Privacy Policy

Privacy Policy

Effective Date:  23rd October 2025
Business Name:  Alison Yates trading as AY Personal Coaching
Contact:  alison@aypersonalcoaching.com  07753289333
Address:  23 Greenbank Road, Sale, Cheshire, M33 5PL

1. Introduction

This Privacy Policy explains how I, Alison Yates, trading as AY Personal Coaching, collect, use, store, and protect your personal information when you use my coaching services. I am committed to protecting your privacy and handling your data fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using my services, website, or contacting me, you agree to this Privacy Policy.

2. Who I Am

I am a sole trader providing coaching services to individual clients in the United Kingdom.
As a data controller, I am responsible for deciding how and why your personal information is processed.

3. The Information I Collect

I may collect and process the following types of personal information:

A. Personal Identification Information

• Name, date of birth,      address, phone number, and email address.

B. Session and Case Notes

• Information you share with      me during sessions, relevant background details, and any progress notes I      keep for professional purposes.

C. Administrative and Payment Information

• Invoices, receipts, and      bank/payment details for billing purposes.

D. Website or Communication Data 

• Emails, messages, and      website contact form submissions.
• Cookies and basic analytics      data.

4. How I Use Your Information

Your data is collected and processed for the following purposes:

• To provide and manage      coaching/counselling sessions.
• To communicate with you      about appointments, services, and payments.
• To maintain professional      records as required by ethical and legal standards.
• To comply with legal, tax,      or regulatory obligations.
• To send occasional updates      or resources you’ve consented to receive.
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5. Legal Basis for Processing

I process your personal data under the following lawful bases:

• Contract: To provide the service you      have requested.
• Legal Obligation: To comply with tax,      insurance, or record-keeping laws.
• Consent: When you have explicitly      agreed to certain types of processing (e.g. receiving newsletters/additional      support material).
• Legitimate Interests: For the effective running      of my business and to ensure professional service delivery.
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6. Confidentiality and Data Sharing

All personal information shared during sessions is treated as strictly confidential.
I will not share your data with third parties except in the following situations:

• When required by law (e.g.      safeguarding concerns, serious harm to self/others, or a court order).
• With your explicit consent      (e.g. referral to another professional).
• With my clinical supervisor      (in counselling contexts) for professional oversight – anonymised wherever      possible.
• With trusted service      providers such as my accountant or secure email provider, under data      processing agreements.

7. How I Store Your Data

Your data is stored securely using encrypted devices, password-protected files, and/or locked cabinets.
I retain your data for:

• Client records: 7 years after your last      session (in line with professional and insurance requirements).
• Financial records: 7 years, as required by      HMRC.
      After this period, records are securely deleted or destroyed.

8. Your Data Protection Rights

Under UK GDPR, you have the right to:

• Access a copy of your      personal data.
• Request correction or      deletion of inaccurate or unnecessary data.
• Withdraw consent (where      applicable).
• Restrict or object to      processing.
• Request data portability.
• Lodge a complaint with the Information      Commissioner’s Office (ICO) if you believe your rights have been      infringed.

For more information, visit www.ico.org.uk.

9. Communication and Online Services

If we communicate via email, phone, or video conferencing (e.g. Zoom, Microsoft Teams), please note that while I take reasonable steps to secure communications, complete security cannot be guaranteed.
You are encouraged to ensure your own devices and email accounts are also secure.

10. Updates to This Policy

I may update this Privacy Policy from time to time. The latest version will always be available on my website or upon request.

11. Contact Me

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact:

Alison Yates
Email: alison@aypersonalcoaching.com
Phone: 07753 289333
Address: 23 Greenbank Road, Sale, M33 5PL