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privacy policy

This privacy policy ensures that Alternative Relationship Coaching operates transparently and in compliance with GDPR, respecting and safeguarding your personal information throughout your relationship with us.

 

Privacy Policy for Alternative Relationship Coaching

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Effective Date: 01/10/2024
Last Updated: 23 February 2026
ICO Registration Number: ZB815919

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Alternative Relationship Coaching ("we", "us", or "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy applies to all services provided by Alternative Relationship Coaching through our website, telephone, video calls, email, and communications via Telegram.

 

1. Data Controller


The data controller for Alternative Relationship Coaching is:
Amy Ardern-Jennings, trading as Alternative Relationship Coaching
Email: coach@improveyourcomms.com

 

If you have any questions about this privacy policy or wish to exercise your rights, please contact us using the details above.

 

2. What Data We Collect

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We may collect and process the following types of personal data from our clients:

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  • Personal Identifiers: Name, email address, phone number, and billing address

  • Consultation Data: Notes from coaching consultations, including relationship details, goals, and challenges. Notes are stored using a client reference code rather than your full name wherever possible.

  • Payment Data: Financial information required for processing payments (handled by third-party processors — see Section 6)

  • Communication Data: Records of communications via Telegram (text messages and voice notes), telephone, video call, and email

  • Website Data: Information about your visits to our website, including IP address, browser type, and cookies

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3. How We Collect Your Data

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We collect data through the following methods:

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  • Directly from you: When you book services, complete a form, or communicate with us

  • During coaching sessions: Through consultation notes and communications via Telegram

  • Website interaction: Automatically through cookies and analytics tools on our Wix-hosted website

 

4. How We Use Your Data


We collect and process your data for the following purposes:

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  • To provide coaching services: To communicate with you and deliver the services requested

  • To manage appointments: To schedule, confirm, and manage consultations

  • To process payments: For invoicing and payment processing

  • To maintain consultation notes: To ensure continuity of care across sessions

  • To improve our services: Using anonymised insights only

  • For marketing purposes (with your consent): Occasional updates or information about new services. You may opt out at any time.

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5. Lawful Basis for Processing

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Under UK GDPR, we rely on the following lawful bases for processing your personal data:

 

Purpose                                                                    Lawful Basis

Providing coaching services                                   Performance of a contract

Maintaining consultation notes                             Performance of a contract / Legitimate interests

Processing payments                                              Performance of a contract

Marketing communications                                    Consent

Compliance with legal obligations                        Legal obligation

Safeguarding (where a risk of harm exists)            Vital interests / Legal obligation

 

Where we process special category data (such as information relating to your sexual orientation, gender identity, neurodivergence, or mental health) we rely on your explicit consent, which you provide when signing our Client Agreement.

 

6. Third-Party Data Processors

 

We use the following third-party services which may process your personal data on our behalf. Each is bound by its own GDPR-compliant data processing terms:

 

Processor                                         Purpose Data                                          Location

Google (Drive, Meet, Gmail)         Session notes storage (Drive);               EEA/UK-adequate. Google LLC is certified

                                                         video consultations (Meet);                    under the UK–US Data Bridge.

                                                         email communications (Gmail)

 

Telegram (Secret Chats)                Ongoing coaching communications     Device-to-device only. Full end-to-end

                                                         (text and voice notes)                             encryption via Secret Chats — no data held on                                                                                                                              Telegram servers. Clients are responsible for                                                                                                                                  device security.

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Wix                                                   Website hosting, booking system,       US-based; GDPR-compliant under Standard

                                                         and cookie/analytics data                      Contractual Clauses.

 

PayPal                                              Payment processing (via Wix                 UK/EEA-compliant. PayPal (Europe) S.a.r.l. et

                                                         booking system)                                      Cie, S.C.A. is the contracting entity.

 

UK Bank Transfer                            Direct payment option; processed        UK-regulated banking system.

