Privacy Policy
Last update: May 2026
Keeping it simple!
This policy explains what information I collect, why I collect it and how I look after it.
When you contact Gill Caleary Coaching, whether through this website, email, social media, a referral or a recommendation, I only collect the information I need to respond to your enquiry and provide coaching and related services.
Typically, this will include your name, email address and telephone number.
If we decide to work together, I may collect additional information necessary to deliver coaching services, arrange appointments, issue invoices and manage our working relationship.
For corporate work, additional business information may be required, such as company details, billing information and contact details for coaching participants.
I take confidentiality seriously. Information shared with me will never be sold, rented or shared for marketing purposes.
As an EMCC-accredited coach, I work in accordance with recognised professional and ethical standards, “The Global Code of Ethics”, and am committed to handling personal information responsibly and respectfully.
The formal information required under UK data protection legislation is set out below.
Who We Are
Gill Caleary Coaching is a trading name of Out Fox Commercial Limited.
For the purposes of UK data protection legislation, Out Fox Commercial Limited acts as the Data Controller.
Registered Office:
15 Woodhorn Gardens, Wideopen, Newcastle, NE13 6AG
Email:
gill@gillcalearycoaching.co.uk
Website:
www.gillcalearycoaching.co.uk
Information We Collect:
Depending on how you engage with us, we may collect:
Personal Information
Name
Email address
Telephone number
Postal address (rarely required)
This is the only personal data you need to provide to strike up a conversation and begin coaching or discussion about any other work.
Invoicing
All invoicing will come from Out Fox Commercial Limited which is the financial hub of the business. Invoices will be clearly identified as Gill Caleary Coaching with clear payment terms.
Accepting an invoice for payment and making payment in any form indicates agreement to Terms & Conditions and this Privacy Policy.
If work requires a quote or proposal it will include a Brief and Terms & Conditions.
Corporate Work
If things go well and we decide to work together there will be a robust agreement. To create a quote, invoice or contract, you will have to share additional info such as Company Name, Registered Address, VAT No and Company No.
If engaging directly with employees we will need the email address and telephone numbers of these employees. When we work together your private business information is exactly that – private! You can share files with Gill in any way you feel comfortable and secure, knowing there is strong confidentiality agreement, and that sensitive data is stored securely. Trust is the most important part of our working relationship and Gill takes it very seriously.
When our project has come to an end Gill will securely destroy all the data and information you have sent or shared or return it to you if you wish. It will be completely wiped from all electronic equipment and shredded if in hard copy. There are some things such as agreements and invoices that need to be kept for 6 years to comply with accountancy practices, but this data is very minimal and limited to business name, address, VAT No, Company No, email and telephone number.
Service Information:
There will be additional information you naturally choose to share during and in service of coaching enquiries, chemistry conversations, coaching sessions, team coaching assignments, workshops, facilitation assignments, retreats, speaking engagements, event registrations, This is treated with the same confidentiality. See T&C’s.
Financial Information
Billing information required for invoicing and payment processing.
Payment card information is not stored by Gill Caleary Coaching and is handled by authorised third-party payment providers.
How We Collect Information
Information may be collected through:
Website enquiry forms
Newsletter sign-up forms
Event registrations
Email correspondence
Telephone calls
Video meetings
Social media messages
Coaching sessions
Subscription platforms
Direct conversation
How We Use Your Information
We use personal information to:
Respond to enquiries
Deliver coaching and related services
Arrange appointments
Manage client relationships
Issue invoices and receive payment
Meet legal and regulatory obligations
Maintain business records
Improve services and client experience
The lawful bases for processing include:
Contractual necessity
Legitimate interests
Legal obligations
Consent (where applicable)
Coaching Confidentiality
Coaching conversations are treated as confidential.
Information disclosed during coaching will not be shared without permission except where:
Required by law;
There is a serious concern regarding the safety or wellbeing of yourself or another person;
Disclosure is otherwise legally required.
Where coaching is commissioned by an organisation, confidentiality arrangements will be discussed and agreed at the outset of the engagement.
