GDPR POLICY

Effective Date: 1st January 2021

Last Updated: 1st March 2026​

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1. Who I Am

This Privacy Policy explains how Nathan Simmonds – Nathan Simmonds Coaching (“I”, “me”, “my”) collects, uses, stores and protects your personal information when you visit my website, contact me, sign up to receive content, book appointments, make payments, or use my services.

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Data Controller:

Nathan Simmonds – hypnotherapist & leadership coach

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Business Name -

Nathan Simmonds Coaching

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Contact email:
contact@nathansimmondscoaching.com

Business address:

11 Fullers Way

Bidden

TN27 8FQ

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If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact me using the details above.

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2. The Personal Information I Collect

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Depending on how you interact with me, I may collect and process the following personal information:

• your name;

• your email address;

• your telephone number;

• your postal address, if you provide it;

• correspondence you send to me;

• enquiry details;

• booking information;

• payment and transaction information;

• client contact details;

• session-related notes;

• and any other personal information you choose to provide.

 

I do not intentionally collect more information than is reasonably necessary for the relevant purpose.

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3. How I Collect Your Information

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I may collect your personal information when:

• you visit my website;

• you complete a website form;

• you sign up for free content or monthly updates;

• you contact me by email, phone or message;

• you book an appointment through Calendly;

• you make a payment through Stripe or PayPal;

• you become a client;

• or you provide information during the course of our working relationship.

 

I may also receive information from third-party service providers where necessary to administer bookings, emails, payments or communications.

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4. How I Use Your Information

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I use your personal information only where reasonably necessary for legitimate business and service-related purposes, including:

• responding to enquiries;

• communicating with you;

• sending free content or monthly email updates where you have requested them;

• managing appointments and bookings;

• taking payments and maintaining financial records;

• providing coaching services;

• keeping brief session notes during the client relationship;

• maintaining client records;

• complying with legal, tax, accounting, insurance, safeguarding or regulatory obligations;

• and protecting my legal rights and business interests where necessary.

 

I do not sell your personal information, and I do not share it with third parties for their own independent marketing purposes.

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5. Lawful Bases for Processing

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Under UK GDPR, I rely on one or more of the following lawful bases for processing your personal information:

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Consent

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I rely on consent where you sign up to receive free content, newsletters or monthly email updates.

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You can withdraw your consent at any time by clicking the unsubscribe link in any marketing email or by contacting me directly.

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Contract

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I process personal information where it is necessary to perform a contract with you, or to take steps at your request before entering into a contract, including responding to service enquiries, arranging appointments and providing coaching services.

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Legal Obligation

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I may process personal information where necessary to comply with legal, tax, accounting, regulatory, safeguarding or insurance obligations.

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Legitimate Interests

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I may process personal information where necessary for my legitimate interests, provided those interests are not overridden by your rights and freedoms. These legitimate interests may include:

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• responding to enquiries;

• communicating with clients and prospective clients;

• maintaining business records;

• managing bookings and payments;

• ensuring the proper administration of my services;

• protecting my business against misuse, complaints or legal claims;

• and maintaining appropriate records of client interactions.

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6. Email Subscriptions and Marketing

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If you submit your email address through my website to receive free content, newsletters or monthly updates, your information may be stored and managed through Mailchimp and/or systeme.io.

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Your email address is used only to send the content you have requested and related updates from me.

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You can:

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• unsubscribe at any time using the unsubscribe link in the email; or

• contact me directly to ask to be removed from my mailing list.

You have the absolute right to object at any time to the use of your personal information for direct marketing.

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7. Contact Details and Correspondence

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If you contact me directly, your details and correspondence may be stored in Gmail and used only for communication with you and administration of my services.

Telephone numbers may be stored securely on my phone and used only for communication between me and you in connection with enquiries, bookings, services or related administration.

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8. Bookings and Appointments

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If you book an appointment with me, I may process your personal information through Calendly for the purpose of scheduling, confirming and managing appointments.

This may include your name, email address, telephone number, booking preferences and related appointment details.

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9. Payments

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If you make a payment for services, payment information may be processed through Stripe and/or PayPal.

I do not store full payment card details myself unless explicitly stated otherwise.

Stripe and PayPal process payment information in accordance with their own privacy policies and security procedures.

I may retain limited transaction information, such as your name, contact details, invoice details, payment reference, amount paid and payment status, for accounting, record-keeping and legal compliance purposes.

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10. Session Notes

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Session notes are only kept for the duration of the client relationship and are then securely deleted or destroyed in accordance with my retention practices.

Session notes are used only for the purpose of supporting continuity and administration of the coaching relationship.

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11. Special Category Data

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In the course of providing services, you may choose to share personal information that is more sensitive in nature, for example information relating to health, wellbeing, relationships, emotional circumstances, or other private matters.

