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Privacy & Cookies Policy

Last updated: 14 January 2025

This Privacy & Cookies Policy explains how Inner Solution Life Coaching Ltd ("we", "us", or "our") collects, uses, and protects your information when you use our website at https://innersolutionsltd.co.uk/. It also describes our approach to cookies and similar technologies. By using our website, you agree to the practices described in this policy.

1. Personal Data We Collect

Direct Collection via Website:

  • Our website does not directly collect personal data through forms or user accounts
  • If you contact us via email or telephone, the information you provide (such as your name, email address, and phone number) will be collected and stored securely in accordance with our professional obligations and data protection laws

Appointment Booking (Calendly):

  • When you book a discovery call or consultation through our online booking system (provided by Calendly), you will be asked to provide:
    • Your name
    • Your email address
    • Your preferred appointment time
    • Optionally, a message about your requirements
  • This information is collected and processed by Calendly (a third-party service provider) on our behalf
  • By booking an appointment, you are sharing this information with both us and Calendly

Technical Data:

  • When you use the Calendly booking widget on our website, Calendly may collect technical information through cookies (see Section 4 below)
  • We do not otherwise collect technical information such as your IP address, browser type, or device information through our website

2. How We Use Your Information

Contact Information:

When you contact us directly via email or phone, we use your information to:

  • Respond to your enquiries about our services
  • Arrange discovery calls or initial consultations
  • Communicate with you about coaching, counselling, or training services

Appointment Information:

Information collected through Calendly is used to:

  • Schedule and manage your appointments
  • Send you appointment confirmations and reminders
  • Prepare for your consultation or discovery call
  • Follow up after your appointment if needed

Client Information:

For clients who engage our services, information shared during sessions is:

  • Treated as strictly confidential in accordance with BACP, ACCHP, and NCIP ethical frameworks
  • Used solely for the purpose of providing effective coaching, counselling, and training support
  • Stored securely and retained only as long as necessary for professional and legal requirements

We do not use your information for marketing purposes or share it with third parties except as described in Section 9 below.

3. Legal Basis for Processing

We process your data based on:

Consent:

  • When you contact us or book an appointment, you provide explicit consent for us to use your information
  • When using Calendly, you consent to your data being processed by Calendly as our processor

Contractual Necessity:

  • To fulfil our obligations when providing coaching, counselling, or training services to you

Legitimate Interests:

  • To respond to enquiries and manage our professional practice effectively
  • To provide appointment scheduling services through our booking system

Legal Obligations:

  • To comply with professional regulatory requirements and legal obligations, including safeguarding responsibilities where applicable

4. Cookies and Tracking Technologies

Our Website:

The website itself does not use cookies, tracking pixels, or analytics tools. Your browsing of our main website pages is completely private.

Calendly Booking Widget:

When you interact with the appointment booking system on our website, Calendly (our third-party booking service provider) uses cookies:

Types of Cookies Used by Calendly:

  • Session Cookies: Temporary cookies that maintain your booking session and ensure the scheduling process works properly
  • Persistent Cookies: Longer-lasting cookies that remember your preferences and improve your booking experience
  • Analytics Cookies: Calendly uses tools like Google Analytics to understand how the booking system is used

Cookie Consent:

When you first interact with the Calendly booking widget, you may see a cookie consent banner (depending on your location). You can:

  • Accept cookies to use the full functionality of the booking system
  • Manage your cookie preferences through your browser settings
  • Schedule appointments without accepting persistent cookies (though this may limit some functionality)

Managing Cookies:

You can control cookies through your browser settings. Please note that blocking cookies may affect your ability to use the appointment booking system. For more information about Calendly's use of cookies, please visit: https://calendly.com/legal/privacy-notice

5. Third-Party Service Providers

Calendly:

We use Calendly as our appointment scheduling platform. When you book an appointment:

  • You are the "data subject"
  • We are the "data controller" (responsible for how your data is used)
  • Calendly is the "data processor" (processing data on our behalf according to our instructions)

What Calendly Does:

