Privacy Policy

Lyn Ray Coaching
Of
Lyn Ray Coaching, Johnston Carmichael, 7-11 Melville Street, Edinburgh EH3 7PE
are committed to protecting and respecting any personal information you share with us.

This statement explains what types of information we collect from you, how it is used by us, how we share it with others, how you can manage the information we hold and how you can contact us.

The contents of this statement may change from time to time so please check this page occasionally to ensure you are still happy toshare your information with us. Where possible, we will also contact you directly to notify you of these changes.

The Information we collect

We collect information about you when you engage with us either through our website, other digital platforms or with us directly. Some of this information does not identify you personally, but provides us with information about how you use our services and engage with us (we use this information to improve our services and make them more useful to you). The information we collect includes some or all of the following:

• Your personal details including name, address, and contact details.
• Any communications that you send to us through the contact form on our website, through email, text, social media messaging, social media posting or any other communication you send us.  
• Notes from coaching sessions that are required for insurance purposes for 7 years from the date of our last session.  These are kept in a locked filing cabinet/password protected device.
• Identifiers assigned to your computer or other devices, including your Internet Protocol (IP) address
• Cookie information (see our Cookie Policy)
• Details of communications between us (for example emails or call recordings)
• Any other information which you may provide to us

It is particularly important that the information we hold about you is accurate and up to date.  Please let us know at any time if your personal information changes by emailing lyn@lynraycoaching.co.uk.

How we use this information and the legal basis for processing

We will only process information that is necessary for the purpose for which it has been collected.

Our "legitimate interests" as referred to in this document include our legitimate business purposes and commercial interests in operating our business in a customer-focused, efficient, and sustainable manner, in accordance with all applicable legal and regulatory requirements.

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We use this data to:

• Communicate with you, for recordkeeping and for the establishment, pursuance, or defence of legal claims.
• Supply the goods & services you have purchased and to keep records of such transactions.
• Operate our website, ensure it’s security, to maintain backups of our website and databases.
• Enable us to analyse your use of our website and other online services, to administer and protect our business &website, to deliver relevant content and advertising and to understand the effectiveness of this
• Enable us to contact you with specific promotions and product offerings that that we believe may be of interest to you.   

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How do we share this information?

We do not sell your information to third parties, but we do work closely with third party suppliers who fulfil business activities for us. In these situations, we will only share the information that is necessary for the third party to perform the processing activity it was provided for, such as;

• third party service providers who support the operation of our business, such as IT providers, marketing suppliers and professional advisors (e.g. accountants, lawyers, etc)
• Government bodies and law enforcement agencies, as required by law.
• Coaching bodies relating to industry accreditations.  

How long do we keep your information for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including the purposes of satisfying any legal, accounting or reporting requirements.

When deciding what is the correct amount of time to hold information, we look at its amount, nature and sensitivity.  For insurance purposes client records must be maintained for 7 years from the final session. For tax purposes the law requires us to keep basic information about customers for 6 years after they cease being customers.

How can you manage the information we hold about you?

Under the data protection act you have certain rights in relation to the data we hold about you. Under GDPR these rights are extended and listed below:

• to obtain access to, and copies of, the personal information that we hold about you;
• to require that we cease processing your personal information if the processing is causing you damage or distress;
• to require us not to send you marketing communications.
• to require us to erase your personal information;
• to require us to restrict or object to our data processing activities;
• to receive from us the personal information we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of you transmitting that personal information to another data controller; and
• to require us to correct the personal information we hold about you if it is incorrect.

Please note that these rights may be limited by data protection legislation, and we may be entitled to refuse requests where exceptions apply.

If you have a complaint regarding any aspect of how we handle your personal information, please write to us at the above address. If you are still not satisfied with the outcome of your complaint, you may write to the Information Commissioner's Office at the following address:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

You can also contact the Information Commissioner's Office using their online form: www.ico.org.uk/global/contact-us/email

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