Privacy Policy

Effective date: 28 August 2025
Who we are: Beth Lord - Queen Academy Coaching (trading name).
Data controller: Beth Lord.
Contact: bethany.jlord@hotmail.co.uk

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We respect your privacy and only collect the personal data we need to deliver coaching services, run our business, and meet our legal obligations. This notice explains what we collect, why, how long we keep it, who we share it with, your rights, and how to contact us.

1. What data we collect

Identity and contact - name, email, phone, social handle, billing address.

Client records - goals, session notes you choose to share, assessments, progress check-ins.

Transaction data - services purchased, invoices, payment confirmations.

Usage and device data - basic analytics like pages visited and approximate location from IP, only via cookies or similar if enabled.

Communications - emails, DMs, form submissions, testimonials, support requests.

We do not seek special category data by default. If coaching requires discussing health or similar, we will only process what you voluntarily provide and keep it confidential.

2. How we get your data

Directly from you via our website, email, social, booking forms, and sessions.

Automatically from your device when you visit our site (cookies and similar, if enabled).

Referrals where you have been introduced by someone else.

3. Why we use your data and lawful bases

Provide coaching and manage our relationship - contracting and pre-contract steps.

Take payment and keep accounts - legal obligation and contract.

Respond to enquiries and provide support - legitimate interests.

Send service updates and useful content - legitimate interests. You can opt out anytime.

Direct marketing by email or SMS - consent, or soft opt-in where the law allows for our own similar services.

Improve safety and our services - legitimate interests such as fraud prevention and service analytics.

Comply with law - tax, accounting, consumer law, and responding to lawful requests.

In limited situations we may rely on recognised legitimate interests for things like security or fraud prevention, where UK law allows this without a balancing test. Marketing still follows PECR rules and your opt-out rights.

4. Cookies and analytics

If we use cookies or analytics, we will show you a clear notice with options to accept, reject non-essential cookies, or change preferences. Essential cookies run to make the site work. You can change your browser settings to block cookies at any time.

5. Sharing your data

We use trusted providers only where needed, under contracts that protect your data. Typical categories:

Website hosting and IT support

Email and CRM tools

Scheduling and video call platforms

Payment processors and accounting tools

Analytics and security tools

Professional advisers and insurers

Law enforcement or regulators where legally required

We do not sell your personal data. If we ever consider a new category of sharing, we will update this notice.

6. International transfers

Some providers may store data in the EEA, UK, or other countries. Where data leaves the UK or EEA, we use lawful safeguards such as adequacy decisions or standard contractual clauses.

7. How long we keep data

Enquiry data - up to 24 months after last contact if you do not become a client.

Client and transaction records - typically 6 to 7 years to meet tax and accounting rules.

Marketing records - until you unsubscribe or we prune inactive lists.
We retain session notes only as long as necessary for coaching and legal purposes, then delete or anonymise.

8. Your rights

You can:

Access a copy of your data

Ask us to correct inaccurate data

Ask for deletion where we have no legal need to keep it

Restrict or object to certain processing

Ask for portability of data you provided to us

Withdraw consent where that is our basis for processing

Opt out of marketing at any time by using the unsubscribe link or contacting us

To exercise any right, email bethany.jlord@hotmail.co.uk
. We will respond within one month unless the law allows extra time for complex requests.

9. Complaints

Please contact us first so we can resolve your concern quickly. You also have the right to complain to the UK Information Commissioner’s Office (ICO).

10. Security

We take appropriate technical and organisational measures to protect your data, including access controls, encryption in transit where supported, least-privilege access, and regular housekeeping.

11. Children

Our services are aimed at adults. If you believe a child has provided us personal data without consent from a parent or guardian, contact us so we can delete it.

12. Changes to this notice

We will update this page if we change how we process data. We will date each version and, where significant, notify you by email or website banner.

Contact: bethany.jlord@hotmail.co.uk