Where I process this type of information, I will do so only where lawful and necessary, and only to the extent relevant to the services being provided, your requests, or my legal obligations.

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12. Who I Share Your Information With

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I may share your personal information only where reasonably necessary and lawful, including with trusted service providers used to operate my business, such as:

• Mailchimp

• systeme.io

• Google / Gmail

• Calendly

• Stripe

• PayPal

• Wix

• accountants, professional advisers, insurers or legal advisers where necessary

These providers process personal information only in connection with the services they provide to me.

I do not share your personal information with third parties for their own marketing purposes.

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13. International Transfers

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Some of the service providers I use may store or process personal information outside the UK.

Where personal information is transferred outside the UK, I take reasonable steps to ensure that appropriate safeguards are in place in accordance with UK data protection law.

If you would like more information about any international transfers and the safeguards used, please contact me.

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14. Cookies and Website Technologies

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My website uses cookies.

Cookies are small text files placed on your device when you visit a website. They help websites function properly and may also support user preferences, security, and booking functionality.

I do not currently intentionally use Meta Pixel or Google Analytics on my website.

However, third-party services used on the website, including Calendly, payment providers, Wix, embedded tools, or basic website functionality, may use cookies or similar technologies where necessary for their operation.

You can usually control cookies through your browser settings. If my website uses a cookie banner or cookie management tool, you can also manage your preferences there.

If I begin using non-essential cookies or analytics tools in future, this Privacy Policy will be updated accordingly.

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15. How Long I Keep Your Information

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I keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including for legal, accounting, tax, insurance, safeguarding and record-keeping purposes.

In general:

• mailing list data is kept until you unsubscribe or ask to be removed;

• enquiry details and general correspondence are kept only as long as reasonably necessary for follow-up, administration and record-keeping;

• booking records are kept as long as reasonably necessary to manage appointments and associated administration;

• payment and transaction records may be retained for as long as required by tax, accounting and legal obligations;

• telephone contact details are kept only while needed for communication and associated administration;

• session notes are kept only for the duration of the client relationship and are then securely deleted or destroyed.

If you would like more information about my retention practices, please contact me.

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16. Whether You Must Provide Personal Information

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You are not generally under a legal obligation to provide personal information to me.

However, if you wish to receive content, make a booking, pay for services, or work with me as a client, I may need certain information in order to communicate with you, provide services, manage bookings or process payments.

If you do not provide the relevant information, I may be unable to respond fully to your enquiry, provide services, process your booking, or complete the relevant transaction.

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17. Your Rights

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Under UK data protection law, you may have the right to:

• request access to the personal information I hold about you;

• request correction of inaccurate or incomplete personal information;

• request erasure of your personal information in certain circumstances;

• request restriction of processing in certain circumstances;

• object to processing in certain circumstances;

• object at any time to the use of your personal information for direct marketing;

• withdraw consent at any time where processing is based on consent;

• request portability of your data where applicable;

• and lodge a complaint with the Information Commissioner’s Office (ICO).

To exercise any of your rights, please contact me at:
contact@nathansimmondscoaching.com

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18. Subject Access Requests

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You have the right to ask for a copy of the personal information I hold about you, together with certain supplementary information about how it is used.

Requests can be made by email to:
contact@nathansimmondscoaching.com

I may need to verify your identity before responding to a request.

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19. Deletion Requests

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You may request deletion of your personal information at any time.

However, this right is not absolute. I may need to retain certain information where necessary for legal, tax, accounting, insurance, safeguarding, complaint-handling, dispute resolution, or legitimate business record-keeping purposes.

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20. Security

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I take reasonable technical and organisational measures to protect your personal information against unauthorised access, misuse, loss, disclosure or destruction.

These measures may include secure devices, password protection, restricted access, and the use of reputable service providers for email, bookings and payments.

However, no method of transmission over the internet or method of electronic storage is completely secure, and I cannot guarantee absolute security.

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21. Children’s Privacy

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My services and website are not intended for children under 18 unless expressly stated otherwise.

If any details are held about a child this has been stored with consent of the parent or guardian and is being stored for both safeguarding and legal reasons.

I do not knowingly collect personal information from children without appropriate authority or a lawful basis for doing so.

If you believe I have collected information from a child inappropriately, please contact me.

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22. Complaints

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If you have any concerns about how I handle your personal information, please contact me first by email at:

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contact@nathansimmondscoaching.com

Please use the subject line: GDPR SAR

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Website: https://ico.org.uk/
Telephone: 0303 123 1113

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23. Changes to This Privacy Policy

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I may update this Privacy Policy from time to time.

Any updated version will be posted on this page with the revised effective date shown at the top.

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