Pace and Presence Health Coaching
Privacy Notice
Who are we and what do we do?
Pace and Presence Health Coaching provides 1:1 online health coaching services to support clients in reaching their health-related goals through sustainable lifestyle change.
Pace and Presence Health Coaching gathers and processes personal information in accordance with this privacy notice and in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and any other relevant data protection legislation. This notice provides the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data, with whom we may share that information and how we keep it secure.
We are happy to provide any additional information or explanation needed. Any requests for this should be sent to our Data Controller:
Jessica Dean, Pace and Presence Health Coaching
Email: jess@paceandpresence.co.uk
Phone: 07703 983190
We keep our Privacy Notice under regular review (last reviewed 12/5/2026).
What information is being collected?
Pace and Presence Health Coaching processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.
The types of personal data we may collect include:
• Identity and contact information: name, email address, phone number
• Health and lifestyle information provided during coaching (see special category data section below)
• Payment information: bank account details shared directly with us for the purpose of arranging payment by bank transfer. We do not collect or process card or payment details through this website.
• Technical data: IP address, browser type, device information, pages visited, session duration
• Communications: emails, messages, feedback and notes from coaching sessions
• Newsletter subscription: email address if you sign up to our mailing list
• Booking information: appointment details submitted via our online booking system
Special Category (Health) Data
As a provider of health coaching services, we collect and process information about your health, wellbeing, stress levels, energy, sleep, nutrition and lifestyle. Under UK GDPR, this type of information is classified as 'special category data' and requires a higher level of protection.
We will only process your health-related information with your explicit consent, which you will be asked to provide before we begin working together (typically through our coaching agreement and intake forms). You have the right to withdraw this consent at any time, although this may affect our ability to continue providing the coaching service.
We treat all health information with strict confidentiality and take extra care to ensure it is kept secure.
How is the information being collected?
You provide us with personal data in the following ways:
• Via the contact and enquiry forms on our website
• By booking a complimentary Reclaim & Rebalance Call through our online booking system or signing up to a paid coaching programme
• By signing up to our newsletter
• Through our coaching agreement and pre- and post-coaching intake forms
• During coaching sessions (held online), via email or telephone
• By making a payment for a coaching programme
We also collect certain technical data automatically when you visit our website (see Cookies and Analytics section below).
How will we use Your Personal Data?
Pace and Presence Health Coaching takes your privacy very seriously and will never disclose, share or sell your data without your consent, unless required to do so by law. We only retain your data for as long as is necessary and for the purposes specified in this notice.
The purposes and legal bases for processing your personal data are:
• To deliver coaching services to you - lawful basis: performance of a contract
• To process your health and wellbeing information during coaching - lawful basis: your explicit consent
• To fulfil our legal obligations for business accounting and record keeping - lawful basis: legal obligation
• To send you our newsletter and marketing updates where you have opted in - lawful basis: consent (you may withdraw at any time)
• To respond to your enquiries - lawful basis: legitimate interests
• To improve our website and services using aggregated, anonymised analytics data - lawful basis: legitimate interests
• To comply with any applicable laws and regulations - lawful basis: legal obligation
Who will your data be shared with?
We will keep information about you confidential. We will only disclose your information to third parties with your express consent, with the exception of the following categories:
• Our technology and service providers who process data on our behalf (see Third-Party Processors below)
• Our bookkeeper or accountant, on the understanding that they keep the information confidential
• Anyone to whom we may transfer our rights and duties under any agreement we have with you
• Regulatory bodies where we have a legal or professional obligation to do so (e.g. CNHC, HMRC)
• Law enforcement or crime prevention agencies where required by law
Third-Party Data Processors
We use the following third-party platforms and services to operate our business. Each acts as a data processor on our behalf:
• Squarespace (squarespace.com) - hosts our website and stores enquiry and contact form submissions. No payments are processed through Squarespace. Data may be stored on servers in the US. Squarespace is certified under the EU-US Data Privacy Framework and complies with UK GDPR requirements.
• Acuity Scheduling - used to manage appointment bookings. Processes your name, email and booking details.
• Squarespace Email Campaigns - used to manage our mailing list and send newsletters to subscribers who have opted in. Data is stored in accordance with Squarespace's privacy policy and UK GDPR requirements.
• Bookkeeper/accountant - may access financial transaction data for accounting purposes under a confidentiality agreement.
All our third-party processors are required to handle your data securely and in accordance with UK GDPR.
