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Privacy Policy

Last Updated: 31st August 2025

Customer Privacy Notice

Registered name: Oliver Charles Coaching and Consultancy LTD

Company No.: 16148276

We are the controller of your personal data. For more information on controllers and their responsibilities please see our guidance on data protection principles, definitions, and key terms.

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This privacy notice tells you what to expect us to do with your personal information.

  • Contact details

  • What information we collect, use, and why

  • Lawful bases and data protection rights

  • Where we get personal information from

  • How long we keep information

  • How to complain

 

Contact details

Telephone - 07587917895

Email - oc@olivercharlescoaching.co.uk

 

What information we collect, use, and why

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We collect or use the following information to provide and improve products and services for clients:

  • Names and contact details

  • Addresses

  • Gender

  • Occupation

  • Date of birth

  • Marital status

  • Third party information (such as family members or other relevant parties)

  • Transaction data (including details about payments to and from you and details of products and services you have purchased)

  • Usage data (including information about how you interact with and use our website, products and services)

  • Information relating to compliments or complaints

  • Records of meetings and decisions

  • Website user information

 

We collect or use the following personal information for the operation of client or customer accounts:

  • Names and contact details

  • Addresses

  • Purchase or service history

  • Marketing preferences

 

We collect or use the following personal information for information updates or marketing purposes:

  • Names and contact details

  • Addresses

  • Marketing preferences

  • Purchase or account history

  • Website and app user journey information

 

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details

  • Addresses

  • Purchase or service history

  • Customer or client accounts and records

  • Financial transaction information

  • Correspondence

 

Lawful bases and data protection rights

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Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

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Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

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If you make a request, we must respond to you without undue delay and in any event within one month.

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To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

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Our lawful bases for the collection and use of your data

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Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

    • At Oliver Charles Coaching and Consultancy LTD, we collect and process limited personal information in order to provide and continuously improve our coaching, consultancy, and wellness services. The personal data we process typically includes basic contact information (such as name, email address, and phone number), relevant background details provided voluntarily by clients (such as career history, goals, or areas of challenge), and administrative information required for booking, payments, and communication. Our legitimate interest for processing this data is to: Deliver personalised coaching and consultancy sessions tailored to each client’s goals, challenges, and circumstances. Maintain accurate records of client progress to ensure continuity and quality of service. Communicate important updates, scheduling information, and resources that directly support the client’s journey. Improve our services by understanding client needs, measuring outcomes, and refining our coaching and consultancy programmes. This processing is necessary to create meaningful outcomes for clients, as without access to such information we could not provide relevant, safe, and effective coaching or consultancy support. The benefits of processing this information include helping clients gain clarity, confidence, and strategies for growth, while ensuring a smooth and professional client experience. We carefully balance our interests with the rights and expectations of our clients by: Only collecting information that is relevant and proportionate to the services we provide. Ensuring all data is handled with confidentiality, securely stored, and never sold or shared with third parties for marketing purposes. Providing clients with clear options to access, correct, or request deletion of their data at any time. By limiting our processing to what is necessary and directly beneficial for clients, the advantages of personalised, effective coaching and consultancy significantly outweigh any minimal risks to individuals. We are committed to transparency, respect, and safeguarding our clients’ information at all times.

 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

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Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

    • At Oliver Charles Coaching & Consultancy Ltd, we process personal information for the operation of client and customer accounts on the basis of legitimate interest. This processing is both necessary and proportionate to ensure that we can deliver our coaching and consultancy services effectively and responsibly. Why it is necessary and legitimate: To identify and maintain accurate client records, including contact information, booking history, and payment details. To manage scheduling, session delivery, and follow-up communications in a professional and organised way. To ensure the smooth operation of business accounts, invoicing, and compliance with financial regulations. To safeguard service quality by tracking progress, client preferences, and agreed outcomes. Benefits to clients and the business: Clients receive a reliable, personalised service that reflects their needs and goals. Clear records help prevent errors, such as double-bookings or missed communications. Secure record-keeping enables transparency and accountability in the coaching relationship. Efficient administration allows us to spend more time focusing on client outcomes rather than paperwork. Balancing interests: We only process the minimum personal data required and do so securely. We do not use this information in ways clients would not reasonably expect, nor do we share it with third parties without consent (unless legally required). The benefits to clients—receiving an effective, seamless, and professional service—are greater than the limited risks of processing, which are minimised through strong confidentiality and data protection practices.

 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

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Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

    • Oliver Charles Coaching & Consultancy Ltd processes limited personal information (such as name, email address, and communication preferences) for the purpose of providing information updates and marketing. Our legitimate interest is to keep existing and prospective clients informed about coaching programmes, workshops, events, and resources that are likely to be relevant and beneficial to their personal or professional development. This processing is necessary to: Maintain strong, supportive client relationships by sharing timely information. Ensure clients and interested individuals are aware of opportunities that align with their goals and wellbeing. Grow our business sustainably while offering value to people who have shown genuine interest in our services. The benefits of this processing include giving clients access to useful updates, tools, and opportunities for growth that they might otherwise miss, while also enabling us to continue improving and expanding our services. We recognise the potential risks of unwanted or excessive communication and therefore minimise this by: Collecting only essential contact details. Providing clear opt-out options in every communication. Respecting client choices and preferences at all times. By taking these steps, we ensure that our interest in keeping clients informed does not override their right to privacy, and that the benefits of receiving relevant updates outweigh any possible intrusion.

 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

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Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

    • Oliver Charles Coaching & Consultancy Ltd processes personal information when handling queries, complaints, or claims to ensure fair resolution, maintain service quality, and protect both our clients and our business. This processing is legitimate and necessary because it allows us to: Identify and investigate concerns thoroughly and accurately. Provide clients with clear, timely, and fair responses to their queries. Resolve complaints in a way that improves trust, transparency, and satisfaction. Protect the business against unfounded or fraudulent claims by keeping appropriate records. Learn from feedback and improve the quality and reliability of our coaching and consultancy services. The benefits of this processing include safeguarding client rights, ensuring accountability in how we deliver services, and fostering continuous improvement. These outcomes directly benefit both clients (through better service and fair treatment) and the company (through improved standards and reduced risk). We recognise the potential risks—such as processing sensitive details or causing distress if information is mishandled—and therefore apply safeguards, including limiting access to authorised staff, collecting only information strictly relevant to the issue, and retaining records only as long as necessary. By balancing these factors, we ensure that our legitimate interest in resolving queries, complaints, and claims fairly and efficiently does not override the privacy rights or freedoms of our clients.

 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

 

Where we get personal information from

  • Directly from you

 

How long we keep information

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Data Retention Schedule – Oliver Charles Coaching & Consultancy Ltd

This Data Retention Schedule outlines the categories of personal information collected, the purpose for which it is used, how long it is retained, and the rationale behind each retention period. Oliver Charles Coaching & Consultancy Ltd ensures that all personal data is handled in line with GDPR requirements and securely disposed of at the end of the retention period.

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Secure disposal: At the end of each retention period, personal data will be securely deleted or anonymised.

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Review process: Retention schedule reviewed annually to ensure compliance with GDPR and business needs.

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For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

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How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

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If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

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The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

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Helpline number: 0303 123 1113

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Website: https://www.ico.org.uk/make-a-complaint

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Last updated 31 Aug 2025

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