal Obligations: To meet legal requirements and protect Avita Coaching’s rights and interests.

Avita Coaching does not sell, trade, or otherwise distribute your data to third parties for commercial purposes.

3. Third-Party Involvement

Avita Coaching uses secure, third-party platforms to support service delivery, communication, and data storage:

Third-Party Service Providers: These may include email providers, scheduling platforms, IT companies, and hosting services.
External Experts: Occasionally, external experts may be consulted. Your personal data will not be shared with these parties without your explicit consent.
If you have questions about third-party data handling, please contact us.

4. Data Processing Methods and Security Measures

Avita Coaching takes appropriate security measures to prevent unauthorised access, alteration, or destruction of your data. Data processing is conducted via secure IT systems, following established organisational protocols.

Data Processing Locations: Your data is managed at Avita Coaching’s operating offices and, when applicable, within third-party service provider systems, with all parties involved in compliance with security and confidentiality standards.

Retention: Personal data is retained only as long as necessary for the purposes outlined or to comply with legal requirements. Data may be stored for an extended period with user consent or in accordance with legal obligations.

5. Legal Basis for Data Processing

Avita Coaching processes your data based on one or more of the following legal grounds:

Consent: You have given explicit consent for one or more specified purposes.
Contractual Necessity: Data processing is necessary for fulfilling a contract with you.
Legal Compliance: Data is processed to comply with legal obligations.
Legitimate Interests: Data is processed to fulfil legitimate interests, provided this does not infringe upon your rights.

If you need clarification on any of these legal bases, please reach out to us.

6. Client Rights under GDPR

As a client, you have the following rights regarding your data:

Access and Transparency: Request a copy of your personal data and details of its processing.
Correction: Correct inaccurate or outdated personal data.
Deletion (“Right to be Forgotten”): Request deletion of personal data when it is no longer necessary for the purpose of collection.
Restriction of Processing: Restrict processing of your data under certain circumstances.
Data Portability: Receive your data in a structured, machine-readable format or transfer it directly to another data controller.
Objection: Object to data processing based on legitimate interests or direct marketing.
Withdraw Consent: Where data is processed based on consent, you may withdraw it at any time.

To exercise these rights, please contact us at info@avitacoaching.com. We will respond to your request within one month as required by law.

7. International Data Transfers

Depending on your location, your data may be transferred to and processed in a country other than your own. Avita Coaching takes steps to ensure adequate data protection in compliance with relevant laws. Contact us to learn more about specific security measures in place.

8. Data Retention

Your data will be retained only as long as necessary for the purposes described above or as legally required. Specifically:

Contractual and Legitimate Interest Data: Retained for the duration necessary to fulfil contract obligations or legitimate interests.
Consent-Based Data: Retained until you withdraw consent.
Legal Compliance: Data may be retained longer where legally mandated or for resolving disputes.

Once the retention period expires, personal data will be securely deleted.

9. Cookies and Tracking

Avita Coaching’s website uses cookies and other tracking technologies for analytics and personalisation. For more information on how cookies are used, please see our [LINK: Cookie Policy].

10. Changes to This Privacy Policy

Avita Coaching may update this Privacy Policy as necessary to reflect changes in our practices or legal requirements. Changes will be posted on this page, and we encourage you to review it periodically.

Should changes involve new uses of your data, we will seek your consent where legally required.

11. Contact Us

If you have any questions regarding this Privacy Policy or your data rights, please contact us.