Privacy Policy
Effective Date: 26 July 2025
Business Name: Oliver Charles Coaching
Website: www.olivercharlescoaching.co.uk
Your privacy matters here.
This Privacy Policy explains how personal data is collected, used, stored, and protected when you visit this website or engage with services offered by Oliver Charles Coaching.
It is written to be clear, respectful, and compliant with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
By using this website or providing your personal data, you agree to the practices described below.
1. Who We Are
Data Controller:
Oliver Charles Coaching
Email: oc@olivercharlescoaching.co.uk
Oliver Charles Coaching is responsible for deciding how your personal data is processed and for ensuring it is handled lawfully and securely.
2. The Data We Collect
We only collect personal data that is necessary and relevant.
This may include:
• Name
• Email address
• Contact details
• Information you choose to share via enquiry forms or emails
• Booking and payment information
• Session scheduling details
• Website usage data (via cookies and analytics)
You are never required to share more than feels appropriate. A few words is always enough.
3. How Your Data Is Collected
Your personal data may be collected when you:
• submit a contact or enquiry form
• book a session or service
• communicate via email
• use this website
• consent to cookies or analytics tracking
We do not collect data unnecessarily, nor do we collect sensitive data without clear purpose and care.
4. How We Use Your Data
Your personal data is used only to:
• respond to enquiries
• provide coaching or mentoring services
• manage bookings and payments
• send confirmations, reminders, or follow-up communications
• maintain accurate records
• improve website functionality and user experience
• meet legal or regulatory obligations
Your data is never used for aggressive marketing or sold to third parties.
5. Lawful Basis for Processing
Under UK GDPR, personal data must be processed on a lawful basis. We rely on the following:
• Consent — when you choose to contact us or opt into communications
• Contract — to deliver services you book
• Legitimate Interest — to manage enquiries, scheduling, and service quality
• Legal Obligation — for accounting, tax, or regulatory compliance
You can withdraw consent at any time by contacting us.
6. Confidentiality & Coaching Records
Information shared during coaching or mentoring sessions is treated as confidential.
Session notes (if kept) are minimal, factual, and stored securely. They are used only to support continuity of care.
Confidential information will not be disclosed unless required by law or if there is a serious risk of harm to you or others.
Quiet Leadership Mentoring is held in strict confidence and is not shared with employers or organisations.
7. How Your Data Is Stored
Your data is stored securely using appropriate technical and organisational measures, including password-protected systems, encrypted platforms (where applicable), and secure email and booking systems.
We take reasonable steps to ensure your data is protected against unauthorised access, loss, or misuse.
8. How Long We Keep Your Data
We keep personal data only for as long as necessary.
Typical retention periods include:
• enquiry data: up to 12 months
• client records: up to 6 years (to meet legal and professional obligations)
• marketing communications: until consent is withdrawn
When data is no longer needed, it is securely deleted.
9. Sharing Your Data
Your data may be shared only with trusted third parties where necessary, such as payment processors, booking or scheduling platforms, and website hosting and analytics providers.
All third parties are required to comply with UK GDPR and maintain appropriate safeguards.
We never sell your data.
10. Your Rights Under UK GDPR
You have the right to access your personal data, request correction of inaccurate data, or request deletion of your data (where applicable).
You also have the right to restrict or object to processing, request data portability, and withdraw consent at any time.
To exercise any of these rights, please contact:
oc@olivercharlescoaching.co.uk
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been mishandled.
11. Cookies & Analytics
This website may use cookies to improve functionality and understand how visitors use the site. These may include essential functionality cookies and analytics cookies (such as Google Analytics).
You can control or disable cookies through your browser settings. We do not use cookies to track individuals for advertising purposes.
12. Changes to This Policy
This Privacy Policy may be updated from time to time to reflect legal or operational changes. The most current version will always be available on this website.
13. Contact
If you have questions about this Privacy Policy or how your data is handled, you’re welcome to reach out:
Email: oc@olivercharlescoaching.co.uk
Website: www.olivercharlescoaching.co.uk
Closing note
This policy exists to protect your privacy and trust — not to create distance.
Your information is held with the same care and integrity as the work itself.