Privacy Policy
Last updated: June 2026
Samantha Seaman Coaching is committed to protecting your privacy and handling your personal data with care, transparency and respect.
This Privacy Policy explains what personal data we collect, how we use it, where it is stored, who it may be shared with, how long we keep it and the rights you have under UK data protection law, including the UK General Data Protection Regulation, the Data Protection Act 2018 and, where relevant, the Privacy and Electronic Communications Regulations.
Who we are
Samantha Seaman Coaching is a UK-based coaching and training business supporting individuals, leaders, teams and organisations with leadership, mindset, performance, communication, confidence, resilience and working well under pressure.
Data Controller:
Samantha Seaman Coaching
Email: info@samanthaseaman.com
Website: www.samanthaseaman.com
For any questions about this Privacy Policy or how your personal data is handled, please contact us by email.
What personal data we collect
We may collect and process the following types of personal data:
Name and contact details, such as your name, email address, phone number and, where relevant, postal address.
Professional information, such as your job title, employer, organisation, sector or role.
Website form information, such as details submitted through contact forms, enquiry forms, free resource forms or workbook download forms.
Marketing preferences, including whether you have opted in to receive occasional leadership insights, resources, event invitations, updates or offers.
Coaching and training information, including notes, reflections, goals, actions, feedback and information you choose to share during coaching, workshops, training or consultancy work.
Payment and financial information, such as invoice details, payment records and information required for accounting and tax purposes.
Feedback, testimonials, survey responses or evaluation forms.
Website usage data, such as information collected through cookies, analytics tools or standard website logs.
Special category data may be processed if you choose to share information about your wellbeing, stress, anxiety, burnout, health, family life, personal circumstances or other sensitive matters during coaching or training. This information is treated with particular care and is only used for the purpose of supporting the coaching, training or service being provided.
Free resources, workbook downloads and website forms
When you complete a form on our website to access a free resource, download a workbook, make an enquiry or express interest in working together, we may collect:
First name
Email address
Organisation
Job title
Your response to optional form questions
Marketing consent status
Date and time of submission, where available
For example, if you download a free workbook, your details may be stored in a Google Drive spreadsheet and an email notification may be sent to Samantha Seaman Coaching.
We use this information to provide the resource you requested, manage your enquiry, keep a record of your request and, where you have actively opted in, send occasional leadership insights, resources, event invitations, updates or offers.
You do not have to opt in to marketing in order to receive a free resource. Marketing consent is separate and optional.
How we use your personal data
We may use your personal data to:
Provide coaching, training, consultancy, workshops or related services.
Respond to enquiries and communicate with you about services, resources, appointments or proposals.
Provide free resources, such as downloadable workbooks or guides.
Send a short follow-up or thank-you message after you request or download a resource.
Send occasional marketing emails, resources, event invitations, newsletters, insights or offers where you have opted in or where another lawful basis applies.
Manage bookings, meetings, video calls and client communications.
Prepare coaching notes, session plans, reports, feedback summaries or training materials.
Evaluate, improve and develop our services.
Manage payments, invoices, accounting records and tax obligations.
Maintain business records and comply with legal, regulatory, insurance or professional obligations.
Protect the security and integrity of our website, systems and business.
Lawful bases for processing
We rely on the following lawful bases under UK data protection law:
Contract
We process personal data where it is necessary to deliver coaching, training, consultancy or other services you have requested or agreed to receive.
Legitimate interests
We may process personal data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include responding to enquiries, providing requested resources, managing client relationships, keeping appropriate business records, improving services and protecting our business.
Consent
We rely on consent where you opt in to receive marketing communications, where consent is required for non-essential cookies, or where you choose to provide certain sensitive personal information in a coaching or training context.
Explicit consent
Where special category data is shared, such as information about wellbeing, mental health, health or personal circumstances, we may rely on explicit consent where required. This information is used only for the purpose of supporting the coaching, training or service being provided.
Legal obligation
We process some data where necessary to meet legal, tax, accounting, insurance or regulatory requirements.
Marketing communications
We may send occasional emails containing leadership insights, free resources, event invitations, newsletters, updates or offers.
We will only send you marketing emails where you have actively opted in or where another lawful basis applies. If you download a free resource, this does not automatically mean you have agreed to receive ongoing marketing from us.
You can opt out of marketing emails at any time by clicking the unsubscribe link in our emails, where available, or by emailing info@samanthaseaman.com.
If you ask to unsubscribe, we will stop sending you marketing emails. We may keep a minimal record of your request so that we can respect your preferences.
Coaching confidentiality and organisational work
Coaching is a confidential space.
Coaching notes may include your first name, initials, goals, reflections, actions and relevant session notes. These are used to support the coaching relationship and are not shared with your employer, HR team, manager or any third party unless:
You have given permission.
This has been expressly agreed within the coaching contract.
There is a legal, safeguarding, regulatory or serious risk reason to do so.
Where coaching or training is provided to an organisation, we may provide feedback, evaluation forms, attendance information, themes, reports or recommendations where agreed. Wherever possible, organisational reporting will be anonymised and focused on themes rather than named personal feedback, unless otherwise agreed in the contract.
Session recording and AI note-taking
Coaching and training sessions are not routinely recorded.
Where tools such as Fathom or another AI note-taking, transcription or recording tool are used, this will only be done with client consent. If such tools are used, information from the session may be processed by the relevant technology provider for the purpose of producing notes, transcripts or summaries.