                                                         via your bank

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We may update this list as our tools change. We will notify you of any significant changes.

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7. How We Store Your Data

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Consultation notes and client records are stored in a private, access-controlled Google Drive folder. The following measures are in place:

  • Notes are filed using a client reference code (e.g., ARC-001) rather than your full name, to minimise the risk of identification in the event of a breach

  • The Google Drive folder is accessible only by Amy Ardern-Jennings and is protected by a strong password and two-factor authentication (2FA)

  • No client data is stored on shared drives or accessible to third parties

  • Emails containing sensitive client information are stored in a password-protected, 2FA-secured Gmail account

  • Any written notes made during sessions are stored only in digital form and are not retained in physical/paper format

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8. Data Retention

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We will retain your personal data only for as long as necessary to fulfil the purpose for which it was collected. Our standard retention periods are:

  • Consultation notes and client records: 6 years from the conclusion of services, in line with general UK limitation periods

  • Payment records: 6 years, as required by HMRC guidelines

  • Telegram communications: Retained only for the duration of the coaching relationship, then deleted. You are encouraged to delete your own copies after coaching ends.

  • Enquiry and discovery call records (non-clients): 12 months from the date of enquiry, then securely deleted

  • You may request early deletion of your data at any time, subject to our legal obligations (see Your Rights, Section 10).

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9. Data Security

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We take the security of your data seriously. Measures include:

  • Google Drive: Private folder, 2FA-protected Google account, restricted access

  • Gmail: 2FA-protected account; sensitive communications kept in labelled, archived folders

  • Google Meet: Encrypted video sessions; session links not publicly shared

  • Telegram: All client coaching communications are conducted via Telegram's Secret Chat feature, which provides full end-to-end encryption. Messages are stored on your device only and are not accessible to Telegram or any third party. Conversation history does not sync across devices. We recommend clients enable 2FA and a device passcode or biometric lock.

  • Wix: SSL-encrypted website; booking and payment data handled by Wix and PayPal under their own security standards

 

In the event of a personal data breach, we will notify the ICO within 72 hours where required, and affected individuals without undue delay if the breach is likely to result in risk to their rights and freedoms.

 

10. Your Rights Under UK GDPR


Under GDPR, you have the following rights regarding your personal data:

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  • Right to Access: Request a copy of the data we hold about you

  • Right to Rectification: Ask us to correct inaccurate or incomplete data

  • Right to Erasure: Request deletion of your data, subject to legal obligations

  • Right to Restrict Processing: Ask us to limit how we use your data

  • Right to Data Portability: Request your data in a structured, machine-readable format

  • Right to Object: Object to processing based on legitimate interests or for direct marketing

  • Right to Withdraw Consent: Where we rely on consent, you may withdraw it at any time without affecting prior processing

 

To exercise any of these rights, please contact us at coach@improveyourcomms.com. We will respond within one calendar month.

 

11. Data Transfers Outside the UK

 

Some third-party processors (including Google and Wix) may transfer data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, including:

  • UK adequacy regulations or decisions

  • Standard Contractual Clauses (SCCs) approved under UK law

  • Participation in the UK–US Data Bridge (where applicable)

 

12. Cookies and Website Tracking

 

Our website, hosted on Wix, uses cookies to support functionality and analytics. You can manage your cookie preferences through your browser settings or the cookie banner on our website. For full details of how Wix uses data, please refer to the Wix Privacy Policy at wix.com/about/privacy.

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13. Complaints

 

If you believe we have not handled your data correctly, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):

  • Website: ico.org.uk

  • Helpline: 0303 123 1113

 

We would always appreciate the opportunity to resolve any concern directly first. Please contact us at coach@improveyourcomms.com.

 

14. Changes to This Privacy Policy

 

We may update this Privacy Policy from time to time. Any material changes will be communicated to active clients and published on our website. The “Last Updated” date at the top of this document will reflect the most recent revision.

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