Transfers Outside the UK
Some of the third-party services we use (including Squarespace) may store or process data on servers located outside the UK or European Economic Area (EEA). Where this is the case, we ensure that appropriate safeguards are in place - such as Standard Contractual Clauses or equivalent mechanisms approved by the UK Information Commissioner's Office - to protect your data to the same standard required under UK GDPR.
What are your Rights?
You have the right to access any personal information that Pace and Presence Health Coaching processes about you and to request information about:
· What personal data we hold about you.
· The purposes of the processing.
· For how long we intend to store your personal data.
If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.
You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to unsubscribe to any direct marketing from us.
Cookies and Analytics
Our website uses cookies - small text files stored on your device - to help the site function and to understand how visitors use it.
We use the following types of cookies:
• Essential / technical cookies: required for the website to function properly (e.g. session management, form functionality). These do not require your consent.
• Analytics cookies: used by Squarespace Analytics to collect anonymised information about how visitors use our site, such as pages visited and time spent. This helps us improve our website. These cookies are only placed with your consent.
• Marketing / social media cookies: if you interact with our social media links (Instagram, Facebook) or if we use Meta Pixel, these may set cookies to track engagement. These are only placed with your consent.
When you first visit our website you will be asked to consent to non-essential cookies. You can change your cookie preferences at any time via the cookie settings on our site, or by adjusting your browser settings. To learn more about cookies, visit www.allaboutcookies.org.
Newsletter and Marketing
If you sign up to our newsletter via the subscription form on our website, we will use your email address to send you updates, health tips and information about our services. We will only contact you for marketing purposes where you have given your explicit consent.
You can unsubscribe at any time by clicking the unsubscribe link in any email we send, or by contacting us at jess@paceandpresence.co.uk. Once you unsubscribe, we will remove your details from our mailing list promptly.
What Are Your Rights?
Under UK GDPR, you have the following rights in relation to your personal data:
• Right of access: to request a copy of the personal data we hold about you
• Right to rectification: to ask us to correct any inaccurate or incomplete data
• Right to erasure ('right to be forgotten'): to ask us to delete your data where there is no longer a lawful reason to hold it
• Right to restrict processing: to ask us to limit how we use your data in certain circumstances
• Right to data portability: to receive your data in a structured, commonly used format
• Right to object: to object to us processing your data on the basis of legitimate interests
• Right to withdraw consent: where processing is based on consent (including for health data and marketing), you may withdraw consent at any time
To exercise any of these rights, please contact our Data Controller at jess@paceandpresence.co.uk. We will respond within one month of receiving your request.
How Long Do We Keep Your Data?
Pace and Presence Health Coaching only ever retains personal information for as long as is necessary and for the purposes for which it was collected.
• Client data (coaching records, intake forms, session notes): retained for the duration of the coaching relationship and for 7 years thereafter, in line with standard business and legal record-keeping requirements
• Financial records (invoices, bank transfer records): retained for 7 years in accordance with HMRC requirements
• Enquiry / contact form data: retained for up to 12 months, or until you unsubscribe from any follow-up communications
• Newsletter subscriber data: retained until you unsubscribe
• Technical / analytics data: retained in anonymised, aggregated form in accordance with Squarespace's data retention policy
What safeguards are in place to keep my data secure?
Pace and Presence Health Coaching only uses information that may identify you in accordance with GDPR. This requires us to process personal data only if there is a legitimate basis for doing so and that any processing must be fair and lawful.
Pace and Presence Health Coaching takes every reasonable measure to protect and secure your personal data, including:
• Restricted access to personal data - only Jessica Dean and authorised contractors can access it
• IT authentication, firewalls and anti-virus/malware protection
• Encryption of data held on devices such as laptops
• Use of secure, reputable third-party platforms (Squarespace) that maintain their own security certifications
Pace and Presence Health Coaching is registered with the Information Commissioner's Office (ICO) as a data controller. A copy of the registration is available through the ICO website (search by business name).
Links to Other Websites
Our website may contain links to other websites. Once you leave our site, we have no control over those websites and are not responsible for their privacy practices. We encourage you to read the privacy policy of any external website you visit.
Complaints
Pace and Presence Health Coaching only processes your personal information in compliance with this privacy notice and in accordance with UK data protection law. If you wish to raise a concern about how we have handled your data, please contact us in the first instance:
Jessica Dean, Data Controller
Email: jess@paceandpresence.co.uk
We will do our best to resolve any concern promptly. If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
Information Commissioner's Office
Website: www.ico.org.uk
Helpline: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF