Privacy Policy

 

References to “we”, “us” or “our” refer to EveryPause, a UK‑based sole trader (data controller) subject to the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Contact: hello@everypause.co.uk.

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What we collect

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• Your name and email when you contact us via the website

• Notes taken during coaching sessions, if relevant to your sessions

• Payment details for bank transfers (we do not store card details or online payments); payment is processed by our bank and we do not retain any card or account information beyond what is necessary for record-keeping

• Technical data automatically collected by our website hosting provider (such as IP address, browser type, and pages visited) for security and operational purposes — we do not use this for marketing

• Any other information you voluntarily provide when contacting us or during coaching sessions

 

We do not knowingly collect personal data from children under the age of 18. Our services are directed solely at adults.

 

 

We are required by UK GDPR to identify a lawful basis for processing your personal data. We rely on the following:

• Contract (Article 6(1)(b)): to deliver coaching services and manage your booking

• Legitimate Interests (Article 6(1)(f)): to respond to contact enquiries and maintain website security

• Legal Obligation (Article 6(1)(c)): to retain financial and tax records as required by law (e.g. HMRC)

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How we use your data

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• To respond to enquiries and schedule coaching sessions

• To send invoices and manage payments

• To keep records for administrative and tax purposes

• To fulfil our obligations under the Coaching Agreement

• To maintain the security and operation of our website

 

We do not use your personal data for marketing, automated decision-making, or profiling.

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How we store and protect your data

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• Client information and invoices are stored securely in password-protected and encrypted folders

• Emails containing personal information are kept in secure accounts with two-factor authentication enabled

• Please see “Who we share your data with” below for details of third-party sharing

 

 

We retain personal data only for as long as necessary:

• Contact enquiry data: up to 12 months from the date of your last communication

• Coaching client data (name, email, booking records): up to 6 years from the end of our coaching relationship, in line with the Limitation Act 1980

• Coaching notes: up to 12 months from the end of our coaching relationship, after which they will be securely destroyed

• Financial/invoicing records: 6 years from the relevant financial year, as required by HMRC

 

On expiry of the relevant retention period, your data will be securely deleted or anonymised.

 

 

We do not sell, rent or trade your personal data. We may share it with:

• Our website hosting provider (for website operation and security)

• Video conferencing providers (e.g. Zoom) for delivery of online coaching sessions

• Our bank and payment provider (for processing fees)

• Professional supervisors (bound by their own confidentiality obligations; no identifying information is shared)

 

We will not share your data with any other third party without your consent, unless required by law or court order.

 

Some service providers (for example, Zoom) may process data outside the UK or EEA. Where this occurs, we ensure appropriate safeguards are in place under UK GDPR (such as Standard Contractual Clauses or a UK adequacy decision).

 

Our website does not use non-essential cookies or tracking tools (such as advertising or analytics cookies). Our hosting provider may place strictly necessary functional cookies on your device to ensure the website operates correctly. These do not track you for marketing and do not require your consent under the UK Privacy and Electronic Communications Regulations (PECR).

If we introduce non-essential cookies in future, we will update this Policy and seek your prior consent.

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Your rights

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• Right of access: you can request a copy of the personal data we hold about you

• Right to erasure: you can ask us to delete your data in certain circumstances

• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing

• Right to rectification: you can ask us to correct inaccurate or incomplete data

• Right to restriction: you can ask us to limit how we use your data in certain circumstances

• Right to data portability: you can receive your data in a structured, commonly used format in certain circumstances

• Right to object: you can object to processing based on legitimate interests

 

To exercise any of these rights, please contact hello@everypause.co.uk. We will respond within one month at no charge.

 

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):  www.ico.org.uk  |  0303 123 1113. We would appreciate the opportunity to resolve any concerns directly first.

 

Contact

If you have questions about your data or this Privacy Policy, please contact hello@everypause.co.uk