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Privacy Policy

Last Updated: 11th April 2025

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1. Introduction
 

At The Men’s Coach, we are committed to safeguarding your privacy. This Privacy Policy explains the types of data we collect, how we use and protect that data, and the rights you have over your information. This policy applies to all individuals and entities interacting with us through various channels, including our website, coaching services, and corporate engagements.

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2. Types of Data We Collect
 

We collect and process data based on the nature of our interaction with you. Below is a breakdown of the types of data we collect based on your interaction with us:
 

Website Visitors
 

  • Cookies: Our website uses cookies to enhance user experience and gather analytics. You will be prompted to accept or customise cookie preferences upon visiting the site.
     

  • Analytics Data: Our website collects non-personally identifiable information such as IP address, browser type, and pages visited for the purpose of improving our website’s performance.
     

Prospective Clients
 

  • Personal Information: Name, phone number, email address, how you found us and where you work.
     

  • Notes: General notes from initial conversations or consultations that help us understand your needs.
     

Corporate Clients
 

  • Contact Information: Company name, contact details (name, phone number, email), and any other relevant business information needed to provide our services.
     

  • Contractual Details: Information related to contracts, service agreements, and business arrangements.
     

Coaching Clients
 

  • Coaching Notes: Notes from coaching sessions, including insights and observations recorded during conversations. These are handwritten and stored in physical files.
     

  • Health Data: We provide mental health questionnaires and hormonal health tests as part of our coaching programme, and keep a record of results for quality and safeguarding purposes. 

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3. How We Collect Data
 

We collect data through various means:
 

  • Website Forms: Data submitted via website forms is stored on Wix.
     

  • CRM: Contact details and notes from initial conversations are stored in our CRM (hosted on Google Sheets).
     

  • Coaching Conversations: Handwritten notes are stored physically in secure files at the coach’s place of work. 

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4. How We Use Your Data
 

The data we collect is used for the following purposes:
 

  • To deliver our services effectively.
     

  • To communicate with prospects, corporate and coaching clients.
     

  • To tailor our services to meet individual needs and improve overall effectiveness.
     

  • For record-keeping, safeguarding purposes, and ensuring compliance with confidentiality policies.

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We currently do not use the data for email marketing or any data analytics purposes.

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5. Data Sharing and Disclosure
 

We do not share your data without your consent, except in the following situations:
 

  • Payment Processing: Payments are processed through Stripe and Xero, and transaction details may be shared with our accountant.
     

  • Sub-contractors: If subcontractors are hired to assist with providing services, they may require access to relevant client data necessary for their role.
     

  • Safeguarding: We may disclose information in accordance with our Coaching Confidentiality Policy or Safeguarding Policies (Adult / Child & Young Person) to ensure safety and compliance with legal or professional obligations. 

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6. Data Retention
 

We retain data for as long as necessary to fulfill the purposes outlined in this policy:
 

  • CRM Data: Personal details in the CRM are retained indefinitely unless the client requests otherwise, as this data is crucial for service provision and safeguarding.
     

  • Coaching Notes: Handwritten coaching notes are stored indefinitely to help our clients to track their progress and ensure safeguarding. 
     

  • Health Data: Pseudonymised data is retained for tracking and validating the progress of coaching and health outcomes.

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7. Data Security
 

We take reasonable measures to protect your data:
 

  • Encryption: We rely on the encryption services provided by Stripe, Wix, and Google to protect data during transmission and storage.
     

  • Internal Access: Data is only accessible to authorised and relevant personnel, including coaches and operational staff. Coaching notes are kept confidential and are accessible only by the respective coach.
     

  • Physical Security: Coaching notes stored physically are kept in a secure, locked location to prevent unauthorised access.

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8. Your Rights
 

You have the right to:
 

  • Access: Request access to your data held by us.
     

  • Correction: Request corrections to any inaccuracies in your data.
     

  • Deletion: Request deletion of your data. Please note, we may not be able to delete details we are required to retain in order to comply with our legal or safeguarding obligations.
     

  • Opt-Out: Opt-out of receiving marketing communications. Opting out of storing your personal details may limit our ability to provide our services effectively.

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9. International Data Transfers
 

We work with clients around the world, including in Europe, the US, and Asia. As a UK-based business, we generally handle data in line with UK and European data protection laws. If you have any specific requirements or concerns relating to your data, please let us know so we can accommodate them where possible.

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10. Cookies and Tracking
 

We use cookies on our website for functional and analytical purposes. When you visit our site, you are given the option to accept all cookies or choose your preferences. You can review and manage your cookie preferences at any time.​

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11. Changes to This Privacy Policy
 

We may update this Privacy Policy from time to time. When we do, we will update the “Last Updated” date at the top of this page. We encourage you to periodically review this policy to stay informed about how we are protecting your data.

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12. Contact Information
 

If you have any questions or concerns about this Privacy Policy or wish to exercise your rights, please contact us at:
 

  • Email: Emma@TheMensCoach.co.uk

  • Postal Address: The Men’s Coach, 2 Hampden Road, Flitwick, Bedfordshire, England, MK45 1HX.

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