Privacy policy
This policy explains what personal information I collect, why I need it, how I look after it, and what your rights are. I've tried to keep it short and in plain English. If anything isn't clear, email me at roy@roybankscoaching.com.
Who I am
Roy Banks Coaching is run by me, Roy Banks, as a sole trader in the UK. I'm the "data controller", which means I'm responsible for your personal information.
What I collect and why
When you book a free call. Bookings go through Google Calendar's appointment booking. It collects your name, email address and anything you choose to tell me. I use this to arrange and hold our call. The legal basis is taking steps, at your request, before we agree to work together.
When you email me. I keep your email address and our messages so I can reply and keep track of our conversation. The legal basis is my legitimate interest in answering enquiries.
If you become a client. I keep your contact details, my session notes, and anything you share about your work, wellbeing and neurodivergence. Some of this is health information, which the law treats as "special category" data. I only collect what's useful for our coaching. The legal basis is our coaching agreement, and your explicit consent for health information, which you can withdraw at any time.
If you use Access to Work. I'll need the details required for the application, invoicing and any reports the Department for Work and Pensions (DWP) asks for. I only share these with the DWP, and your employer where the scheme requires it, with your agreement.
Payments. I keep invoices and payment records because the law requires me to, for tax purposes.
This website
This site doesn't use cookies, analytics or tracking. Like all websites, the hosting company keeps basic technical logs, such as IP addresses, for security. The site's fonts are loaded from Google Fonts, which means Google receives your IP address when the page loads.
Who I share it with
I never sell your information or use it for marketing without asking. I only share it with:
- the services I use to run my business: Google (email, calendar and Google Meet video calls) and my website host, Netlify
- the DWP, if you're using Access to Work and have agreed
- your employer, only if you ask me to
- anyone I'm legally required to share it with, or if I believe you or someone else is at serious risk of harm
Some of these services may store data outside the UK. Where they do, they use legal safeguards approved under UK data protection law.
How long I keep it
- Enquiries that don't lead to coaching: deleted within 12 months.
- Client notes and records: kept for 2 years after our coaching ends, then securely deleted, unless we agree a different period together.
- Invoices and financial records: kept for as long as HMRC requires (at least 5 years after the 31 January tax return deadline for the tax year they relate to).
Keeping it safe
I store information in password-protected accounts with two-step verification turned on, and I only keep what I need.
Your rights
You have the right to:
- ask for a copy of the information I hold about you
- ask me to correct anything that's wrong
- ask me to delete your information
- ask me to limit how I use it, or object to how I use it
- withdraw your consent at any time
- ask for your information in a format you can take elsewhere
To do any of these, email roy@roybankscoaching.com. I'll reply within one month.
Making a complaint
If you're unhappy with how I've handled your information, please tell me first so I can put it right. You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.
Changes to this policy
If I change this policy, I'll update it here and change the date at the top.