Privacy Policy
Last updated: 20 September 2026
Jennifer Fielder Coaching (“I”, “me”, “my” or “the business”) is committed to protecting your personal information and respecting your privacy.
This privacy policy explains how I collect, use, store and protect your personal data when you visit jfieldercoaching.com, contact me, enquire about or receive coaching services, or otherwise interact with Jennifer Fielder Coaching.
For the purposes of the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018, I am the data controller responsible for your personal information.
1. Contact details
Business name: Jennifer Fielder Coaching
Business structure: Sole trader
Website: jfieldercoaching.com
Email: jennifer@jfieldercoaching.com
Business address: 62 Chipstead Way, Banstead, SM7 JP
ICO registration number: To follow
If you have any questions about this privacy policy, how I handle personal data, or wish to exercise your rights, please contact me by email.
2. My coaching services
I provide:
One-to-one coaching for individuals;
One-to-one coaching commissioned or funded by an employer or organisation (“corporate coaching”); and
Associated discovery calls, contracting, assessment, development and follow-up activity.
I am a member of the Association for Coaching (AC) and the Chartered Institute of Personnel and Development (CIPD). I aim to work in a manner consistent with the professional standards, confidentiality expectations and ethical requirements applicable to my practice.
Coaching is a confidential developmental relationship. It is not therapy, counselling, mental-health treatment, medical care, legal advice, financial advice or an employee-relations investigation. If it becomes clear that another service or practitioner would be more appropriate, I may discuss this with you.
3. Personal data I collect
The type of information I collect depends on how you interact with me and the coaching services you receive.
Category
Examples
Identity and contact information
Name, email address, telephone number, job title, organisation and professional contact details
Enquiry and booking information
Information submitted through the website, by email, during an introductory call or through a booking process
Contract and service information
Coaching agreement, session dates, attendance, coaching package, fees, invoice details and communications about the service
Coaching records
Coaching goals, session notes, reflections, agreed actions, exercises, feedback, development plans and relevant correspondence
Video recordings
Recordings of coaching sessions, where recording is agreed and arranged as part of the coaching service
Assessment information
Responses, outputs, results and development insights from relevant assessment tools or profiles used within the coaching engagement
Corporate-coaching administration
The client’s employer name, sponsor contact details, contracting and invoicing information, where coaching is employer-sponsored
Marketing preferences
Whether you have agreed to receive information about my coaching services, resources, events or other communications
Website and technical information
Website pages viewed, referral source, cookie preferences and analytics data
I will only collect personal information that is relevant and proportionate to the purpose for which it is needed.
4. Sensitive and special category data
During coaching, you may choose to share personal information relating to your wellbeing, health, disability, neurodiversity, race or ethnicity, religion or philosophical beliefs, sexual orientation, trade-union membership, family circumstances, workplace experiences or other personal matters.
Some of this information may be “special category data” under UK GDPR and requires additional protection. This includes information such as racial or ethnic origin, religious or philosophical beliefs, trade-union membership, health information, sex life and sexual orientation.ico.org+1
I do not routinely ask for special category data. Please do not send sensitive information through a general website contact form unless it is necessary for your enquiry.
Where you choose to disclose sensitive information in the course of coaching and it is necessary to retain or use it, I will process only the minimum necessary information. I will identify and document the relevant lawful basis under Article 6 UK GDPR and an appropriate additional condition under Article 9 UK GDPR before processing that information.
Depending on the circumstances, this may include processing necessary to provide the agreed coaching service, to protect vital interests in an emergency, to establish, exercise or defend legal claims, or another lawful condition that applies to the particular circumstances. I will not use sensitive information for marketing.
5. How I use your information
I use personal data only where UK data-protection law allows me to do so.
