Privacy Policy

Calm Space Coaching is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, [calmspacecoaching.com], in accordance with the EU General Data Protection Regulation (GDPR) and applicable data protection laws. Please read this policy carefully to understand our views and practices regarding your personal data and how we will treat it.

All coaching data is treated with strict confidentiality and is only accessible to authorised personnel.

1. Information We Collect

We may collect and process the following categories of personal data about you:

• Identity Data: Name, username, or similar identifiers.

• Contact Data: Email address, phone number, and address.

• Professional Data: Employment history, CV details, career goals, educational background etc.

• Coaching Session Data: Notes from coaching sessions, feedback sheets from mock interview sessions etc.

• Technical Data: IP address, browser type and version, time zone setting, browser plug-in types and versions, operating system, and platform.

• Usage Data: Information about how you use our website, products, and services.

• Marketing and Communications Data: Your preferences for receiving marketing from us and your communication preferences.

We collect this information in the following ways:

• Direct interactions (e.g., filling in forms, corresponding with us, during coaching sessions)

• Automated technologies or interactions (e.g., through cookies or analytics).

Children’s Data: Our services are not intended for individuals under the age of 18 and we do not knowingly collect data from minors.

2. Legal Basis for Processing

Under GDPR, we must have a valid legal reason to process your personal data. We rely on the following legal bases:

• Contractual Necessity: To fulfill a contract with you or to take steps at your request before entering into a contract.

• Legitimate Interests: Where it is in our legitimate interests to conduct and manage our business.

• Consent: Where you have provided your consent to process your personal data.

• Legal Obligation: Where processing is necessary for compliance with a legal obligation.

3. How We Use Your Information

We may use your personal data for the following purposes:

• To provide and maintain our website and services.

• To manage our relationship with you.

• To send you important notices, such as changes to our terms, conditions, and policies.

• To improve our website, products, and services.

• To carry out marketing activities, where permitted.

We will not use your personal data for any purpose other than the purpose for which it was collected without your consent or unless required by law.

4. Data Retention

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

Coaching-related data, such as session notes and CV data is retained for the following duration:

• Client records kept for 1 year after the last session, unless you request deletion sooner.

• Marketing data kept until the client withdraws consent.

5. Sharing Your Information

We may share your personal data with the following categories of recipients:

• Service Providers: Third-party vendors who provide services on our behalf.

• Legal Authorities: If required to do so by law, or if we believe that such action is necessary to comply with legal obligations.

• Business Transfers: In the event of a merger, acquisition, or asset sale, your personal data may be transferred to a third party involved in the transaction.

6. International Transfers

We are based in the EU and adhere to GDPR. However, some of our third-party service providers may be located outside the European Economic Area (EEA). When transferring data outside the EEA, we ensure an adequate level of data protection by using data protection safeguards, such as Standard Contractual Clauses approved by the European Commission.

7. Your Rights Under GDPR

As an EU resident, you have the following rights under GDPR:

• Right of Access: Request access to your personal data.

• Right to Rectification: Request correction of any inaccurate or incomplete personal data.

• Right to Erasure: Request deletion of your personal data under certain conditions.

• Right to Restriction of Processing: Request restriction of processing of your personal data.

• Right to Data Portability: Receive your personal data in a structured, commonly used, and machine-readable format and transmit it to another controller.

• Right to Object: Object to processing of your personal data based on our legitimate interests.

To exercise any of these rights, please contact us using the information provided below.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to monitor activity on our website and store certain information. You can set your browser to refuse all or some browser cookies or to alert you when websites set or access cookies. However, if you disable or refuse cookies, some parts of our website may become inaccessible or not function properly.

9. Data Security

We take reasonable and appropriate measures to protect your personal data from unauthorised access, use, or disclosure. However, please be aware that no method of transmitting data over the Internet or storing data is completely secure, and we cannot guarantee the absolute security of your information.

10. Third-Party Providers and Links

We use third-party service providers such as video conferencing platforms (e.g., Zoom), scheduling tools (e.g., Calendly), and payment processors (e.g., PayPal). These providers have their own privacy policies, which we recommend reviewing.

Our website may contain links to third-party sites that are not operated by us. We are not responsible for the content, privacy policies, or practices of these third-party sites. We encourage you to review the privacy policies of any third-party sites you visit.

11. Changes to This Privacy Policy

We may update our Privacy Policy from time to time in response to legal, technical, or business developments. When we update our Privacy Policy, we will take appropriate measures to inform you, consistent with the significance of the changes we make.

12. Contact Us

If you have any questions about this Privacy Policy, please contact us:

• Calm Space Coaching

• Email: calmspacecoaching@gmail.com 

• Postal address for formal GDPR requests is available on request to the email address above.

This Privacy Policy was last updated in January 2025. Please check back periodically for updates.