Privacy Policy
Last updated: May 3rd 2026
Introduction
I’m committed to protecting your privacy and treating your personal information with care and respect. This Privacy Policy explains how I collect, use, store and protect your data when you work with me or visit my website. It applies to all clients, prospective clients and website visitors.
I support women through coaching around wellbeing, confidence, career and life transitions. Because of the nature of this work, you may choose to share sensitive or personal information with me. I take this responsibility seriously, and I abide by the European Mentoring and Coaching Council Global Code of Ethics (see https://globalcodeofethics.org/) including treating information confidentially. All information is handled in line with UK data protection law, including the UK GDPR and the Data Protection Act 2018.
Who I Am
Data Controller (see https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/controllers-and-processors/controllers-and-processors/what-are-controllers-and-processors/ for descriptors): Dr Jude Bain – Morvenwood; address is provided to clients during contracting.
Email: bain.jude@gmail.com
Personal Data that may be collected
1. Contact Information: your name and email address.
2. Coaching-Related Information:
- Notes from our sessions
- Background information you choose to share
- Goals, challenges and reflections
- Pre- and post-session questionnaires or forms
3. Special Category Data (Sensitive Information)
Because I work with women in midlife, you may share information relating to:
- Health and wellbeing
- Menopause or perimenopause
- Emotional experiences
- Lifestyle or personal circumstances
I collect this information with your consent, and if it is relevant to your coaching journey.
4. Website and Technical Data
Cookies & Analytics - This website is designed to collect as little information as possible. It does not set cookies for visitors, and it does not use analytics tools such as Google Analytics, Facebook Pixel, or any other tracking technologies.
WordPress may set essential session cookies only for logged‑in administrators to ensure the site functions correctly. These cookies are not used to track visitors and are not accessible to the public.
Our hosting provider, IONOS, collects anonymised technical data for security and operational purposes. This may include information such as browser type, page requests, and access times. This data is anonymised and cannot be used to identify you. IONOS WebAnalytics does not use cookies.
Because this website does not use cookies for visitors, no cookie banner is required. If this changes in the future, the policy will be updated.
5. Payment Information
Coaching services are paid in advance by bank transfer. I will receive the information necessary to process the payment. This usually includes your name, the date of the payment, the amount paid, and any reference you include. I do not have access to your full bank account details beyond what appears on my bank statement. This information is used solely for: processing your payment; managing my accounts and bookkeeping; meeting legal and tax obligations (e.g. HMRC, record‑keeping). I do not share this information with anyone except my accountant (if applicable) and HMRC where required by law. Bank transaction data is stored securely within my banking provider and in my financial records, and is retained for up to six years, in line with UK tax requirements.
How I Use Your Data
I use your personal information to:
- Provide coaching sessions
- Communicate with you about appointments, resources or updates
- Prepare for sessions and understand your progress
- Manage payments and invoicing
- Maintain business records
- Improve my services and website
- Meet legal or regulatory obligations
Legal Bases for Processing
GDPR and UK data protection law requires me to have a valid reason for collecting and using your personal information:
Contract – To deliver the coaching services you have booked.
Legitimate Interests – To run my business effectively, such as managing appointments or improving my services.
Consent – For special category data and email marketing communications (if opted in).
Legal Obligation – For financial record-keeping required by HMRC.
How I Store and Protect Your Data
I store your information securely using trusted, password-protected systems such as: encrypted cloud storage; secure email providers; password-protected devices. Only I have access to your coaching notes and personal information unless disclosure is required by law.
How Long I Keep Your Data
- Coaching notes: up to 6 years after our work ends
- Emails: up to 2 years
- Financial records: 6 years (required by law)
Sharing Your Data
I only share your data with trusted third parties when necessary, such as:
- Payment processors
- Email or scheduling platforms
- Cloud storage providers
- HMRC (if legally required)
International Transfers
Some tools I use may store data outside the UK. When this happens, I ensure appropriate safeguards are in place.
Your Rights
You have the right to:
- Access your personal data
- Correct inaccurate information
- Request deletion of your data
- Restrict or object to processing
- Withdraw consent
- Request data portability
- Make a complaint to the ICO
Confidentiality in Coaching
In accordance with the Global Code of Ethics for coaching (EMCC), everything you share with me is confidential. I will only break confidentiality if:
- You give explicit permission
- I am legally required to do so
- There is a safeguarding concern
Changes to This Policy
I may update this Privacy Policy from time to time. The latest version will always be available on my website.
Contact Me
If you have any questions about this Privacy Policy or how your data is handled, please get in touch with me.