Coaching Notes
Gill may make brief handwritten notes during or following coaching sessions.
These notes are intended solely as memory prompts, to support continuity between sessions, personal reflection, professional supervision and the ongoing delivery of coaching services.
Coaching notes are not intended to be verbatim records of conversations and do not constitute formal client records. Reasonable steps are taken to store coaching notes securely and confidentially.
Professional Supervision
As part of maintaining professional standards and continuing professional development, Gill may discuss coaching work within a confidential professional supervision relationship.
Any such discussions are conducted in a manner that protects client confidentiality and privacy.
Recording, Transcription & Artificial Intelligence
Gill Caleary Coaching does not routinely record coaching sessions or use artificial intelligence systems to process coaching conversations, transcripts or coaching notes.
We do not support or agree to any clients using recording, transcription or AI-assisted note-taking tools. Any exceptions must be discussed and agreed in writing in advance (Clients remain responsible for how recordings, transcripts, summaries or outputs generated by third-party AI tools are stored, shared and used).
From time to time, technology tools, including AI-assisted tools, may be used for administrative tasks, scheduling, business operations, content creation or document drafting. Where such tools are used, reasonable care will be taken to protect confidentiality and personal information.
We write and post content and blogs on line about common coaching topics, dilemmas, frameworks and models. These are always generic and never have a particular client in mind or personalised.
Sensitive coaching information will not knowingly be shared with AI systems unless appropriate safeguards are in place and there is a lawful basis for doing so.
Special Category Data
Coaching conversations may occasionally involve sensitive personal information relating to health, wellbeing or other matters classified as Special Category Data under UK GDPR.
Where such information is processed, it will be handled sensitively, securely and only where necessary for the provision of coaching services.
Sharing Information
We do not sell, rent or trade personal information.
We may share information with trusted service providers who support the operation of the business, including:
Accountancy providers
Email providers
Website hosting providers
Video conferencing platforms
Scheduling systems
Payment processors
Cloud-based business software providers
These providers are required to maintain appropriate security and confidentiality standards.
Data Security
Reasonable technical and organisational measures are used to protect personal information from unauthorised access, misuse, disclosure, alteration or loss.
These measures may include:
Password-protected devices and systems
Restricted access to information
Secure software providers
Appropriate physical security measures
Regular review of data retention and storage practices
How Long We Keep Information
Enquiry information that does not result in a coaching relationship is typically retained for up to 18 months.
Client records, invoices and financial information may be retained for up to 6 years following the end of our working relationship in order to meet legal, regulatory and accounting obligations.
Information will be securely deleted or destroyed when no longer required.
International Transfers
Where personal information is processed using providers located outside the United Kingdom, reasonable steps will be taken to ensure appropriate safeguards are in place in accordance with UK GDPR requirements.
Your Rights
Under UK data protection legislation, you have the right to:
Access your personal information
Correct inaccurate information
Request deletion of information
Restrict processing
Object to processing
Request transfer of information where applicable
Withdraw consent where consent is relied upon
To exercise any of these rights, please contact us using the details above.
We may ask you to verify your identity before responding to a request.
Cookies
This website uses cookies and similar technologies to improve user experience and understand how visitors use the website.
Cookie preferences can be managed through your browser settings.
Changes To This Policy
This Privacy Policy may be updated from time to time.
The latest version will always be available on this website.
Full Terms & Conditions are here……
Continued use of this website or our services constitutes acceptance of the current version of this Privacy Policy.
Purpose
This website, its content (including blogs, posts, videos, and downloads and the likes host on this website or other platforms), and any external posts by Gill are offered for general information and educational purposes only.
Although Gill is a professionally qualified and accredited coach, she is not a licensed therapist, counsellor, or medical professional. Her work is not a substitute for medical, therapeutic, or psychological advice. If you’re experiencing mental health difficulties, please reach out to a qualified professional.
Gill Caleary Coaching a trading name of Out Fox Commercial Limited (‘we’ or ‘us’ or ‘our’) gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and laws. This notice provides you with the necessary information.