Privacy Statement

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Privacy Statement

This privacy policy governs the collection, storage and use of personal information collected by Coaching Minds, about you for the purposes of our services and website. It provides you with details about the personal information we collect about you, how we use your personal information, and your rights in relation to your personal information.

Please read this privacy policy carefully: by signing up to our website, programmes, hub or if you purchase any of our services, you confirm that you have read and understood this privacy policy in its entirety.

If you have any questions relating to this privacy policy, please contact us at academy@coachingmindsglobal.com.


Coaching Minds

All data collected through our website will be collected by SKCW Limited currently trading as Coaching Minds registered no 12653883.

In this privacy policy, "we", “ours” and "us" mean Coaching Minds and "you" and "yours" means the customer. We respect your right to privacy and will only process personal information you provided to us in accordance with applicable UK General Data Protection Regulation (GDPR).

If you have any questions about how we collect, store and use personal information, or if you have any other privacy related questions, contact us at academy@coachingmindsglobal.com.


The Personal Information we collect about you

Information that you provide to us

We will collect any information that you provide to us when you:

  • make an enquiry or complaint about us by email;
  • submit correspondence to us by post or email;
  • sign up to any of our events, hub, Global Summits or programmes;
  • Submit a request for a Coach;
  • send any updates to us by email regarding our events and services;
  • purchase anything from our website;
  • ‘follow’,  ‘like’, post to or interact with our social media accounts, including Facebook, LinkedIn, Twitter & Instagram; and
  • Create an account in our Online Coaching Hub. 
  • Where you have given written consent to a coach to submit a coaching session to Coaching Minds' for assessment. 


The information you provide to us will include (depending on the circumstances):

  • Identity and contact data: title, names, addresses, email addresses and phone numbers;
  • Account profile data: if you’re following our pages on Social Media;
  • Financial Data: when making a purchase, which may include billing addresses;
  • Survey data: from time to time we might ask if you would be willing to participate in our feedback surveys; if you agree, we will also collect any information that you provide as part of that survey;


Information we collect about you:

  • Information contained in correspondence: We will collect any information contained in any correspondence between us. For example, if you contact us by email or telephone, we may keep a record of that  correspondence;


Collection and Retention of Personal Data in Recorded Coaching Sessions

When a recorded coaching session is submitted to us for the purpose of assessment, we collect and retain certain personal data contained within the recording. Both that of the coach and client.  This personal data may include, but is not limited to, your voice, image, and any information disclosed during the session. The primary purpose of collecting this data is to evaluate and assess the coaching session to provide feedback to our coaches for their qualifications. 

We will retain the recorded coaching session and the personal data contained therein for a period of three (3) months from the date of submission. After this retention period, the recording will be securely deleted from our systems.

We are committed to protecting your privacy and ensuring the security of your personal data. During the retention period, your recorded session will be stored securely and will only be accessible to authorised Supervisors involved in the assessment process.

If you have any questions or concerns regarding the collection, use, or retention of your personal data, please contact us at paul.smith@coachingmindsglobal.com.


Applying for a Coach through our Coach Centre

When we connect applicants with a coach for the purposes of establishing a coaching contract, certain personal data will be transferred to the coach. This personal data may include, but is not limited to, your name, contact information, and relevant details provided during the application process.

Upon the transfer of your personal data to the coach, the coach will become the data controller of this information. This means that the coach will have the responsibility to manage and protect your personal data in accordance with applicable data protection laws and regulations.

We take measures to ensure that all coaches we work with are committed to protecting your privacy and handling your personal data with care. However, once the transfer is complete, the coach's privacy policy and practices will apply.

If you have any questions or concerns regarding the transfer of your personal data to a coach, or about how your data will be managed thereafter, please contact the coach directly or reach out to us at paul.smith@coachingmindsglobal.com.



How we use the Information about You

We will use your information for the purposes listed below either on the basis of:

  • Where you sign up to our hub and events through our website or subscribe to our newsletter.
  • your consent (where we request it);
  • where we need to comply with a legal or regulatory obligation;
  • Where you have requested a coach through our Coach Centre.


