Coaching terms and conditions

Lawful bases for using your information

I will only process personal information where I have a lawful basis to do so under applicable data protection law.

Depending on the circumstances, this may include:

Contract: where processing is necessary to provide coaching services or take steps at your request before entering into a coaching agreement.

Legitimate interests: where processing is necessary for the reasonable operation, administration and development of the business, provided those interests do not override your rights and freedoms.

Consent: where I ask you to make a genuine choice about whether your information may be used for a particular purpose, such as subscribing to marketing communications.

Legal obligation: where I need to retain or disclose information to comply with a legal or regulatory requirement.

Where I process special category data, such as information concerning physical or mental health, I will also identify and rely on an appropriate additional condition for processing under applicable data protection law.

Who I share your information with

I do not sell your personal information.

I may share relevant information with trusted third-party service providers where this is necessary to operate the website, provide services, process payments, communicate with you or meet legal obligations.

Depending on the services I use, these may include:

• Squarespace, which hosts the climbing calm website;

• Microsoft Teams, where coaching sessions are delivered;

• email and communication service providers;

• payment, invoicing and banking providers; and

• professional advisers or authorities where disclosure is necessary or legally required.

Third-party providers may process information on my behalf or independently as a data controller. Where appropriate, I will take reasonable steps to ensure that relevant providers have appropriate privacy and security measures in place.

International transfers

Some service providers used by climbing calm may process personal information outside the United Kingdom.

Where personal information is transferred internationally, I will take reasonable steps to ensure that the transfer is made in accordance with applicable UK data protection law and that appropriate safeguards are in place where required.

How long I keep your information

I will not keep personal information for longer than is reasonably necessary for the purpose for which it was collected, unless I am legally required or otherwise permitted to retain it for longer.

Different types of information may therefore be retained for different periods.

For example, information relating to financial transactions and invoices may need to be retained to meet accounting and legal obligations. Coaching records and communications will be retained only for as long as reasonably necessary to provide the service, manage the client relationship, protect legitimate business interests and meet any applicable legal obligations.

I will periodically review the information I hold and securely delete or anonymise information that is no longer required.

How I protect your information

I take reasonable technical and organisational measures to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure.

Access to information is limited to what is reasonably necessary for operating the business.

However, no method of transmitting or storing information electronically can be guaranteed to be completely secure. You should therefore avoid sending highly sensitive information through ordinary website forms or email unless specifically requested.

Your data protection rights

Subject to applicable legal conditions and exemptions, you may have the right to:

• request access to the personal information I hold about you;

• request correction of inaccurate or incomplete information;

• request deletion of your personal information;

• request restriction of how your information is processed;

• object to certain processing;

• request the transfer of certain information to another organisation; and

• withdraw consent where processing is based on consent.

You also have the right to unsubscribe from marketing communications at any time.

To exercise a right or ask a question about your personal information, contact:

hello@climbing-calm.com

I may need to verify your identity before responding to a request.

Complaints

If you have concerns about how I have handled your personal information, I would encourage you to contact me first so that I have an opportunity to address your concern.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

You can find information about making a complaint on the ICO's website:

Information Commissioner's Office

Children's information

climbing calm's coaching services are currently intended for people aged 18 and over. Please sign up to the mailing list if you wish to be updated should this change.

The website may nevertheless be accessible to people under 18. I do not knowingly collect personal information from children for the purpose of providing coaching services.

Links to other websites

The climbing calm website may contain links to external websites and platforms, including YouTube.

These websites operate under their own privacy policies and terms. Once you leave the climbing calm website, I am not responsible for how those third parties collect or use your information.

Changes to this Privacy Policy

I may update this Privacy Policy from time to time to reflect changes to the business, the website, the services I use or applicable legal requirements.

The latest version will always be published on this page, with the date of the most recent update shown at the top.

If I make significant changes to how I use personal information, I will take reasonable steps to bring those changes to your attention where required.