You can ask for an AI note-taking or recording tool not to be used.
Mindspan Global Ltd
Samantha Seaman is a licensed Mindspan coach and trainer and may use Mindspan materials, frameworks, tools, workbooks or assessments as part of coaching and training services.
Samantha Seaman Coaching does not routinely share identifiable client information with Mindspan Global Ltd.
Where Mindspan tools or assessments are used, client information is normally managed by Samantha Seaman Coaching. Identifiable personal data will only be shared with Mindspan Global Ltd where it is necessary, proportionate and appropriate, or where you have agreed to it. Where possible, information used for training, development, supervision or reflective practice will be anonymised.
Third-party systems and service providers
We may use trusted third-party providers to help operate our business. These may include providers for:
Website hosting and forms, such as Squarespace.
Email, communications and notifications, such as Gmail or Google Workspace.
File storage and document management, such as Google Drive, Microsoft OneDrive and iCloud.
Video calls, such as Microsoft Teams and Google Meet.
AI note-taking or transcription, such as Fathom, where used with consent.
Accounting and financial records, such as FreeAgent.
Payment processing, currently mainly by bank transfer.
Professional services, such as accountants, insurers, legal advisers, website designers or marketing support.
Email marketing platforms, if introduced in future.
These providers may process personal data on our behalf or in connection with the services they provide. We expect third-party providers to apply appropriate security, confidentiality and data protection standards.
We do not sell your personal data.
International transfers
Some of the systems and cloud-based providers we use may process or store personal data outside the UK.
Where this happens, we will take reasonable steps to ensure appropriate safeguards are in place to protect your personal data in line with UK data protection requirements.
Data storage and security
We take reasonable steps to protect personal data from loss, misuse, unauthorised access, disclosure, alteration or destruction.
Measures may include:
Password-protected systems.
Secure cloud-based storage.
Use of recognised software providers.
Limiting access to personal data to those who need it.
Using two-factor authentication where available.
Keeping coaching notes and client documents in secure digital systems.
Taking care when sharing information by email, cloud storage or online platforms.
No method of transmission or storage is completely secure, but we take privacy and confidentiality seriously and use appropriate measures for the nature and size of the business.
Data retention
We only keep personal data for as long as reasonably necessary for the purposes for which it was collected, including legal, accounting, insurance and professional obligations.
Typical retention periods are:
Coaching records and related client notes: up to 7 years after the end of the professional relationship.
Financial, accounting and tax records: up to 7 years.
Website enquiries and free resource sign-ups: normally up to 24 months after the last interaction, unless you become a client or ask us to delete your details sooner.
Marketing records: until you unsubscribe or withdraw consent.
Marketing consent and suppression records: retained for as long as necessary to evidence consent, withdrawal or your communication preferences.
Organisational training records, reports or feedback forms: retained for as long as necessary to deliver the service, evaluate the work and meet contractual, legal or insurance obligations.
We regularly review the data we hold and securely delete or anonymise information that is no longer needed.
Cookies and website analytics
Our website is built on Squarespace and may use cookies or similar technologies.
Some cookies are necessary for the website to work properly. Others, such as analytics or marketing cookies, may help us understand how visitors use the website and improve the content and user experience.
We may use Squarespace analytics and Google Analytics. We do not currently use Meta Pixel, LinkedIn Insight Tag or other advertising tracking tools.
Where required, we will ask for your consent before placing non-essential cookies or similar technologies on your device. You can manage cookies through your browser settings and through any cookie preference tool available on our website.
If you are unsure whether cookies are active on your device, you can check or change your browser settings at any time.
Your rights
Under UK data protection law, you have rights in relation to your personal data. These may include:
The right to be informed about how your personal data is used.
The right to access the personal data we hold about you.
The right to request correction of inaccurate or incomplete data.
The right to request deletion of your data in certain circumstances.
The right to restrict processing in certain circumstances.
The right to object to processing, including direct marketing.
The right to withdraw consent at any time where consent is the lawful basis.
The right to data portability in certain circumstances.
The right to complain to the Information Commissioner’s Office.
To exercise any of your rights, please email info@samanthaseaman.com.
We may need to verify your identity before responding to a request.
Complaints
If you have any concerns about how your personal data is handled, please contact us first so that we can try to resolve the matter.
Email: info@samanthaseaman.com
You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.
Information Commissioner’s Office
Website: www.ico.org.uk
Professional indemnity insurance
Samantha Seaman Coaching holds professional indemnity insurance. This supports our commitment to professional, ethical and accountable practice.
Personal data may be shared with insurers, legal advisers or professional advisers where necessary in connection with a complaint, dispute, claim, legal obligation or professional matter.
Supervision, mentoring and reflective practice
Samantha Seaman Coaching may receive coaching, mentoring, supervision or professional support as part of ongoing professional development.
Where client situations are discussed for supervision, mentoring or reflective practice, information will be anonymised wherever possible and shared only to the extent necessary for professional development, ethical practice or service improvement.
Automated decision-making
We do not use your personal data for automated decision-making or profiling that produces legal or similarly significant effects.
Updates to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, systems, legal obligations or data protection practices.
The latest version will be available on our website.
Contact
If you have any questions about this Privacy Policy or how your personal data is handled, please contact:
Samantha Seaman Coaching
Email: info@samanthaseaman.com
Website: www.samanthaseaman.com