Privacy notice

Last updated: June 2026

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This Privacy Notice explains how Empowered Coaching and Consultancy Limited (we, us, our) collects, uses, stores, and protects your personal data. It applies to visitors to our website, counselling and coaching clients, shop customers, users of our online tools, corporate and EAP clients, and international clients.

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We handle your data in line with UK GDPR, the Data Protection Act 2018, PECR, and the NCPS Ethical Framework. We take your privacy seriously, particularly because the work we do often involves sensitive information about your health and wellbeing.

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Who we are (data controller)

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Empowered Coaching and Consultancy Limited is the controller of your personal information. Emma
Redman, founder and sole practitioner, is responsible for how it is handled.

 

• Registered in England and Wales, company number 17284121

• Registered office: First Floor, 1 Des Roches Square, Witan Way, Witney, OX28 4BE

• Registered with the Information Commissioner's Office, number ZB703605

• Email: contact@empowered-coaching.today

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For any question about your information, email us with the subject "Data request".

 

The personal data we collect

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We only collect what we need for each purpose. The lawful basis is the legal reason UK GDPR allows us to use it.

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Website visitors

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We collect: pages visited, device and browser type, approximate location.
Why: to run the website and understand how it is used.
Lawful basis: legitimate interests, and your consent for analytics cookies.

 

People making an enquiry

We collect: your name, email, organisation and message.
Why: to reply to you.
Lawful basis: legitimate interests.

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Counselling and coaching clients

We collect: contact details, session notes, intake forms and payment details.
Why: to deliver your sessions and keep proper records.
Lawful basis: contract, and the provision of health care for counselling records.

 

Workbook buyers

We collect: your name, email and order details.
Why: to deliver your download and keep financial records.
Lawful basis: contract and legal obligation.

 

Newsletter subscribers

We collect: your name and email.
Why: to send the updates you asked for.
Lawful basis: consent, which you can withdraw at any time.

 

Workplace clients and attendees

We collect: contact details for your organisation’s lead, and anonymous feedback survey answers.
Why: to deliver and improve training.
Lawful basis: contract and legitimate interests.

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Funded clients (Access to Work, Aviva, EAP)

We collect: the details the funder needs to approve and pay for sessions.
Why: to arrange funded support.
Lawful basis: contract and consent.

 

Users of our free tools (VAK assessment, PIP answer generator, AI chat assistant)

We collect: what you type in and your results.
Why: to give you your results.
Lawful basis: consent.

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We keep tax and financial records because the law requires it. We may also use information where needed for safeguarding or professional regulation.

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Special category data (health information)

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Information about your mental health, addiction, neurodivergence or disability is special category data.
The law gives it extra protection, and so do we.​

 

• We only collect it when you are a client and it is needed for your sessions.

• We use it on the basis of your explicit consent, or for the provision of health care in counselling.

• Your clinical record is kept in Cliniko, which stores data in the UK.

• Please don't send health details through the website contact form. We can talk about them privately once we're in touch.

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Session notes and transcription

Online sessions take place on Google Meet and are not routinely recorded. With your consent, we may use Otter.ai to transcribe a session, with speakers anonymised. The transcript is deleted once notes are saved to Cliniko.

AI tools

We use Claude (Anthropic) for professional support tasks such as writing and research. We never put
identifiable client information into it.

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We never sell your information. We use trusted services to run the business, and they may only use your information on our instructions.

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Wix: website, contact form and AI chat assistant. Stored in the US, Ireland, South Korea, Taiwan and Israel.

Payhip: workbook shop and downloads. Stored in the EU.

Stripe: card payments. Stored in the US.

Cliniko: client records. Stored in the UK.

Jotform: intake, feedback and proposal forms. Stored in the EU.

Google (Gmail and Google Meet): email and online sessions. Stored in Europe.

Otter.ai: session transcription, with your consent. Stored in the US.

Trello: sharing notes and resources with some existing clients. Stored in the US.

MailerLite: newsletter. Stored in the EU.

FreeAgent: accounting and banking, shared with our accountant. Stored in Ireland.

 

We may also share information with:

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• our clinical supervisor, anonymised, as our professional bodies require

• our accountant, for tax and financial records

• our insurer, only if a claim requires it

• funders such as Aviva and Access to Work, as agreed with you

• your employer, only as set out in a workplace contract

• legal or safeguarding authorities, where the law requires it

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How long we keep it

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Enquiries that don’t lead to a booking: deleted within 1 month.

Counselling records: 7 years from last contact, or until age 25 if the client was under 18 when last seen.

Coaching records: 6 years from last contact.

Funded client files (EAP, insurer, Access to Work): as the funder requires, usually 6 to 7 years.

Workplace consultancy files: 6 years from the end of the contract.

Financial and tax records: 6 years.

Newsletter details: until you unsubscribe.

Website analytics: up to 26 months, anonymised.

 

After that, we delete or securely destroy the information.

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International transfers

Some services store data outside the UK, including in the US. Where this happens, we rely on the
safeguards UK law requires, such as approved contract terms.

 

Cookies

Cookies are small files your browser stores. We use:

 

• Essential cookies (Wix): needed for the website to work. These can't be turned off.

• Functional cookies (Wix): remember your preferences and run the chat assistant.

• Analytics cookies (Wix Analytics, Google Analytics): show us how the site is used. Only with your consent.

• Marketing cookies: only with your consent.

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You can change your choices at any time through the cookie banner, the cookie settings link in the

website footer, or your browser settings.

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How long we keep it

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Enquiries that don’t lead to a booking: deleted within 1 month.

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Counselling records: 7 years from last contact, or until age 25 if the client was under 18 when last seen.

Coaching records: 6 years from last contact.

Funded client files (EAP, insurer, Access to Work): as the funder requires, usually 6 to 7 years.

Workplace consultancy files: 6 years from the end of the contract.

Financial and tax records: 6 years.

Newsletter details: until you unsubscribe.

Website analytics: up to 26 months, anonymised.

After that, we delete or securely destroy the information.

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Keeping your information safe

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• The website is encrypted (HTTPS).

• Client records are kept in Cliniko, with UK storage and restricted access.

• Access to client information is limited to Emma Redman. Our supervisor and accountant see only what they need, under confidentiality obligations.

• All admin accounts use two-step verification.

• Any paper records are kept in locked storage.

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If a data breach puts your rights at risk, we report it to the Information Commissioner’s Office within 72 hours where required. If the risk to you is high, we tell you without undue delay.

 

Your rights

Under UK GDPR you have the right to:

• know what information we hold and how we use it
• get a copy of your information
• have it corrected if it is wrong
• have it deleted in some circumstances
• limit how we use it
• receive it in a format you can take elsewhere
• object to how we use it
• withdraw your consent at any time, where we rely on consent

 

To use any of these rights, email contact@empowered-coaching.today with the subject "Data request".
We will reply within one calendar month. Some rights may be limited where the law or safeguarding
requires us to keep information.
 

Complaints

If you are unhappy with how we have handled your information, please contact us first at
contact@empowered-coaching.today. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
 

Changes to this notice

We review this notice regularly. The date at the top shows when it was last updated. The current version
is always at www.empowered-coaching.today/privacy.

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