In accordance with the General Data Protection Regulation (GDPR) and the International Coaching Federation (ICF) Code of Ethics
Effective Date: 12 July 2025Last Updated: 12 July 2025Policy Owner: Sharon Dyke Coaching and MentoringContact Email: sdcmoc.liamg%40gnirotnemdnagnihcao
1. Purpose of this Policy
This policy outlines how I collect, store, use, and protect personal data in accordance with the UK General Data Protection Regulation (GDPR) and the International Coaching Federation (ICF) Code of Ethics. It ensures transparency, client autonomy, and ethical integrity in all data handling.
2. What Data I Collect
I collect only the personal data necessary to provide high-quality coaching services. This may include:
• Full name, email address, phone number, and billing information• Coaching goals, session notes, development plans• Assessments (e.g. values, strengths, leadership profiles)• Communication records (e.g. emails, voice notes, scheduling)• Sensitive personal data (if shared with explicit consent)
3. Lawful Basis for Data Collection
Your data is collected and processed under the following lawful bases:
• Consent – freely given by you when you opt in to coaching services or communication• Contract – necessary to deliver agreed-upon coaching services• Legitimate Interest – for improving services or safeguarding (where applicable)• Legal Obligation – for compliance with ICF credentialing, supervision, or tax laws
4. How Your Data Is Used
Your data is used solely for the purposes of:
• Delivering coaching services and tracking your development• Creating personalised coaching materials (e.g. leadership profiles, toolkits)• Managing scheduling, payments, and communication• Maintaining ethical records in line with ICF guidelines• Improving services through feedback or supervision (anonymised when possible)
5. Data Storage & Retention
• Secure storage: All digital records are stored securely using encrypted platforms with password protection (e.g. encrypted cloud storage, coaching CRM).• Paper records: If applicable, stored in a locked filing cabinet with restricted access.• Retention period: Client records are kept for up to 7 years after the end of services, in line with standard coaching, supervision, and accounting requirements. After that, they are securely deleted or destroyed.
6. Your Rights Under GDPR
You have the following rights at any time:
• Access – request a copy of the personal data I hold about you• Rectification – request that inaccurate data be corrected• Erasure – request deletion of your data (unless legal grounds require retention)• Restriction – limit how your data is processed• Objection – object to certain data uses (e.g., marketing)• Portability – request your data in a portable format
You can exercise any of these rights by emailing: moc.liamg%40gnirotnemdnagnihcaocds
7. Confidentiality & Ethical Boundaries
In line with the ICF Code of Ethics:
• All coaching conversations are kept strictly confidential unless there is a legal duty to report (e.g., risk of harm).• Coaching records are only shared with supervisors or credentialing bodies with your written consent and where anonymised when possible.• Any breach of data confidentiality will be reported to you and the appropriate authority (e.g., ICO) within 72 hours if required by law.
8. Third-Party Services
I may use secure third-party platforms (e.g. Zoom, Google Workspace, Calendly, Stripe WhatsApp TEAMs) to support service delivery. These providers are GDPR-compliant and have their own data protection policies. I do not sell or share your data with any unrelated third parties.
9. Changes to This Policy
This policy is reviewed annually or sooner if regulatory requirements change. You will be notified of any significant updates.
10. Contact
If you have questions, concerns, or wish to exercise your rights, please contact:
Sharon DykeDirector: Solution Focused Therapy and Professional Development South West Limited Email: moc.liamg%40gnirotnemdnagnihcaocdsPhone (optional): 07766250113 ICO Registration Number (if applicable): ZA333005
Policy changes
I reserve the right to modify or update this Privacy Policy at any time, with or without prior notice. However, please be assured that any changes made will not result in the use of your personal information in a manner that is materially inconsistent with this Privacy Policy without obtaining your prior consent.
I am committed to operating in accordance with data protection principles to ensure the confidentiality, integrity, and security of all personal information collected and processed.
Protection and Security of Your Information
I take the security of your personal information seriously and implement appropriate measures to protect it from unauthorised access, loss, or misuse. However, please be aware that email is not a fully secure method of communication, and I advise against sending private or sensitive information via email. If you choose to do so, you accept any associated risks.
Some information entered on my website may be transmitted securely using Secure Sockets Layer (SSL) encryption to enhance protection. By submitting your details through my contact page, you acknowledge and consent to my use of the provided information for the purpose of responding to your enquiry.