Next review due: April 2027
This privacy policy governs the collection, storage and use of personal information collected by Coaching Minds (trading name of SKCW Limited) about you for the purposes of our services and website. It provides you with details about the personal information we collect, how we use it, and your rights under UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Controller: SKCW Limited (trading as Coaching Minds)
Company registration number: 12653883
ICO registration number: ZA862212
Data Protection Officer (DPO): Paul Smith
DPO contact email: paul.smith@coachingmindsglobal.com
General privacy enquiries: academy@coachingmindsglobal.com
By signing up to our website, programmes, hub, or purchasing any of our services, you confirm that you have read and understood this privacy policy.
We may collect, use, store and transfer the following categories of personal data:
Identity and contact data: title, names, addresses, email addresses, phone numbers.
Account profile data: username, password, preferences, interactions on our Online Coaching Hub.
Financial data: billing addresses, payment card details (processed securely by our third-party payment processor; we do not store full card details).
Correspondence data: any information you provide when contacting us by email, phone, or post.
Survey data: responses to feedback surveys (anonymous where possible).
Social media data: interactions when you follow, like, post to, or message our social media accounts (Facebook, LinkedIn, Twitter, Instagram).
Special category data (if applicable): voice, image, and personal disclosures contained within recorded coaching sessions submitted for assessment.
Photographs: enrolment photos used for celebrating achievements (only with explicit consent).
We will only use your personal data when the law allows us to. The table below explains the lawful bases we rely on for each purpose.
| Purpose | Lawful Basis (UK GDPR) | Explanation |
|---|---|---|
| To process your purchase or transaction | Contract (Art. 6(1)(b)) | Necessary to perform our contract with you. |
| To provide access to our Coaching Hub, events, Global Summits, and programmes | Contract (Art. 6(1)(b)) | Necessary to provide services you requested. |
| To send you company updates, newsletters, or marketing (where you have opted in) | Consent (Art. 6(1)(a)) | You can withdraw consent at any time. |
| To match you with coaches or like‑minded individuals via AI | Legitimate Interests (Art. 6(1)(f)) + Contract | Necessary for the functionality of our hub. We have balanced this against your rights. |
| To process recorded coaching sessions for assessment | Legitimate Interests (Art. 6(1)(f)) | Necessary for training and quality. For clients, we rely on the coach’s contract with you. |
| To detect and prevent fraud or unlawful activity | Legal obligation (Art. 6(1)(c)) + Legitimate Interests | Compliance with laws and protection of our business. |
| To improve our services via analytics | Legitimate Interests (Art. 6(1)(f)) | We anonymise data where possible. |
| To celebrate success by posting your photo on social media | Explicit Consent (Art. 9(2)(a) UK GDPR) | We will obtain separate, written consent. You can withdraw at any time. |
Special category data (recorded coaching sessions containing health, biometric, or personal details) is processed under Art. 9(2)(f) (establishment, exercise or defence of legal claims) and Art. 9(2)(g) (substantial public interest – coaching qualifications).
We use AI-powered tools to:
Match users with coaches or networking partners based on profile data.
Analyse anonymised usage patterns to improve our platform.
Important:
AI does not make automated decisions that produce legal or similarly significant effects on you (Art. 22 UK GDPR).
AI does not use your personal data to train models without your explicit consent.
All AI processing is subject to human oversight and regular auditing for bias and accuracy.
If you have concerns about our AI use, contact our DPO.
We keep your data only as long as necessary:
| Data Type | Retention Period |
|---|---|
| Recorded coaching sessions | 3 months from submission, then securely deleted. |
| Customer account data | Duration of your account + 6 years (for tax/legal purposes). |
| Marketing data (consent-based) | Until you withdraw consent or 2 years of inactivity, whichever is sooner. |
| Enquiry/complaint correspondence | 6 years from last contact. |
| Financial transaction data | 7 years (HMRC requirement). |
| Social media interactions | Retained by platform – see their policy. |
We may share your data with:
Regulators: ICO, HMRC, or law enforcement if required by law.
Third-party processors (UK or EEA only):
Payment providers (Stripe, PayPal)
Email marketing platform (e.g. Mailchimp)
Analytics providers (e.g. Google Analytics – anonymised IP)
Cloud storage (e.g. Microsoft 365, AWS – UK region)
Coaches: When you apply for a coach through our Coach Centre. The coach becomes an independent data controller. We share only: name, contact details, and relevant application information. You must review the coaches privacy policy before proceeding.
We require all third parties to sign data processing agreements (or data sharing agreements for coaches) that comply with UK GDPR.
Our Coach Centre connects clients with coaches located worldwide. If you apply for a coach, we may transfer your personal data (name, contact details, and relevant application information) to a coach based outside the United Kingdom.
Where such a transfer occurs, we will protect your data by entering into the UK International Data Transfer Agreement (IDTA) with the coach, or the UK Addendum to the EU Standard Contractual Clauses, as approved by the ICO.
You may request a copy of these safeguards (redacted for confidentiality) by contacting our DPO at paul.smith@coachingmindsglobal.com.
You have the right to:
Be informed: this policy does that.
Access: request a copy of your data (subject access request – free of charge).
Rectification: correct inaccurate or incomplete data.
Erasure (right to be forgotten): in certain circumstances.
Restrict processing: e.g. while we verify accuracy.
Data portability: receive a machine‑readable copy of data you provided.
Object: to processing based on Legitimate Interests or direct marketing.
Withdraw consent: at any time, without affecting lawfulness of processing before withdrawal.
To exercise any right, email our DPO at paul.smith@coachingmindsglobal.com with the subject line “Data Subject Request”. We may require proof of identity. We will respond within one month.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
ico.org.uk | Tel: 0303 123 1113.
We implement appropriate technical and organisational measures, including:
Encryption of devices and data in transit (TLS 1.3).
Access controls and role‑based permissions.
Regular security training for staff.
Privacy by Design: minimising data collection.
However, no internet transmission is completely secure; you share data at your own risk.
We may update this policy. We will notify you of material changes by email. The “Last updated” date at the top will change accordingly. Please check regularly.
Data Protection Officer: Paul Smith – paul.smith@coachingmindsglobal.com
General enquiries: academy@coachingmindsglobal.com
Postal address: 46 Chaucer Avenue, South Shields, Tyne & Wear, NE34 9JH
