Privacy Policy

Privacy Policy

Effective Date: 29 June 2026

1. Introduction

Your privacy is important to us.

This Privacy Policy explains how Charles Whitaker (“we”, “our”, “us”) collects, uses, stores and protects your personal information when you visit charleswhitaker.co.uk, contact us or engage our coaching services.

We are committed to processing your personal information fairly, lawfully and transparently in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable privacy legislation.

Please read this Privacy Policy carefully.

2. Who We Are

Charles Whitaker is the Data Controller responsible for your personal information.

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, you can contact us using the details below.

Website
charleswhitaker.co.uk

Email
charles@charleswhitaker.co.uk

3. The Information We Collect

The information we collect depends on how you interact with us.

Personal Information

We may collect:

• Your full name
• Email address
• Telephone number
• Postal address
• Date of birth where relevant
• Information you provide within enquiry forms
• Records of correspondence between you and Charles Whitaker
• Notes relating to our communications
• Appointment history
• Coaching records
• Customer relationship information

Special Category Data

If you become a coaching client, we may collect information that is classified as Special Category Personal Data under Article 9 of UK GDPR.

This information is only collected where it is necessary to provide safe, appropriate and effective coaching services.

This may include:

• Your marital status
• Current living arrangements
• Information relating to your partner, family or children
• Occupation, employment history or education
• Religious or spiritual beliefs where relevant to coaching
• Physical health information
• Medical conditions
• Medications
• GP details
• Height and weight where relevant
• Lifestyle information including:
• exercise
• diet
• sleep
• smoking
• alcohol consumption
• recreational drug use
• Information about your wellbeing
• Information relating to stress, anxiety, burnout or emotional wellbeing
• Recreation and social activities where relevant to coaching
• Information you voluntarily disclose during coaching sessions

We only collect this information where you choose to provide it and where it is necessary for the delivery of our services.

Website Usage Data

When you visit our website we may automatically collect limited technical information such as:

• IP address
• Browser type
• Device type
• Operating system
• Pages visited
• Date and time of access
• Referring website

This information helps maintain the security and functionality of our website. You can review our Cookie Policy here.

4. How We Collect Information

We collect information when you:

• Complete a contact form
• Email us
• Telephone us
• Book a consultation
• Become a coaching client
• Complete questionnaires or assessment forms
• Participate in coaching sessions
• Subscribe to newsletters or updates
• Interact with our website

5. Why We Process Your Information

We process your information for the following purposes:

• Responding to enquiries
• Assessing whether coaching is appropriate
• Delivering coaching services
• Preparing personalised coaching programmes
• Managing appointments
• Keeping coaching records
• Managing our relationship with clients
• Sending requested information
• Improving our services
• Meeting legal and regulatory obligations
• Safeguarding clients where necessary
• Protecting our legal rights

6. Lawful Basis for Processing

Under UK GDPR we rely upon different lawful bases depending upon how your information is used.

These include:

Consent

Where you voluntarily submit an enquiry or agree to receive communications.

Contract

Where processing is necessary to provide coaching services or fulfil our agreement with you.

Legitimate Interests

For managing enquiries, maintaining records, improving our services and communicating with existing clients where appropriate.

Legal Obligation

Where we are required to retain records or disclose information under applicable law.

Special Category Data

Where we process health or other Special Category Data, we rely upon one or more of the following conditions:

• Your explicit consent
• The provision of health-related support where permitted by law
• Safeguarding of vital interests
• Establishment, exercise or defence of legal claims
• Other lawful conditions permitted under Article 9 UK GDPR and Schedule 1 of the Data Protection Act 2018 where applicable.

7. Safeguarding

In rare circumstances we may need to disclose information without your consent if we believe:

• there is a serious risk of harm to you or another person
• safeguarding obligations require disclosure
• disclosure is required by law
• a court order requires disclosure

Where possible, we will discuss this with you first unless doing so would increase the risk of harm or is prohibited by law.

8. GP Contact

Where appropriate, we may request your GP details.

These details are collected solely for safeguarding purposes or where communication with your GP may support your wellbeing.

Except in an emergency or where required by law, we will discuss any proposed contact with your GP before doing so.

9. How Long We Keep Your Information

We only retain personal information for as long as necessary.

Enquiry Data

If you enquire about our services but do not become a client, we will normally retain your information for up to 12 months after our last communication unless a longer retention period is required.

Client Records

Client records, including coaching notes and Special Category Data, are retained for seven years following the end of our professional relationship.

This retention period is required to meet our professional insurance requirements and to protect both our clients and our business in the event of legal claims.

After this period, information will be securely deleted or anonymised unless we are legally required to retain it for longer.

10. How We Protect Your Information

We take appropriate technical and organisational measures to protect your information.

These include:

• Password protected devices
• Secure cloud storage where applicable
• Encryption where appropriate
• Access controls
• Regular software updates
• Confidential handling of client records
• Secure disposal of information when no longer required

No method of electronic storage or internet transmission can be guaranteed to be completely secure. However, we take reasonable steps to minimise risks.

11. Sharing Your Information

We do not sell your personal information.

We may share information only where necessary with:

• Professional advisers
• IT service providers
• Secure cloud storage providers
• Website hosting providers
• Email service providers
• Legal advisers
• Professional insurers
• Regulatory authorities where required
• Emergency services where necessary
• Your GP where appropriate and lawful

All third parties are required to process your information securely and only for legitimate purposes.

12. International Transfers

Where any of our service providers process data outside the United Kingdom, we will ensure appropriate safeguards are in place, including UK International Data Transfer Agreements or other recognised safeguards where required.

13. Marketing Communications

If you subscribe to our newsletter or request updates, we may send occasional emails about coaching services, resources or relevant information.

You can unsubscribe at any time using the unsubscribe link in our emails or by contacting us directly.

We will not send marketing communications where you have opted out.

14. Your Rights

Under UK GDPR you have the right to:

• Access your personal information
• Request correction of inaccurate information
• Request deletion of information in certain circumstances
• Request restriction of processing
• Object to processing
• Request data portability where applicable
• Withdraw consent at any time where processing relies on consent
• Lodge a complaint with the Information Commissioner’s Office (ICO)

You can exercise these rights by contacting us via email charles@charleswhitaker.co.uk

15. Automated Decision Making

We do not use automated decision making or profiling that produces legal or similarly significant effects.

16. Children’s Privacy

Our coaching services are intended for adults.

We do not knowingly collect personal information from children through this website.

17. Third Party Websites

Our website may contain links to other websites.

We are not responsible for the privacy practices or content of external websites and encourage you to read their privacy policies.

18. Complaints

If you have concerns about how we handle your information, please contact us first so we can try to resolve the issue.

You can raise a data protection complaint by emailing: charles@charleswhitaker.co.uk, please include the details of your complaint so we can investigate. You will receive a response within 30-days.

When we receive a data protection complaint, we will:

• Acknowledge your complaint within 30 days
• Take appropriate steps to investigate the matter without undue delay
• Keep you informed where appropriate
• Tell you the outcome of your complaint

If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO).

Information Commissioner’s Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

ICO website: www.ico.org.uk

Telephone: 0303 123 1113

 

19. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements or our business practices.

The latest version will always be published on this page.

20. Contact Us

If you have any questions regarding this Privacy Policy or how your information is processed, please contact:

Charles Whitaker

Website:
charleswhitaker.co.uk

Email:
charles@charleswhitaker.co.uk