Privacy Policy for Square Squirrel Coaching

Effective Date: 23^rd Feb 2025

Square Squirrel Coaching ("we," "us," or "our") is committed to protecting your privacy and ensuring that your personal data is handled securely and in compliance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

This policy explains how we collect, use, store, and share personal data when you interact with us through coaching services, our website, events, or any other engagement.

1. Data Controller & Contact Details

Square Squirrel Coaching is the data controller responsible for processing personal data.

Contact Information:
Square Squirrel

[email protected]

If you have any concerns regarding your personal data, you can contact us using the details above.

2. What Information We Collect

We collect different types of personal information depending on how you engage with us. This includes:

Personal Information

Full name

Contact details (email, phone number, address)

Date of birth (where applicable)

Emergency contact details

Sensitive Personal Data (Special Category Data)

Under GDPR, some information is classified as "special category data," meaning we must have additional protections in place. We will only collect this with your explicit consent and where necessary for coaching purposes:

ADHD or neurodivergent-related information (if relevant to coaching)

Mental health or well-being concerns (as disclosed by you for coaching purposes)

Any other sensitive data voluntarily provided to support your coaching journey

Interaction & Service Data

Records of coaching sessions and agreed action points

Emails and messages exchanged regarding coaching or support

Details of participation in workshops or assessments

Technical Information

When visiting our website, we may collect:

IP address

Browser type

Site interaction data (via cookies – see our Cookie Policy for details)

3. How We Use Your Information

We collect and process data for the following purposes:

Providing and Improving Coaching Services

Delivering personalised ADHD and neurodivergent coaching

Keeping track of client progress and action points

Communicating session schedules, updates, and feedback

Communicating with You

Sending important service updates

Providing relevant coaching resources

Responding to inquiries and customer service requests

Sending marketing communications (only with your explicit consent)

Managing Operations

Processing payments and invoices securely

Conducting internal administrative and legal processes

Ensuring the security of our online platforms and data storage

Legal Compliance & Safeguarding

Ensuring compliance with legal requirements

Sharing safeguarding concerns where there is risk of harm to an individual or others

4. Lawful Basis for Processing Personal Data

Under GDPR, we must have a lawful basis to process your data. Depending on the situation, we rely on:

Consent – For sensitive personal data (e.g., ADHD-related information), marketing emails, and referrals. You can withdraw consent at any time.

Contract – To provide coaching services and manage payment transactions.

Legal Obligation – To comply with safeguarding responsibilities and financial regulations.

Vital Interests – To protect individuals at risk of harm.

Legitimate Interests – To improve our services and communicate with existing clients in a reasonable manner.

5. Sharing Your Information

We do not sell personal data. However, we may share your information in specific circumstances:

With Service Providers

We may share your information with trusted third parties who help us deliver services, including:

Secure cloud storage providers for record-keeping

Payment processors (e.g., Stripe, PayPal)

IT and website security providers

With Safeguarding or Legal Authorities

We may disclose information if:

There is a safeguarding concern (risk of harm to yourself or others).

We are required by law or law enforcement authorities.

With Third Parties (Only with Your Consent)

Referral to additional professional support (e.g., therapists, ADHD specialists).

Collaborative services with trusted partners (only with prior permission).

6. Data Security

We take data security seriously and implement strict technical and organisational measures to protect your personal information, including:

Encrypted storage of personal records

Access controls limiting data use to authorised personnel only

Regular security audits to ensure compliance with data protection laws

7. Data Retention

We retain personal data only as long as necessary for its intended purpose:

Client records are stored for up to 3 years after the last session unless you request deletion.

Data may be stored longer if legally required (e.g., safeguarding or financial records).

When no longer needed, data is securely deleted or anonymised.

8. Your Rights Under GDPR

Under GDPR, you have the following rights regarding your personal data:

Right to Access – Request a copy of the data we hold about you.

Right to Rectification – Request corrections to inaccurate or incomplete data.

Right to Erasure (Right to Be Forgotten) – Request that we delete your data.

Right to Restrict Processing – Request limitation of data processing in certain cases.

Right to Data Portability – Request transfer of data to another provider.

Right to Object – Object to certain types of data processing, such as marketing.

Right to Withdraw Consent – Withdraw previously given consent at any time.

To exercise any of these rights, contact [email protected]

9. Children's and Young People's Privacy

We provide coaching services to teenagers (ages 13-17) only with parental or guardian consent.

We do not knowingly collect personal data from children under 13 without explicit parental permission.

If a parent/guardian believes a child's data has been shared without consent, they should contact us immediately.

10. International Data Transfers

We do not typically transfer personal data outside of the UK. If we do, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) for data protection.

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Any changes will be posted on our website, and continued use of our services will indicate acceptance of the revised policy.

12. Contact Us

For questions about this Privacy Policy, data requests, or complaints, please contact:

Square Squirrel Coaching
[email protected]

13. Complaints & Reporting Concerns

If you believe your data has been mishandled, you have the right to file a complaint with the Information Commissioner’s Office (ICO):

Visit the ICO Website

This fully integrated Privacy Policy ensures Square Squirrel Coaching is GDPR-compliant, transparent, and secure. 🚀 Let me know if you need any modifications!