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Privacy Policy

​Last Updated: 1 September 2026

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1. Introduction
At The Men's Coach, we are committed to protecting your privacy. This Privacy Policy explains the types of data we collect and use; how we protect that data, and the rights you have over your information. This policy applies to all individuals and organisations interacting with us through any channel, including our website, coaching services, corporate engagements, talks, training, and corporate Programmes, including structured personal Programmes such as The Future Self Programme.

2. Types of Data We Collect
We collect and process different types of data depending on how you interact with us. While not all data we collect is sensitive, we take particular care to protect the following categories:
 

  • Personal Information: Data relating to an identifiable individual, including names, contact details, coaching notes, and health data.

  • Corporate Information: Data relating to an organisation that could impact its reputation or competitive advantage if made public.


Below is a breakdown of the types of data we collect, based on your interaction with us:

2.1 Website Visitors

  • Cookies: Used to improve your experience and gather website analytics.

  • Analytics Data: Non-personally identifiable information such as IP address, browser type, and pages visited.


2.2 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 allow us to understand your requirements and provide a good service.


2.3 Corporate Clients

  • Contact Information: Names, email addresses, phone numbers and any other information required to understand your needs, how to contact you and how we can tailor our services to your organisation.

  • Corporate Information: Notes relating to the structure, strategy or operations of an organisation that allow us to tailor and deliver our services appropriately.

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2.4 Talk/Training Attendees

  • Attendance Data: Names and emails visible through the platforms where our online talks and training is hosted - for example, Zoom or Microsoft Teams.

  • Participant Comments: Any comments added to the chat feature on online platforms like Zoom or Microsoft Teams.

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2.5 Coaching Clients

  • Coaching Notes: These are handwritten during Coaching Calls and stored in the office of the coach responsible.

  • Health Data: Optional mental health questionnaires and hormonal test results retained for safeguarding and to track quality and progress.

  • Programme Health & Outcome Data (structured Programmes only): For participants in structured Programmes such as The Future Self Programme, we also collect mental health questionnaire responses (for example the BDI-II), home hormonal/blood test results, and basic metabolic details such as age range, height and waist measurement. This is collected as a standard part of the Programme for every participant, to support your 1:1 coaching. Section 6 below, and the separate data notice for that Programme, explain how this data may also be used for Programme auditing and, in limited circumstances, research.

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3. How We Collect Data
We collect data through various means:

  • Forms that website visitors choose to complete.

  • Information shared during consultations and collaboration calls.

  • Handwritten notes taken during Coaching Calls.

  • Questionnaires and home test kits used in structured Programmes.

  • Attendance data from online platforms.

  • Agreements that we each enter into voluntarily.
     

4. Where We Store Your Data
To provide our services, we work with several secure online tools (clicking any of their names will take you to their own Privacy Policies:
 

  • Wix: Our website platform, including for hosting and online form submissions. Any data entered through our website is handled by Wix in accordance with their privacy and security practices. 

  • Stripe: Our chosen card payment provider. Payment information is handled directly by Stripe and is subject to their own security measures and compliance standards.

  • Xero: Our chosen accounting software. We use Xero to manage invoicing and financial records. Relevant contact and transaction details may be stored in Xero in line with accounting requirements. These details are handled in accordance with Xero’s privacy and security standards. 

  • Google Workspace: As our office suite, we use Google Workspace (including Drive, Docs, Sheets, and Gmail) to store and manage internal documents and communications. Google’s data handling and security measures apply to all information stored using these tools.


5. How We Use Your Data
We use your data to:

  • Deliver and tailor our services.

  • Communicate with clients, prospects, and attendees.

  • Maintain records for safeguarding and compliance.

  • Manage payments and business administration.

  • Audit and, where you separately consent, research our Programmes to help ensure they deliver positive outcomes (see Section 6).


Your data is never used for marketing without your explicit consent.

6. Programme Auditing and Research Use of Anonymised Data

Some of our structured Programmes (for example, The Future Self Programme) involve collecting additional data — such as mental health questionnaire responses, home hormonal/blood test results, and basic metabolic details — as a standard part of the Programme. This is described in full in the data notice for that specific Programme.


Beyond supporting your individual coaching, we may use this data in two further ways, always after removing or replacing anything that could identify you:

 

  • Programme auditing: We review anonymised data from our Programmes to check they are achieving positive outcomes and to identify improvements. This is a normal part of running our business responsibly and forms part of our annual data audits (see Section 9). Because it never leaves our business and never identifies you, we include participants in this by default, and simply make it easy to opt out at any time — by telling your coach or emailing us — with no form required and no effect on your place on a Programme. Findings may be reflected in general communications (for example, “X% of participants reported improved wellbeing”).

 

  • Research and publication: Separately, we may wish to use anonymised data in reports, articles, preprints, or academic publications, to contribute to a wider understanding of men's health and coaching outcomes. Either way, nothing we publish will let a reader work out which result belongs to which participant. Because this means sharing findings outside our business, we only do this where you have actively told us you're happy for it and only once we have confirmed the analysis meets appropriate ethical standards for that kind of publication. You can give or withdraw this at any time, independently of the Programme auditing use above.
     

Anonymised data may be presented as summary statistics or as individual results — for example in a chart — but never in a way that could reasonably identify who it belongs to.
 

7. Data Sharing and Disclosure
We only share data as necessary to:

  • Process payments: This requires information to be entered into Stripe, Xero and shared with our accountant.

  • Organise sub-contractors: But only with your consent or with a confidentiality agreement in place.

  • Comply with legal and safeguarding requirements, including our Adult Safeguarding Policy and Child & Young Person (CYP) Safeguarding Policy.

  • Report on Programme audits or research: Only anonymised data — whether as summary statistics or as individual, unidentifiable results. Publication or research use additionally requires that you have actively told us you're happy for it, as described in Section 6.

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8. Use of Client Logos

We may display logos of organisations we serve for promotional use. These logos remain the exclusive property of their respective owners and will be promptly removed if requested. You can find out more in our Terms of Business.

9. How Long We Retain Data For

We retain different types of data for periods appropriate to their purpose and legal requirements:

  • Coaching Notes: Retained for a minimum of 5 years from the date of the last coaching session to meet safeguarding obligations.

  • Financial Records: Retained for at least 7 years in accordance with HM Revenue & Customs (HMRC) requirements.

  • Programme Health & Outcome Data: Identifiable versions (e.g. named questionnaire responses or blood test results) are retained only as long as needed to support your coaching and to prepare anonymised analysis, in line with Coaching Notes above, and are then deleted or anonymised.

  • Genuinely anonymised data created for Programme auditing or research — whether presented as summary statistics or as individual results — is no longer personal data and may be retained for as long as it remains useful for those purposes, subject to our annual data audits.

  • Other Client Notes and Records: Reviewed annually, and data older than 5 years from the date of last use or interaction will be securely deleted, unless there is a valid reason to retain it longer.

 

We conduct annual audits of our data holdings to ensure information is retained only as long as necessary for operational, legal, or safeguarding purposes.

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10. How We Protect Your Data

To protect your data, we implement the following measures:

  • Use of secure platforms: We use trusted services such as Google Workspace (which includes Drive, Docs, Sheets, and more) and Wix.com. These platforms provide robust security features including encryption of data both in transit and at rest.

  • Access controls: Access to your data is strictly limited to authorised personnel who require it to deliver our services effectively. This helps minimise the risk of unauthorised access or disclosure.

  • Physical security: Handwritten coaching notes and any other physical records are stored securely in cabinets at the coach's place of work to prevent unauthorised access, and are not digitised unless necessary.

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11. Children’s Privacy
Our products and services are designed for adults, and we do not knowingly collect personal data from anyone under the age of 18, except where necessary for safeguarding purposes. Where we deliver talks or training to those that are likely to be under the age of 18, we will act in accordance with our Child & Young Person Safeguarding Policy.

12. Your Rights
You have the right to:

  • Access your data;

  • Correct inaccurate information;

  • Request deletion (this may limit the services we can provide to you, and may not be possible due to legal or safeguarding obligations);

  • Opt out of marketing.

  • Withdraw consent for Programme auditing or research use of your anonymised data (see Section 6), at any time and without affecting your place on a Programme.

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13. International Data Transfers
We comply with UK and European data laws and endeavour to accommodate specific requirements when requested. Some of the platforms we use (e.g., Google, Wix, Stripe) may process data outside the UK or EU. We ensure appropriate safeguards are in place to ensure your data is treated securely.

14. Cookies and Tracking

Cookies are small text files stored on your device to help websites function effectively. Our website only uses essential cookies necessary for security, session management, and fraud protection:
 

  • hs – security cookie (session only)

  • server-session-bind – API protection (session only)

  • svSession – session identification (stored for 6 months)

  • XSRF-TOKEN – fraud prevention (session only)
     

We do not currently use any non-essential cookies. If this changes, we will ask for your permission before placing any non-essential cookies on your device.

15. Third-Party Links
We are not responsible for the privacy policies of third-party websites linked from ours. You should always read their Privacy Policies separately.

16. Data Breach Notification
We commit to promptly notifying clients if a data breach affects your personal information.

17. Contact Information
Questions or requests about your data can be sent to:

Email: Emma@TheMensCoach.co.uk
Postal Address: The Men’s Coach, 2 Hampden Road, Flitwick, Bedfordshire, England, MK45 1HX

You may also contact the Information Commissioner’s Office (ICO): https://ico.org.uk/

18. Changes to This Privacy Policy
We may update this policy occasionally. The “Last Updated” date will reflect changes.

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