Harriet Sloan Coaching Ltd – Privacy Policy
Effective Date: 6 November 2025
Version: 1.0
Introduction
This Privacy Policy explains how Harriet Sloan Coaching Ltd (“we”, “us”, “our”) collects, uses, stores, and protects personal information relating to clients, programme participants, prospective clients, and newsletter subscribers.
We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are (Data Controller)
Harriet Sloan Coaching Ltd
Company number: 14357210
Registered office: Norfolk House, 24 Market Place, Swaffham, PE37 7QH, United Kingdom
Contact email for privacy matters: harriet@harrietsloan.com
2. Personal Data We Collect
We may collect and process the following types of personal data:
Identity and contact details (name, email address, phone number)
Programme and coaching information (intake forms, goals, progress notes, transcripts/recordings of sessions where consented)
Transactional data (purchase history, selected plan, payment status) processed securely via our online commerce platform
Communication preferences (newsletter opt-in status)
We do not intentionally collect special category data. If you share sensitive information during a coaching session, it will be handled with heightened confidentiality and only used for delivering the services you request.
3. How We Collect Data
We collect data that you provide directly (e.g. when enrolling in a programme, booking a session, or subscribing to newsletters) and data generated during programme delivery (e.g. call notes, transcripts, or recordings where consented).
4. How We Use Your Data & Lawful Bases
We use personal data for the following purposes and under the following lawful bases:
To deliver and administer coaching programmes (performance of contract)
To manage payments and invoicing (performance of contract / legitimate interests)
To communicate programme updates and support (legitimate interests)
To send newsletters and marketing communications where you’ve opted in (consent)
To improve client experience and service quality (legitimate interests)
5. Recordings and Transcripts
Group or 1:1 sessions may be recorded for participant learning or note-taking purposes. By joining such sessions, you consent to being recorded; recordings are shared privately within the programme portal or with participants only.
We may also use transcription tools to generate notes or summaries for programme support. Recordings and transcripts are stored securely and never published publicly without explicit written consent.
6. Service Providers (Processors)
We use trusted third-party service providers to support programme delivery and communication:
Stan Store – for commerce, checkout, newsletter distribution, and subscriber management
Fathom – for meeting transcription and note generation (private use only)
Microsoft Teams – for video calls and cloud recordings (where applicable)
Each provider processes personal data on our behalf and is contractually bound to apply UK GDPR-compliant safeguards.
7. International Data Transfers
Some of our processors or their sub-processors may store data outside the UK.
Where this occurs, we ensure appropriate safeguards are in place — for example, the UK International Data Transfer Addendum or Standard Contractual Clauses.
8. Data Retention
We retain client records for up to six (6) years after services end to meet legal and business record obligations, unless a shorter period is required by law or you request deletion (where appropriate).
Recordings and transcripts are typically retained for the duration of the programme and any defined replay period, after which they may be archived or deleted.
9. How We Protect Your Data
We use appropriate technical and organisational measures — such as password protection, access control, and encrypted storage — to safeguard personal data.
Access is limited to authorised personnel who need it for legitimate business purposes.
10. Your Rights
Under UK GDPR, you have the right to:
Request access to your data
Request correction or erasure
Restrict or object to processing
Request data portability
Withdraw consent (where applicable)
To exercise your rights, contact harriet@harrietsloan.com.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk
11. Marketing Communications
We will only send newsletters or marketing emails if you’ve opted in via Stan Store or other approved channels.
You can unsubscribe at any time by clicking “unsubscribe” in the email or contacting us directly.
12. Cookies and Websites
We do not currently operate a public website under Harriet Sloan Coaching Ltd, and therefore do not collect cookies or online usage data at this time.
If this changes, we will publish a Cookie Notice and update this Privacy Policy.
13. Data Sharing and No Sale
We never sell personal data.
We may share limited information where required by law or as part of a business transition (e.g. restructuring), with appropriate safeguards in place.
14. Changes to This Policy
We may update this Privacy Policy periodically to remain compliant and reflect operational changes.
The most recent version will always be available on request.
15. Contact Us
If you have questions about this Privacy Policy or wish to exercise your data rights, please contact:
harriet@harrietsloan.com
Effective date: 6 November 2025
Version: 1.0
