Rebecca Cook Creative Ltd, trading as Rebecca Cook Coaching

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Website: www.rebeccacookcoach.com
Email: rebecca@rebeccacookcoach.com

Last updated: 30 July 2026

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As a professional coach, my client and coaching relationship will always be built on transparency, trust and confidence in each other. Confidentiality will always be paramount.

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I am detailing below my privacy statement to provide you with confidence that I take the protection of your personal information seriously and handle it in accordance with applicable data protection laws.

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This privacy notice describes how I collect and use personal information about you during and after your relationship with me, in accordance with UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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WHO THIS PRIVACY NOTICE APPLIES TO

This notice applies to:

• coaching clients;

• people who make enquiries about coaching;

• people who book a discovery call;

• people who subscribe to my mailing list;

• people who provide feedback or testimonials;

• third parties and suppliers with whom I have dealings in the ordinary course of my business; and

• individuals whose personal information I otherwise reasonably need to hold in order to operate my business.
   

Any reference to 'me', 'my', 'I', 'we', 'us', 'our', 'the company' in this notice means Rebecca Cook Creative Ltd, trading as Rebecca Cook Coaching.

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Any reference to 'you' or 'Data Subject' means any individual whose personal data I hold.

Rebecca Cook Creative Ltd is the Data Controller for the personal information covered by this notice. This means that the company is responsible for deciding how and why personal information is collected and used.

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I may update this notice from time to time. The latest version will always be available on my website.

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It is important that you read this notice, together with any other privacy information I may provide on specific occasions when I am collecting or processing personal information about you, so that you are aware of how and why I am using such information.

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DATA PROTECTION PRINCIPLES

I will comply with applicable data protection laws. These require that the personal information I hold about you must be:

• used lawfully, fairly and in a transparent way;

• collected only for valid purposes that I have clearly explained to you and not used in a way that is incompatible with those purposes;

• relevant to the purposes I have told you about and limited to what is necessary;

• accurate and kept up to date where necessary;

• kept only for as long as necessary for the purposes for which it is used; and

• kept securely.
   

THE KIND OF INFORMATION I HOLD ABOUT YOU

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed so that it can no longer be associated with that person.

Depending on how you interact with me, I may collect and use:

• your name;

• email address;

• telephone number, where provided;

• address, where necessary;

• information you provide through website forms;

• information provided when arranging or attending a discovery call;

• information necessary to provide coaching;

• payment and transaction information;

• information relating to appointments and attendance;

• limited coaching notes;

• feedback and testimonials you choose to provide; and

• information you provide when corresponding with me by email, telephone, social media or other means.
   

Special category information

There are "special categories" of more sensitive personal data which require a higher level of protection.

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Because coaching conversations can be personal, you may choose to share information about your health, wellbeing, caring responsibilities, family circumstances or other sensitive matters.

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I will not ask you to provide detailed medical information as part of coaching and you should not provide medical records, test results or detailed treatment information unless there is a specific reason why it is necessary.

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Where health information is shared during coaching, I will treat it as special category data and handle it in accordance with the additional requirements that apply to such information.

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My coaching is not medical care and I do not provide medical advice.

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In particular, although I have personal experience of parenting a young person with Type 1 diabetes, I am not a healthcare professional. Any information I share about Type 1 diabetes or caring for someone with a health condition is based on my personal experience unless I specifically state otherwise.

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I will not provide advice about medication, treatment, blood glucose management, devices or other medical matters. Where medical advice is required, I will direct you to your own healthcare team or an appropriately qualified professional.

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WHY I HOLD INFORMATION ON CLIENTS

It is necessary for me to retain personal information in order to:

• fulfil my contractual obligations to you;

• administer and manage the coaching relationship;

• communicate with you about appointments;

• process payments;

• maintain appropriate professional records;

• provide appropriate professional supervision;

• comply with legal and accounting obligations;

• deal with enquiries and requests;

• protect my business and prevent fraud; and

• maintain the security of my systems and services.

I will only retain information which I reasonably require and for a period which is reasonably necessary.

I will not sell or rent your personal information to third parties.

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HOW I COLLECT PERSONAL INFORMATION

I collect personal information directly from you in a number of ways, including when you:

• contact me by email or telephone;

• contact me through social media;

• complete a form on my website;

• book a discovery call;

• purchase coaching services;

• communicate with me about your coaching;

• subscribe to my mailing list; or

• provide feedback or a testimonial.

My website is provided through Wix and may use Wix forms, booking functionality and other services provided by Wix.

My email marketing is currently managed through Wix.

Coaching sessions are normally delivered using Microsoft Teams through a Microsoft 365 account provided through rjcookconsulting.co.uk.

I reserve the right to change the systems in which data is stored without notification where I move to another appropriate system. At all times I will take reasonable steps to ensure the appropriate security and protection of your data.

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HOW I WILL USE YOUR INFORMATION

I will only use your personal information when the law allows me to.

Most commonly, I will use your personal information in the following circumstances:

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Where I need to perform the contract I have entered into with you

For example, to arrange and deliver coaching, communicate with you about sessions and administer payment.

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Where I need to comply with a legal obligation

For example, to maintain financial or other records where I am legally required to do so.

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Where it is necessary for my legitimate interests

For example, to administer my business, maintain appropriate business records, protect my business against fraud and manage the security of my systems, provided your interests and fundamental rights do not override those interests.

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Where you have given consent

For example, where you have specifically consented to receive marketing emails from me or have given permission for me to publish a testimonial.

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I may also use your personal information where necessary to protect your interests or someone else's interests, where it is needed in the public interest, or where permitted or required by law.

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SITUATIONS IN WHICH I WILL USE YOUR PERSONAL INFORMATION

The situations in which I may process your personal information include:

• administering the contract I have entered into with you;

• arranging and delivering coaching;

• arranging discovery calls;

• communicating with you about appointments;

• processing payments;

• maintaining limited coaching notes;

• obtaining professional coaching supervision;

• dealing with legal disputes;

• preventing fraud;

• administering my business, which may include disclosure of appropriate information to professional advisers such as my accountant;

• improving my services;

• requesting feedback about my services;

• sending you marketing information where you have provided the appropriate consent; and

• sending you information about blogs, resources, workshops, coaching programmes, podcast appearances or other services which may be relevant to you where I am permitted to do so.
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MARKETING

If you choose to join my mailing list, I may send you emails about:

• coaching;

• articles and blog posts;

• free resources;

• workshops and group coaching;

• podcast appearances;

• new services; and

• other information relating to parenting, caring and the challenges of maintaining your own identity alongside caring responsibilities.
   

I will only send electronic marketing to individuals where I have the appropriate lawful basis to do so. In most circumstances this will be specific consent.
 

Your consent to receive marketing is separate from your agreement to receive the service you have purchased.

You can unsubscribe from marketing emails at any time using the unsubscribe link in the email or by contacting me directly at rebecca@rebeccacookcoach.com.
 

I will respect your request to stop receiving marketing communications.
 

IF YOU FAIL TO PROVIDE PERSONAL INFORMATION

If you fail to provide certain information when requested, I may not be able to perform the contract I have entered into with you or may be prevented from complying with my legal obligations.

You are not required to provide detailed medical information in order to receive coaching.

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CHANGE OF PURPOSE

I will only use your personal information for the purposes for which I collected it, unless I reasonably consider that I need to use it for another reason and that reason is compatible with the original purpose.

If I need to use your personal information for an unrelated purpose, I will notify you and explain the legal basis which allows me to do so where required.

I may process your personal information without your knowledge or consent where this is required or permitted by law.

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INFORMATION ABOUT PEOPLE OTHER THAN CLIENTS

During my day-to-day business I may acquire personal information about individuals other than clients.

This may include people who:

• make enquiries about my services;

• contact me through networking or marketing activities;

• provide services to my business;

• work for suppliers or other organisations with which I have dealings; or

• otherwise have legitimate business dealings with me.

I will only retain and use this information where I have a legitimate business reason or another lawful basis for doing so.

Where I use personal information for direct marketing, I will comply with applicable marketing and data protection laws.

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WHY MIGHT I SHARE YOUR PERSONAL INFORMATION WITH THIRD PARTIES?

I will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you, where you have given permission, or where I have another lawful basis for doing so.

Depending on the services I use, these third parties may include:

• Wix and Wix Bookings;

• Microsoft Teams and Microsoft 365;

• payment providers;

• email marketing providers;

• professional coaching supervision providers;

• my accountant or other professional advisers; and

• IT, security or other service providers who support my business.

I will only share information that is reasonably necessary for the relevant purpose.

Some service providers may process information outside the UK. Where this happens, I will take appropriate steps to ensure that your personal information receives protection in accordance with applicable UK data protection requirements.

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COACHING NOTES AND PROFESSIONAL SUPERVISION

I may keep limited notes relating to coaching sessions.

These notes may be used to:

• support the coaching process;

• record agreed actions;

• maintain appropriate professional records; and

• support professional coaching supervision.

I receive professional coaching supervision as part of maintaining appropriate professional standards.

Where coaching is discussed during supervision, it will be discussed in a generic and anonymised form wherever possible. I will not normally share information which identifies you.

Coaching sessions will not normally be recorded.

If I wish to record a session for a specific supervision or training purpose, I will ask for your separate permission before recording begins. You are free to refuse permission and this will not affect your coaching.

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CONFIDENTIALITY

Confidentiality is fundamental to the coaching relationship.

Information shared during coaching will be treated as confidential, subject to limited exceptions.

These may include circumstances where:

• I am legally required to disclose information;

• I believe there is a serious and immediate risk of harm to you or another person;

• disclosure is necessary to protect someone from serious harm; or

• you have given permission for information to be shared.

The confidentiality arrangements for coaching are explained further in the Coaching Agreement.

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DATA SECURITY

I have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

Details of these measures may be obtained directly from me at rebecca@rebeccacookcoach.com.

I have procedures in place to deal with any suspected data security breach and will notify you and any applicable regulator where I am legally required to do so.

The transmission of information via the internet is not completely secure. I cannot guarantee the security of data transmitted online and transmission is made at your own risk.

If you communicate with me by email, you acknowledge the risks associated with electronic communication, including interception, non-delivery or access by someone other than the intended recipient.

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DATA RETENTION

How long will I use your information for?

I will only retain your personal information for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying legal, accounting or reporting requirements.

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To determine the appropriate retention period for personal data, I consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure, the purposes for which I process the information and the applicable legal requirements.

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In some circumstances I may anonymise your personal information so that it can no longer be associated with you. Where this happens, I may use the anonymised information without further notice to you.

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Client records will normally be retained for seven years after the last coaching interaction, reflecting the potential limitation period for certain contractual or negligence claims and the legitimate business need to retain appropriate records.

Some information may be retained for shorter or longer periods where this is required by law or where there is a legitimate reason to do so.

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Marketing information will be retained while you remain subscribed to my mailing list, subject to appropriate review and suppression of people who have withdrawn consent.

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When personal information is no longer required, I will securely delete or destroy it.

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YOUR RIGHTS OF ACCESS, CORRECTION, ERASURE AND RESTRICTION

It is important that the personal information I hold about you is accurate and current. Please keep me informed if your personal information changes during your working relationship with me.

Under certain circumstances, by law you have the right to:

• request access to your personal information;

• request correction of personal information that I hold about you;

• request erasure of your personal information;

• object to processing of your personal information where I am relying on legitimate interests;

• object to processing for direct marketing purposes;

• request restriction of processing of your personal information; and

• request transfer of certain personal information to another party.
   

These rights are subject to certain legal conditions and exemptions. For example, I may be entitled to retain information where I have a legal obligation or legitimate reason to do so.

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If you want to exercise any of these rights, please contact:

rebecca@rebeccacookcoach.com
 

I may need to request specific information from you to confirm your identity. This is an appropriate security measure to ensure that personal information is not disclosed to someone who has no right to receive it.

You will not normally have to pay a fee to exercise these rights. However, I may charge a reasonable fee where a request is clearly unfounded or excessive, or may refuse to comply where permitted by law.
 

RIGHT TO WITHDRAW CONSENT

Where you have provided consent to the collection, processing or use of your personal information for a specific purpose, you have the right to withdraw that consent at any time.

To withdraw consent, please contact:

rebecca@rebeccacookcoach.com

Withdrawing consent will not affect the lawfulness of any processing carried out before consent was withdrawn.

If I have another lawful basis for continuing to process your information, I may continue to do so where permitted by law.
 

TESTIMONIALS

I may ask clients to provide feedback or a testimonial about their experience of coaching.

I will only publish a testimonial with your permission.

If you agree to publication, we will agree how you are identified. This may be:

• your first name and general location, for example "Robert, Manchester";

• your initials and general location, for example "TB, Liverpool"; or

• another form of attribution agreed with you.

You can withdraw permission for future use of your testimonial by contacting me.

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DATA PRIVACY MANAGER

Rebecca Cook Creative Ltd has appointed responsibility for data privacy to Rebecca Cook.

If you have any questions about this privacy notice or how I handle your personal information, please contact me at:

rebecca@rebeccacookcoach.com

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection.

Further information is available from the Information Commissioner's Office.

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COOKIES POLICY

My website is provided through Wix.

Wix and other services used on my website may use cookies or similar technologies for purposes including website functionality, security, preferences and analytics.

The cookies and technologies actually used on the website may change as the website develops or as services are added or removed.

Where consent is required for non-essential cookies or similar technologies, I will obtain that consent through the appropriate website mechanism.

I do not sell personal information collected through my website.

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CHANGES TO THIS PRIVACY NOTICE

I reserve the right to update this privacy notice from time to time to reflect changes in my services, technology, legal requirements or the way in which I process personal information.

The latest version will always be published on:

www.rebeccacookcoach.com/privacy

Where there is a substantial change to the way I use personal information, I will provide appropriate notice.

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CONTACT AND FURTHER INFORMATION

If you have any questions about this privacy notice, how I handle your personal information, or wish to exercise one of your data protection rights, please contact:

Rebecca Cook Creative Ltd trading as Rebecca Cook Coaching
Email: rebecca@rebeccacookcoach.com
Website: www.rebeccacookcoach.com

You also have the right to make a complaint to the Information Commissioner's Office or such other regulatory body or supervisory authority as may be appointed from time to time.