Privacy Policy

1. Contact details

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Email: rebecca@kindercoaching.co.uk

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2. What information we collect, use, and why

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We collect or use the following information to provide patient care, services, pharmaceutical products and other goods:

• Name, address and contact details​

• Date of birth

• Next of Kin details including any support networks

• Emergency contact details

• Health information (including medical conditions, allergies, medical requirements and medical history)

• Information about care needs (including disabilities, home conditions, medication and dietary requirements and general care provisions)

• Records of meetings and decisions

• Call recordings

We collect or use the following personal information for patient app or portal functionality:

• Names and contact details

• Account information, including registration details

• Marketing preferences

We collect or use the following personal information for information updates, marketing or market research purposes:

• Names and contact details

• Marketing preferences

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3. Lawful bases and data protection rights

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Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.

• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.

• Your right to object to processing -You have the right to object to the processing of your personal data. Read more about the right to object to processing.

• Your right to data portability
  Read more about the right to data portability. - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
   

If you make a request, we must respond to you without undue delay and in any event within one month. To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

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4. Our lawful bases for the collection and use of your data

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Our lawful bases for collecting or using personal information to provide patient care, services, pharmaceutical products and other goods are:

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• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legitimate interests - we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 

  • At Kinder Coaching, we collect and use personal information to deliver high-quality patientcare, coaching services, and relevant health resources to parents and families. This processing is necessary to: - Provide tailored coaching, advice, and support based on each client’s individual needs and circumstances. - Ensure the safety and wellbeing of clients and their children by using accurate health and developmental information. - Maintain accurate records for ongoing support, safeguarding, and professional accountability. - Communicate effectively with clients regarding appointments, resources, and follow-up care. - Improve our services through feedback and outcome tracking, always in a way that protects client confidentiality. We believe this use of personal information is legitimate and necessary because it enables us to offer evidence-based, compassionate support that is responsive to each family’s unique situation. The benefits include access to personalized care, improved parenting confidence, and better health and wellbeing outcomes for families. We carefully consider and minimize any risks to clients’ privacy. We do not collect more information than necessary and never use personal data in ways that would unfairly impact our clients’ rights or interests. All information is handled in strict confidence, in line with professional standards and legal requirements. Clients’ interests, dignity, and privacy are always put first, and they have the right to access, correct, or request deletion of their information at any time.​
     

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

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Our lawful bases for collecting or using personal information for patient app or portal functionality are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. 

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 

  • We process personal information when it is necessary for our legitimate interests—for example, to improve our services, personalise support, and ensure client safety—while always respecting the rights and expectations of our clients.
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For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
 

Our lawful bases for collecting or using personal information for information updates, marketing or market research purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 

  • We may process personal information for market research or to provide important service updates where it is in our legitimate interest to improve our services or keep clients informed, provided this does not override their rights and expectations.
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For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

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5. Where we get personal information from

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• Directly from you

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6. How long we keep information

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We only keep your personal information for as long as necessary. Our standard retention periods are:

 

• Client records (notes, contacts) - 7 years after last contact

• Email addresses for marketing - Until you unsubscribe or withdraw consent

• Financial records (invoices, payments) - 6 years (required by law)

• Workshop/course attendance records - 3 years after the event

After this, your information will be securely deleted or anonymised.

 

Who we share information with​

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Others we share personal information with:

• Other health providers (eg GPs and consultants)

• Organisations we need to share information with for safeguarding reasons

• Emergency services

• Organisations we’re legally obliged to share personal information with

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Duty of confidentiality 

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We are subject to a common law duty of confidentiality. However, there are circumstances where we will share relevant health and care information. These are where:

• you’ve provided us with your consent (we have taken it as implied to provide you with care, or you have given it explicitly for other uses); 

• we have a legal requirement (including court orders) to collect, share or use the data;

• on a case-by-case basis, the public interest to collect, share and use the data overrides the public interest served by protecting the duty of confidentiality (for example sharing information with the police to support the detection or prevention of serious crime); 

• If in England or Wales – the requirements of The Health Service (Control of Patient Information) Regulations 2002 are satisfied; or

• If in Scotland – we have the authority to share provided by the Chief Medical Officer for Scotland, the Chief Executive of NHS Scotland, the Public Benefit and Privacy Panel for Health and Social Care
  or other similar governance and scrutiny process.

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7. Sharing information outside the UK

Where necessary, we will transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above. 

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Organisation name: WIX
Category of recipient: Website Provider

Country the personal information is sent to: US
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)

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8. How to complain

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If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

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The ICO’s address:
 

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

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint

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