Purpose
Typical information used
Lawful basis
To respond to an enquiry or arrange a discovery call
Contact and enquiry information
Legitimate interests: responding to enquiries and assessing the suitability of coaching services; or steps requested by you before entering into a contract
To provide individual coaching
Contact details, coaching agreement, session notes, recordings, assessment results and communications
Contract: necessary to provide the coaching service you have requested or agreed to
To deliver employer-sponsored coaching
Client contact details, coaching records needed to provide the service, sponsor/organisation administration
Contract and legitimate interests in delivering a professional coaching service while maintaining client confidentiality
To arrange sessions and manage the client relationship
Contact details, booking details, correspondence and session history
Contract and legitimate interests in running the practice effectively
To issue invoices and manage payments
Contact, billing and transaction information
Contract and legal obligation, including accounting and tax obligations
To maintain professional, ethical and secure records
Appropriate coaching records, communications and supervision information
Legitimate interests in providing a safe, effective and professionally accountable coaching service
To obtain professional supervision
Limited, anonymised or pseudonymised coaching information, where reasonably necessary
Legitimate interests in reflective practice, quality assurance and professional development
To comply with legal, regulatory, insurance or safeguarding obligations
Relevant records and communications
Legal obligation, legitimate interests, protection of vital interests, or establishment, exercise or defence of legal claims, depending on the situation
To send marketing communications
Name, email address and marketing preferences
Consent where required, or legitimate interests where permitted by law and with a clear right to opt out
To operate, secure and improve the website
Technical data, usage information and cookie preferences
Legitimate interests for essential security and functionality; consent for non-essential cookies and similar technologies
The ICO explains that personal data may be processed under the contract basis where it is necessary to deliver the agreed service or to take steps requested before entering into a contract. The lawful basis must be chosen and documented before processing begins.ico.org+1
6. Confidentiality in coaching
Your coaching relationship is confidential. I will not share the content of your coaching sessions, coaching notes, video recordings, assessment results, goals, reflections or progress with your employer, manager, HR team, sponsor or another third party without your permission, unless there is a legal or ethical reason that requires disclosure.
For corporate coaching, the sponsoring organisation may receive only the information necessary to administer the coaching arrangement, such as confirmation that coaching has been contracted, booked or invoiced. I will not provide the organisation with coaching content, personal disclosures, assessment results, progress reports or session notes.
Confidentiality is not absolute. I may need to disclose information where:
I am required to do so by law, court order or another valid legal obligation;
I reasonably believe there is a serious and immediate risk of harm to you or another person;
Disclosure is necessary to prevent or report serious criminal activity;
Disclosure is necessary to establish, exercise or defend legal claims; or
There is another compelling safeguarding reason to share information.
Where appropriate and safe to do so, I will seek to discuss the disclosure with you first.
The Association for Coaching’s Global Code of Ethics requires members to maintain strict confidentiality, make clear the circumstances in which confidentiality may not be maintained, secure client records, and inform clients that anonymised references may be made in confidential supervision.associationforcoaching+1
7. Professional supervision
To support ethical practice, quality and my professional development, I may discuss aspects of my coaching work with a qualified supervisor.
I will aim to anonymise or pseudonymise information used in supervision and will share only the minimum information necessary for the supervisory purpose. My supervisor is also expected to maintain confidentiality.
I will not ordinarily disclose your name, contact details, employer, recordings, assessment reports or other directly identifying details in supervision unless there is a clear, necessary and lawful reason to do so.
8. Video recordings and assessments
Video recordings
Where a coaching session is recorded, I will make this clear in advance and will explain the purpose of the recording, how it will be stored, who can access it and how long it will be retained.
Recordings will be used only for the agreed coaching-related purpose, such as enabling you to revisit a session, maintaining an accurate record of the coaching process, or supporting relevant reflective practice. They will not be shared with your employer or another third party without your permission, except where disclosure is required or permitted by law.
Assessment tools
I may use coaching-relevant assessment tools, questionnaires or profiles as part of a coaching engagement. I will explain the nature and purpose of any assessment before it is used.
Assessment results will be treated as confidential coaching information. I will not share them with an employer, manager or other sponsor unless you have expressly agreed to that sharing or disclosure is otherwise legally required.
9. Who I share information with
I do not sell personal data.
I may share limited personal data with trusted suppliers where necessary to operate my coaching practice, including providers of:
Website hosting, domain, email and IT support;
Appointment scheduling and calendar systems;
Video-conferencing and video-recording platforms;
Secure cloud storage, document management, coaching tools or customer relationship management systems;
Payment processing, invoicing and accounting services;
Website analytics, cookie-consent and security services;
Professional advisers, insurers, banks, HM Revenue & Customs, regulators or legal advisers where necessary.
These organisations may process personal data on my behalf or as independent controllers, depending on their role. Where appropriate, I will use contractual and organisational safeguards designed to protect your information.
I will share only the minimum information necessary for the relevant purpose.
10. International data transfers
My coaching services are currently provided to clients in the United Kingdom. I do not intentionally provide coaching services outside the UK.
However, some technology providers I use may store or access personal data outside the UK. Where this occurs, I will take reasonable steps to ensure appropriate safeguards are in place, such as a UK adequacy regulation, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or another lawful transfer mechanism recognised under UK data-protection law.
