Privacy Policy
Last updated: June 2025

Samantha Seaman Coaching is committed to protecting your privacy and ensuring you remain in control of your personal data. This privacy policy outlines how we collect, use, and store your data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Samantha Seaman Coaching is a mindset and performance coaching and training business based in the UK. We work with individuals and organisations to help unlock potential through coaching, workshops, and consultancy services.

Data Controller:
Samantha Seaman Coaching
Email: info@samanthaseaman.com
Website: www.samanthaseaman.com

2. What data we collect

We may collect and process the following types of personal data:

  • Name and contact details (email address, phone number, address)

  • Professional information (e.g. job title, employer)

  • Notes and content shared during coaching sessions

  • Payment information

  • Feedback, testimonials or responses to surveys

  • Website usage data (via cookies or analytics tools)

Sensitive (special category) data may be collected if you share information about your wellbeing, mental health, or other personal experiences during sessions. This data will only be collected with your explicit consent and used solely to support your coaching experience.

Sharing Data with Mindspan Global Ltd
Samantha Seaman is a licensed Mindspan coach and trainer, and therefore may share your personal information with Mindspan Global Ltd, for the purposes of training and development. Mindspan Global Ltd is also committed to data protection and complies with relevant UK data protection laws.

3. How we use your data

We use your personal data to:

  • Provide coaching and training services

  • Communicate with you about appointments and services

  • Manage payments and invoices

  • Evaluate and improve our services

  • Comply with legal and regulatory obligations

  • Share relevant resources, insights, or offers (if you’ve opted in to receive them)

4. Lawful bases for processing

We process your data under the following lawful bases:

  • Contractual obligation – to deliver coaching or consultancy services

  • Consent – for collecting and processing sensitive data

  • Legitimate interest – for internal business operations, record keeping, and service improvement

  • Legal obligation – for tax, insurance, or regulatory compliance

5. Data sharing and third parties

We do not sell your data.

We may share data with trusted third parties only when necessary, such as:

  • Professional bodies or insurers (for audit or compliance purposes)

  • Payment platforms (e.g. Stripe, PayPal)

  • HMRC or legal authorities, if legally required

We ensure that any third parties handling your data follow appropriate security and confidentiality standards.

6. Data retention

We retain personal data for as long as reasonably necessary for the purposes set out above. This typically includes:

  • Coaching records: 7 years after the end of our professional relationship (for insurance and legal reasons)

  • Financial records: 7 years for HMRC and tax purposes

  • Marketing communications: Until you unsubscribe or withdraw consent

We regularly review the data we hold and securely dispose of anything no longer needed.

7. Your rights

You have the following rights under the UK GDPR:

  • Right to access the data we hold about you

  • Right to request correction or deletion of your data

  • Right to restrict or object to processing

  • Right to withdraw consent at any time (where consent is the basis)

  • Right to data portability

  • Right to lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise any of your rights, please email info@samanthaseaman.com.

8. Security

We take your privacy seriously and use appropriate technical and organisational measures to safeguard your data, including:

  • Password-protected systems

  • Encrypted storage

  • Secure cloud-based software for coaching records and communications

Access to personal data is limited to authorised personnel only.

9. Cookies and website usage

Our website may collect standard internet log information and visitor behaviour details through cookies and analytics tools. This helps us understand how visitors use the website and improve the user experience.

You can control cookie settings via your browser.

10. Professional indemnity insurance

Samantha Seaman Coaching holds Professional Indemnity Insurance, which provides cover in the unlikely event of a professional dispute or claim. This is part of our ongoing commitment to ethical and accountable practice.

11. Updates to this policy

We may update this policy periodically. Any significant changes will be communicated via our website or by email if appropriate.

Contact us

If you have any questions or concerns about this policy or how your data is handled, please contact:

Samantha Seaman Coaching
Email: info@samanthaseaman.com
Website: www.samanthaseaman.com