We use your information for the following purposes:

  • To provide company updates to you: by signing up to our website, we will provide you with information and updates. Including news and events. 
  • To process and facilitate transactions with us: we will use your information to process transactions and donations;
  • Marketing: to keep in contact with you about events, programmes, coaching services or new opportunities that we believe may interest you, provided that we have the requisite permission to do so, (either on the basis of your consent where we have requested it, or where we may lawfully do so);
  • Social media interactions: to interact with users on social media platforms including Facebook, LinkedIn, Twitter, & Instagram, for example, responding to comments and messages, posting, ‘retweeting’ and ‘liking’ posts;
  • Analytics: to use data analytics to improve our services, marketing, customer relationship and experiences;
  • Fraud and unlawful activity detection: to protect, investigate, and deter against fraudulent, unauthorised, or illegal activity, including identity fraud;
  • Compliance with policies, procedures and laws: to enable us to comply with our policies and procedures and enforce our legal rights, property or safety and share your information with our legal advisors);  

  • To provide a service and connect you with members in our hub or with our speakers: To enable collaborations and networking in our hub, our AI powered platform uses your information to match you with like minded individuals and those best suited to you based on the information you input to your profile. 


Who we might share your Information with

In connection with the purposes and on the lawful grounds described above and in addition to the recipients of your information as described above, we will share your personal information when relevant with third parties (based inside the EEA) such as:

  • Regulators  and governmental bodies: HM Revenue & Customs, regulators, governmental bodies and other authorities acting as processors or joint controllers who require reporting of processing activities in certain circumstances;

We require third parties to maintain appropriate security to protect your information from unauthorised access or processing.


Security and Retention


How we look after your information

We operate a policy of “privacy by design” by looking for opportunities to minimise the amount of personal information we hold about you. We use appropriate technological and operational security measures to protect your information against any unauthorised access or unlawful use, such as:

  • ensuring the physical security of our office;
  • ensuring the physical and digital security of our equipment and devices by using appropriate password protection and encryption;

Whilst we take appropriate technical and organisational measures to safeguard the personal information that you provide to us, no transmission over the Internet can ever be guaranteed to be secure. Consequently, please note that we cannot guarantee the security of any personal information that you transfer over the Internet to us.


How long we keep your information for

We will retain your information for as long as is necessary to provide you with the regular updates that you have requested from us or for as long as we reasonably require to retain the information for our lawful business purposes, such as for the purposes of exercising our legal rights or where we are permitted to do so.


Your Rights

You have certain rights in respect of the information that we hold about you, including:

  • the right to be informed of the ways in which we use your information, as we seek to do in this privacy policy;
  • the right to ask us not to process your personal data for marketing purposes;
  • the right to request access to the information that we hold about you;
  • the right to request that we correct or rectify any information that we hold about you which is out of date or incorrect;
  • the right to withdraw your consent for our use of your information in reliance of your consent (refer to the section headed “How we use information about you” above to see when we are relying on your consent), which you can do by contacting us using any of the details at the top of this privacy policy;
  • the right to receive a copy of any information we hold about you (or request that we transfer this to another) in a structured, commonly-used, machine readable format, in certain circumstances;
  • in certain circumstances, the right to ask us to limit or cease processing or erase information we hold about you; and
  • the right to lodge a complaint about us to the UK Information Commissioner’s Office (https://ico.org.uk/) as well as a right to lodge a complaint with the relevant authority in your country of work or residence.


How to exercise your rights

You may exercise your rights above by contacting us at academy@coachingmindsglobal.com for the attention of our Data Protection Officer, Paul Smith.

We will comply with your requests to exercise your rights above unless we have a lawful reason not to do so.


What we need from you to process your requests

We may need to request specific information from you to help us confirm your identity and to enable you to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances. We will try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.


Changes to Privacy Policy

We may make changes to this Privacy Policy from time to time. We will notify you of any material changes by e-mail.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us by contacting us via the contact details at the top of this Privacy Policy.


Last updated July 2024.