Bywater Coaching – Privacy Notice
This Privacy Notice outlines how Bywater Coaching collects, uses, and protects personal data. In a professional coaching relationship, confidentiality and trust are foundational. This document explains how your information is handled during our engagements.
1. Contact Details
Bywater Coaching is the data controller for your personal information. David Anderson operates as a sole trader under this business name.
ICO Registration Number: ZC155889
Postal Address: Available upon request for formal legal correspondence.
2. Information Collected and Held
Only data necessary for delivering professional coaching and managing the business relationship is collected. This includes:
Basic contact information such as names, corporate titles, company names, email addresses, and phone numbers.
Financial information including billing addresses and invoice history.
Core themes or reflections captured during coaching conversations.
Responses and reports generated through external leadership assessments.
3. How Data Is Stored and Managed
Data security protocols match the standard required by large institutions.
Digital Records: Business operations, scheduling, and digital communications are managed within Google Workspace. This platform utilizes enterprise-grade encryption and complies with UK and EU data protection standards.
Handwritten Notes: Reflections captured on paper during sessions are maintained in secure physical storage when not in use. These notes are kept anonymous where practical.
Third-Party Leadership Tools: When programs include diagnostic assessments like The Leadership Circle or Mindflick, your name and email address are shared with those platforms to administer the profiles. The resulting reports are accessed securely and used solely to inform our coaching discussions. These providers operate under their own privacy frameworks.
4. Legal Basis for Processing Data
Information is processed under the following legal provisions:
Contractual Necessity: To perform the coaching services requested by you or your sponsoring organization.
Legitimate Interests: For standard business operations, including maintaining accurate records, financial accounting, and managing system security.
Legal Obligation: To comply with tax laws or regulatory requirements.
5. Data Retention
Information is kept only for as long as it serves a practical, necessary purpose.
Coaching summaries and handwritten notes are securely destroyed two years after the conclusion of our work together.
Financial records and invoices are retained for seven years to satisfy statutory tax obligations.
Third-party assessment data remains within those platforms subject to their retention policies, though local copies held by Bywater Coaching follow the standard two-year deletion cycle.
6. Individual Rights
Under current data protection laws, you retain explicit rights regarding your personal information. You can request access to the data held about you, ask for corrections to inaccurate records, or request the deletion of your files, subject to overriding legal or financial retention duties.
To make a request regarding your data, please email David Anderson directly at david@bywatercoaching.com. If you believe your data has been handled improperly, you have the right to raise the matter with the Information Commissioner’s Office (ICO).