Privacy Notice
Last updated: September 2026
Hayley Castle Coaching respects your privacy and is committed to protecting your personal information. This notice explains what information I collect, how I use it and how I look after it.
Who I am
Hayley Castle Coaching is an independent coaching practice run by Hayley Castle.
For the purposes of UK data protection law, I am the data controller for the personal information I collect and use.
If you have any questions about this notice or how I use your information, please contact me at: hello@hayleycastle.co.uk
Information I collect
The information I collect depends on how you interact with me and may include:
your name and contact details
information you provide when making an enquiry
information needed to arrange and manage coaching sessions
correspondence between us
coaching notes and other information you choose to share during our work together
payment, invoicing and other administrative information
Coaching conversations can sometimes include sensitive personal information about areas such as health, relationships or other aspects of your life. I only collect and retain information that is relevant to providing and managing our coaching relationship.
Please don't include sensitive personal information when making an initial enquiry through my website.
How I use your information
I may use your personal information to:
respond to enquiries about coaching
arrange and provide coaching services
communicate with you about sessions
manage our coaching relationship
maintain appropriate coaching and administrative records
issue invoices and maintain financial records
meet my professional, legal and regulatory obligations
I do not sell your personal information or use an initial coaching enquiry to add you to a marketing mailing list.
My lawful basis for using your information
Under UK data protection law, I need a lawful basis for collecting and using personal information.
Depending on the circumstances, I generally process your information because:
it is necessary to take steps at your request before entering into a coaching agreement or to provide coaching services under our agreement;
I have a legitimate interest in responding to enquiries and running and administering my coaching practice; or
I need to comply with a legal obligation.
Where information you choose to share with me falls within the special categories of personal data protected by UK data protection law, I will only process it where an appropriate additional legal condition applies.
Confidentiality and professional supervision
Coaching sessions are confidential and I treat the information you share with me accordingly.
I will not normally disclose information about you or our coaching without your permission, except where I am legally required to do so or in other exceptional circumstances set out in our coaching agreement and professional ethical standards.
As part of my professional practice, I have regular coaching supervision and undertake ongoing professional development. I may discuss coaching themes anonymously with my supervisor or other coaching professionals for supervision, training or professional development purposes. I do not share information for these purposes that is intended to identify you.
Organisations paying for coaching
Where an organisation is paying for your coaching, I may need to communicate with an appropriate contact, such as your manager or HR/People lead, about administrative matters and the broad purpose of the coaching.
The content of individual coaching sessions remains confidential. I will not report the detail of our conversations to your employer or sponsoring organisation unless we have explicitly agreed otherwise or disclosure is required by law or under the confidentiality provisions of our coaching agreement.
Services I use
I use trusted third-party services to help me operate my coaching practice. These currently include:
Squarespace for my website and website enquiry forms
Google Workspace for email, calendar and Google Meet coaching sessions
Microsoft OneDrive for secure electronic file storage
These providers may process personal information on my behalf in order to provide their services. Some providers may process or store information outside the UK. Where this happens, I rely on the safeguards provided by the relevant service provider for international data transfers.
I may also share information with professional advisers or other service providers where this is reasonably necessary to run my business or meet legal obligations.
How long I keep your information
I keep personal information only for as long as I reasonably need it for the purpose for which it was collected and to meet any professional, insurance, accounting or legal requirements.
Coaching records are retained in line with my professional record-retention arrangements. My current coaching agreement provides for records relating to the coaching relationship to be retained for at least two years.
Financial and accounting records may need to be kept for longer where required by law.
Information relating only to an initial enquiry will not be kept indefinitely where no coaching relationship follows.
I periodically review the information I hold and securely delete it when it is no longer required.
Keeping your information secure
I take reasonable steps to keep personal information secure and to protect it against loss, misuse or unauthorised access.
Access to client information is limited to what is necessary for the operation of my coaching practice.
Your rights
Under UK data protection law, you have rights in relation to your personal information. Depending on the circumstances, these can include the right to:
ask for a copy of the information I hold about you
ask me to correct inaccurate or incomplete information
ask me to delete your information
ask me to restrict how your information is used
object to certain uses of your information
ask for certain information to be transferred to you or another organisation
withdraw consent where I am relying on consent to use your information
These rights do not apply in every circumstance.
If you would like to exercise any of these rights or have a question about your information, please contact hello@hayleycastle.co.uk.
You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
Cookies and website information
My website may use cookies and similar technologies that are necessary for it to function and, where enabled, to help me understand how the website is being used.
Where consent is required for non-essential cookies, you can choose whether to accept them through the website's cookie settings.
Changes to this notice
I may update this Privacy Notice from time to time to reflect changes to my services, the way I use personal information or legal requirements. The date at the top of this page will show when it was last updated.