Last updated: 01.03.2026
1. Introduction
I am committed to protecting your privacy and handling your personal data with transparency, integrity, and confidentiality.
This Privacy Policy explains how I collect, use, store, and protect your personal information when you:
- Enquire about my services
- Engage in 1:1 coaching/therapy/training sessions or group workshops (online or in person)
- Complete a confidential client form or training/workshop application form
- Visit my website (see Website Usage Data in section 2 below)
I process personal data in accordance with the UK GDPR and the Data Protection Act 2018.
2. The Information I Collect Personally from You
Personal Information
- Name
- Contact details (email, phone number, address)
- Emergency contact details
Website Usage Data
When you visit this website, certain technical information may be collected automatically, such as your IP address, browser type, and pages visited. This information is used to maintain website security, understand website performance, and improve user experience. Further information about cookies and tracking technologies can be found in the Cookie Policy.
Special Category Data
As part of providing safe and appropriate services, I may collect:
- Medical history
- Mental health history
- Medication information
- Personal background information relevant to your wellbeing
- Any other personal information you choose to share concerning your sexual orientation, gender identity, religious beliefs, and ethnicity
Session Records
- Notes taken during or after sessions
- Dates of sessions
- Administrative records (payments, invoices)
3. Lawful Basis for Processing
I process personal data under the following lawful bases:
- Contract – to provide agreed coaching/therapeutic services
- Explicit consent – for processing special category health data
4. How Your Information Is Used
Your data is used to:
- Provide safe and appropriate services
- Assess suitability for working together
- Maintain professional records
- Communicate with you
- Meet legal and professional obligations
I do not sell or share your personal data for marketing purposes.
5. Confidentiality
All client information is treated as strictly confidential and only discussed when necessary with my supervisor.
Information will only be disclosed if:
- You provide explicit written consent
- There is a serious risk of harm to you or others
- I am legally required to do so
6. How Your Data Is Stored
I take appropriate technical and organisational measures to protect your data, including:
- Password-protected devices
- Secure / encrypted digital storage (where used). Some of the third-party service providers I use to store and process client information (such as secure cloud storage providers) may process data outside the United Kingdom. Where this occurs, appropriate safeguards are in place in accordance with the UK General Data Protection Regulation to ensure that your personal data remains protected to UK GDPR standards.
- Locked storage for any paper records
- Identifying information (such as contact details) is collected and stored separately from confidential client form responses or session notes in order to reduce the risk of identification in the unlikely event of a data breach.
- Secure online meeting platforms
7. Data Retention
Client records are retained for 7 years after our work concludes, in line with professional guidance and legal considerations.
After this period, records are securely deleted or destroyed.
In the event of my death arrangements are in place to permanently delete and destroy all client records.
8. Your Rights
Under UK data protection law, you have the right to:
- Request access to your personal data (Subject Access Request)
- Request correction of inaccurate information
- Request erasure ('special category data' only, where legally applicable)
- Restrict processing
- Object to processing in certain circumstances
Requests will be responded to within one month.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data has been handled improperly. Their contact details are: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF and https://ico.org.uk/
9. ICO Registration
I am registered with the Information Commissioner's Office (ICO).
10. Changes to This Policy
This Privacy Policy may be updated periodically. The most recent version will always be available on this website.
Contact
If you have any questions about this Privacy Policy, please contact me at:
Email: info@danhartley.co.uk
Address: The Blue Room, Bevendean Farm, Brighton, BN2 6AF