Privacy and Cookie Policy
Last updated: October 2026
This policy tells you what to expect us to do with your personal information, how we use cookies on this website, and the rights you have.
1. Who we are and how to contact us
KL Neeson Coaching Ltd is the controller of your personal information. This means we decide how and why it is used.
KL Neeson Coaching Ltd
Registered in England and Wales, company number 15841678
Registered office: Hillview House, Billy Hill, Billy Row, County Durham, DL15 9SW
Email: [email protected]
2. What information we collect and why
To provide our coaching services
- Names and contact details
- Purchase or account history
- Payment details (including card or bank information for transfers and direct debits)
- Information you share with us during coaching, such as your work history, CV, career goals and circumstances
- Call recordings, where you have agreed to a session being recorded
To run client accounts, memberships and guarantees
- Names and contact details
- Payment details (including card or bank information for transfers and direct debits)
- Purchase history
- Account information, including registration details
- Marketing preferences
For service updates and marketing
- Names and contact details
- Marketing preferences
To deal with queries, complaints or claims
- Names and contact details
- Purchase or service history
- Client accounts and records
- Financial transaction information
- Correspondence
When you use our website and free tools
- Website usage information, such as pages visited and how you found us, collected through cookies (see Cookies)
- Information you enter into forms, such as booking or newsletter forms
- Text you type into the Career Language Translator is processed only in your own browser to show you results. It is not sent to us or anyone else, and it is not stored.
3. Sensitive information
Coaching sometimes involves talking about things like your health, wellbeing or burnout. The law treats health information as "special category" data, which needs extra protection.
We only record this kind of information if you choose to share it and give us your explicit consent. You do not have to share it, and you can withdraw your consent at any time by contacting us. It is used only to tailor your coaching and is never used for marketing.
4. Our lawful bases
Under UK data protection law, we must have a "lawful basis" for collecting and using your personal information. Which basis we rely on can affect which of your rights apply. You can find out more on the ICO's website.
| Purpose | Lawful basis |
|---|---|
| Providing coaching and memberships | Contract, so we can enter into or carry out our agreement with you. Legitimate interests, for the extra background you choose to share (such as location, area of work, length of service or family circumstances) so we can tailor your coaching. You can choose to withhold this information, knowing your coaching may be less tailored as a result. |
| Health or wellbeing information shared in coaching | Explicit consent. You can withdraw it at any time. |
| Client accounts, payments and guarantees | Contract, and legal obligation for keeping financial records. |
| Service updates and marketing | Consent. You can unsubscribe at any time using the link in our emails or by contacting us. |
| Queries, complaints and claims | Legitimate interests, so we can respond to you properly, and legal obligation where the law requires us to keep records. |
| Analytics and non-essential cookies | Consent, given through our cookie banner. |
We do not make decisions about you that have legal or similarly significant effects based solely on automated processing.
5. Where we get information from
- Directly from you
- From your use of our website, through cookies (where you have agreed)
- From booking and payment providers when you book or pay for a service
7. Information stored outside the UK
Some of our service providers store information outside the UK, for example in the United States. When this happens, we make sure appropriate safeguards are in place, such as the UK-US data bridge or the UK International Data Transfer Agreement or Addendum, so your information has the same level of protection as it would in the UK.
8. How long we keep information
- Marketing: until you unsubscribe or ask us to stop. You can opt out at any time using the link in our emails or by contacting us.
- Coaching records: as set out in our Coaching Client Agreement, documents relating to your coaching are kept digitally and securely for six months from your last session, so you can book further sessions if you wish. After that they are deleted, unless you ask us in writing to keep them.
- Financial records: invoices and payment records are kept for six years after the end of the financial year they relate to, because the law requires it.
- Session recordings: recordings stay in our secure Zoom cloud account for up to four weeks after each session, so you can watch them back. We also download a copy, which we keep securely until our coaching agreement with you ends and then delete.
- Enquiries from people who do not become clients: three months from our last contact, after which they are securely deleted or destroyed. If you have also signed up to our emails, we keep your contact details for that purpose until you unsubscribe.
9. Your data protection rights
Depending on our lawful basis, you have the right to:
- Access your information and receive a copy of it
- Rectification, to correct information that is inaccurate or incomplete
- Erasure, to ask us to delete your information
- Restrict how we use your information
- Object to us using your information, including for direct marketing
- Data portability, to ask us to transfer the information you gave us to you or another organisation
- Withdraw consent at any time, where we rely on consent
To make a request, email [email protected]. We will respond without undue delay and within one month. If we need you to clarify your request, the one-month period starts once we receive your clarification. We will carry out reasonable and proportionate searches for your information.
You can read more about your rights on the ICO's website.
11. How to complain
If you have any concerns about how we use your personal information, please tell us first by emailing [email protected] with "Data protection complaint" in the subject line.
We will acknowledge your complaint within 30 days, look into it without undue delay, keep you updated, and tell you the outcome.
If you are still unhappy, you can complain to the Information Commission's Office (ICO), the UK's data protection regulator:
Information Commission's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: ico.org.uk/make-a-complaint
12. Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated at the top.