Last updated: November 2025
1. Introduction
Welcome to Toby Swallow Coaching (“we”, “us”, “our”).
We are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal information when you visit tobyswallowcoaching.co.uk or use our coaching services.
We act as a Data Controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
If you have any questions about this policy, please contact us at:
Email: toby@tobyswallowcoaching.co.uk
2. What Information We Collect
Information You Provide Directly
We may collect:
- Contact details such as your name, email address, and postal address
- Coaching information such as goals, background, and session notes
- Payment details (processed securely via trusted third-party providers)
- Any communications you send to us, such as emails or messages
Information Collected Automatically
When you visit our website, we may automatically collect:
- Technical data (IP address, browser type, operating system, time zone)
- Usage data (how you navigate and interact with our website, via cookies or analytics)
Cookies
We use cookies and similar technologies to improve the website’s performance and user experience.
You can control or disable cookies through your browser settings.
For more details, see our Cookie Policy.
3. How We Use Your Information
We use your personal data to:
- Respond to enquiries and provide coaching services
- Manage appointments and client communications
- Process payments and maintain records
- Improve our services and website experience
- Comply with legal and regulatory obligations
We only process your personal data where we have a lawful basis to do so, which may include:
- Contract: to provide the coaching services you have requested
- Consent: where you have agreed to certain uses (e.g., marketing emails)
- Legal obligation: where required by law
- Legitimate interests: such as improving our services or ensuring website security
4. How We Store and Protect Your Data
We take appropriate technical and organisational measures to keep your data secure, including:
- Password-protected systems and encrypted storage
- Secure UK or EEA-based cloud service providers
- Restricted access to authorised personnel only
We retain personal data only as long as necessary for the purposes described:
- Client records: up to 7 years after the end of service
- Enquiry information: up to 12 months if no service is provided
5. Sharing Your Data
We do not sell or rent your personal data.
We may share information with trusted third parties who help deliver our services, including:
- Payment processors (e.g., Stripe, PayPal)
- Cloud and email service providers (e.g., Google, Microsoft)
- Professional advisers (e.g., accountants, legal consultants)
All such third parties are required to handle your data securely and in compliance with UK GDPR.
6. International Data Transfers
If your personal data is transferred outside the UK, we ensure that adequate safeguards are in place, such as UK adequacy decisions or standard contractual clauses (SCCs).
7. Your Rights
Under UK GDPR, you have the following rights:
- Access – to request copies of your personal data
- Rectification – to correct inaccurate or incomplete information
- Erasure – to request deletion of your personal data (“right to be forgotten”)
- Restriction – to limit how we process your data
- Data portability – to request transfer of your data to another organisation
- Objection – to certain processing, including direct marketing
- Withdraw consent – at any time, where processing is based on consent
To exercise your rights, please email toby@tobyswallowcoaching.co.uk.
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
https://ico.org.uk/make-a-complaint/
8. Links to Other Websites
Our website may contain links to other websites. We are not responsible for the privacy practices or content of those external sites.
9. Updates to This Policy
We may update this Privacy Policy from time to time. The most recent version will always be available on our website, showing the latest revision date.
Contact
Toby Swallow Coaching
Email: toby@tobyswallowcoaching.co.uk
Website: https://tobyswallowcoaching.co.uk
