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GDPR & Data Protection Policy

Effective Date: 25th April 2025
Last Updated: 25th April 2025

1. Introduction

Nota-bene ("we," "us," "our") is committed to protecting and respecting your privacy. This GDPR & Data Protection Policy explains how we collect, use, store, and protect your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data We Collect

We collect and process the following types of personal data:

• Clients & Prospective Clients: Name, contact details (email, phone number, address), employment details, coaching preferences, and session notes.
• Website Visitors: IP address, cookies, and website usage data.
• Business Contacts: Names, job titles, and business contact information.

3. How We Use Your Data

We use personal data for the following purposes:

• Providing coaching services and maintaining client records.
• Communicating with clients regarding appointments, services, and updates.
• Processing payments and managing financial records.
• Ensuring compliance with legal obligations and professional standards.
• Improving our services and client experience.

4. Lawful Basis for Processing

We process personal data based on the following lawful grounds:

• Contractual necessity: To provide coaching services as agreed with clients.
• Legitimate interests: To manage our business and improve services.
• Legal obligations: To comply with UK laws and regulations.
• Consent: For marketing communications and optional data collection (you can withdraw consent at any time).

5. Data Sharing & Third Parties

We do not sell or share your personal data with third parties, except:

• Where required by law (e.g., HMRC, legal authorities).
• Trusted service providers for IT, payment processing, or administrative support (ensuring they comply with GDPR).

6. Data Storage & Security

We implement appropriate technical and organisational measures to safeguard personal data, including:

• Secure digital storage with restricted access.
• Encrypted communications and secure payment processing.
• Regular security assessments and staff training.

7. Data Retention

We retain personal data for the necessary period required for business, legal, and regulatory purposes:

• Client records: Retained for up to 6 years after the last interaction.
• Financial records: Retained for at least 6 years for tax compliance.
• Marketing data: Retained until consent is withdrawn.

8. Your Rights Under UK GDPR

You have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate or incomplete data.
• Request deletion of your personal data (where applicable).
• Object to processing or restrict certain uses of your data.
• Withdraw consent for marketing communications.
• Lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data rights have been violated.

9. Cookies & Website Tracking

Our website may use cookies to enhance your experience. You can manage cookie preferences via your browser settings.

10. Contact Us

For any questions about this policy or your data rights, please contact us:
Nota-bene
Email: Nicola.broomham@nota-bene.co.uk              
Phone: 07834244726

This policy is subject to periodic updates. Please check for any revisions.