You may contact me if you would like more information about the international-transfer safeguards used by a particular provider.
11. How long I retain data
I retain personal data only for as long as reasonably necessary for the purpose for which it was collected, including to meet contractual, legal, accounting, insurance, professional and record-keeping obligations.
Type of record
Retention period
Enquiries that do not result in coaching
Up to 12 months after the last meaningful contact
Coaching agreements, coaching notes, relevant communications and development materials
Six years after the end of the coaching relationship
Video recordings of coaching sessions
Six years after the end of the coaching relationship, unless a shorter period is agreed in writing or earlier deletion is appropriate
Assessment results and related coaching outputs
Six years after the end of the coaching relationship
Invoices, payment records and tax-related documents
Six years after the end of the relevant accounting period, or longer if required by law
Marketing-consent and opt-out records
For as long as necessary to evidence consent or ensure that marketing preferences are respected
Website analytics and cookie data
In accordance with the relevant provider’s configured retention period and my cookie settings
At the end of the relevant retention period, I will securely delete, destroy or anonymise the information.
12. Security
I take appropriate technical and organisational steps to protect personal data against loss, misuse, unauthorised access, disclosure, alteration and destruction.
These measures may include:
Password-protected and access-controlled devices and accounts;
Multi-factor authentication where available;
Secure storage for coaching notes, recordings and assessment results;
Restricted access to client records;
Use of reputable service providers;
Secure backup and deletion practices; and
Regular review of the data I retain.
No electronic system or internet transmission can be guaranteed completely secure. If I become aware of a personal-data breach that is likely to create a risk to your rights and freedoms, I will take the action required by law, including notifying the ICO and affected individuals where necessary.
13. Marketing
I may occasionally send information about coaching services, resources, events or other material that may be relevant to you.
Where required by law, I will ask for your consent before sending electronic marketing. You can withdraw consent or opt out at any time by:
Using the unsubscribe link in a marketing email;
Emailing jennifer@jfieldercoaching.com; or
Using any preference-management option I provide.
Opting out of marketing does not affect service-related communications, such as information about booked sessions, invoices, changes to an appointment or your coaching agreement.
14. Cookies and website analytics
My website may use cookies and similar technologies. Cookies are small text files placed on your device that help a website function, remember preferences or understand how visitors use it.
I may use:
Strictly necessary cookies, required for core functionality, security and operation of the website;
Preference cookies, which remember settings such as cookie choices;
Analytics cookies, which help me understand website use; and
Marketing cookies, if used, to measure or improve marketing activity.
I will seek your consent before placing non-essential cookies on your device. You can manage or withdraw your cookie preferences at any time through [insert cookie-settings link or cookie banner].
For more information, please see my [Cookie Policy / insert link].
15. Your data-protection rights
Under UK data-protection law, you may have the right to:
Request access to your personal data;
Request correction of inaccurate or incomplete data;
Request erasure of your data in certain circumstances;
Request restriction of processing in certain circumstances;
Object to processing based on legitimate interests;
Object at any time to direct marketing;
Request portability of certain data where processing is based on consent or contract and carried out by automated means;
Withdraw consent at any time where I rely on consent; and
Complain to the Information Commissioner’s Office.
These rights are not absolute. They may be subject to legal conditions, exemptions and limitations.
To exercise a right, please email jennifer@jfieldercoaching.com. I may ask for reasonable evidence of identity before responding, to protect your information. I will normally respond within one month.
The UK’s data-protection regulator is the Information Commissioner’s Office (“ICO”). You can find out more or submit a complaint through the ICO website, or call 0303 123 1113. The ICO states that privacy information should clearly explain the purposes for processing, lawful bases, individual rights and the right to complain.ico.org+1
I would welcome the opportunity to resolve any concern directly before you contact the ICO, though this does not affect your right to complain to the ICO at any time.
16. Third-party websites
My website may contain links to other websites, social-media platforms or external resources. I am not responsible for their privacy practices. Please read the privacy notice of any third-party website before submitting personal information.
17. Children
My services are intended for adults. I do not knowingly collect personal data from children through my website. If you believe that a child has provided personal information to me, please contact me so that I can take appropriate action.
18. Changes to this policy
I may update this privacy policy from time to time to reflect changes in my services, technology, business practices or legal obligations. The most recent version will always be published on my website, with the “Last updated” date shown at the top.