  • Provides the booking interface on our website
  • Stores your appointment information securely
  • Sends automated email confirmations and reminders
  • May use analytics to improve their service

Data Transfers:

  • Calendly is a US-based company, meaning your appointment data may be transferred to and stored in the United States
  • Calendly complies with the EU-U.S. Data Privacy Framework and uses Standard Contractual Clauses for data transfers
  • For more information, see Calendly's privacy notice: https://calendly.com/legal/privacy-notice

Other Third Parties:

We do not share your data with any other third parties except:

  • Where required by law or court order
  • Where necessary to comply with professional regulatory requirements
  • In circumstances of safeguarding or risk of serious harm, as outlined in professional ethical frameworks

6. Data Security

We take data security seriously and implement appropriate measures to protect your information:

For Contact and Appointment Information:

  • Email communications are handled securely
  • Appointment information is stored in Calendly's secure, encrypted systems
  • Contact details are stored in password-protected systems
  • Access is limited to authorised personnel only

For Client Information:

  • All client records are stored securely in accordance with professional standards
  • We use encrypted systems where appropriate
  • Physical records (if any) are kept in secure, locked storage
  • We maintain strict confidentiality protocols as required by our professional bodies

However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

7. Data Retention

Appointment Enquiries:

  • Appointment booking information is retained for the purpose of managing your appointments and our professional records
  • If you do not proceed with services, your appointment information may be retained for up to 12 months for our business records

Client Records:

  • Client information is retained in accordance with professional guidelines from BACP, ACCHP, and NCIP
  • Typically, records are kept for a minimum period as required by our professional insurance and regulatory obligations (usually 7 years from the end of therapy)
  • After the retention period, records are securely destroyed

8. Your Rights

Under UK data protection law (UK GDPR), you have the right to:

  • Access: Request a copy of the personal data we hold about you
  • Rectification: Request correction of inaccurate or incomplete data
  • Erasure: Request deletion of your data (subject to professional retention requirements)
  • Restriction: Request limitation of how we process your data
  • Objection: Object to processing based on legitimate interests
  • Portability: Request transfer of your data to another provider (where applicable)
  • Withdraw Consent: Withdraw consent at any time (where processing is based on consent)

Exercising Your Rights with Calendly Data:

For appointment data held by Calendly, you can:

  • Access your data through your Calendly account (if you created one)
  • Request that we delete your appointment information
  • Contact Calendly directly at privacy@calendly.com

To exercise your rights regarding data we hold, please contact us using the details in Section 12 below. Please note that some rights may be limited by our professional and legal obligations to maintain certain records.

9. International Data Transfers

When you book an appointment through Calendly, your personal data may be transferred to and stored in the United States. These transfers are protected by:

  • The EU-U.S. Data Privacy Framework
  • Standard Contractual Clauses approved by the European Commission
  • Calendly's commitment to GDPR compliance

For more information about Calendly's data protection measures, visit: https://help.calendly.com/hc/en-us/articles/360007032633-GDPR-FAQs

10. Children's Privacy

Our services are intended for adults aged 18 and over. We do not knowingly collect personal information from individuals under 18 years of age through our website or booking system.

11. Changes to This Policy

We may update this Privacy & Cookies Policy from time to time to reflect changes in our practices, legal requirements, or service providers. Any changes will be posted on this page with the updated date. We encourage you to review this policy periodically.

12. Contact Us

If you have any questions about this policy, wish to exercise your data protection rights, or have concerns about how your data is handled, please contact us at:

Inner Solution Life Coaching Ltd
annette@Innersolutionsltd.co.uk
Suites C, D, E, F, 14th Floor
The Plaza, Old Hall Street
Liverpool, United Kingdom
L3 9QJ

13. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire
SK9 5AF

Telephone: 0303 123 1113
Website: https://ico.org.uk/

Important Notice About Third-Party Services

By using the appointment booking feature on our website, you acknowledge that your information will be processed by Calendly, a US-based service provider. We have taken steps to ensure Calendly meets appropriate data protection standards, but you should review their privacy policy if you have specific concerns about how they handle your data.