Privacy Policy
Thank you for trusting Squiggly Minds with information about you. We take that trust seriously.
This Privacy Policy explains what personal information we collect, how and why we use it, who we may share it with, how long we keep it, and the rights you have under UK data protection law.
We have written this in plain English wherever possible, so you can understand what happens to your information and why.
1. Who We Are
Squiggly Minds is the data controller for the personal information described in this Privacy Policy. This means we are responsible for deciding how and why your personal information is used.
If you have a question about this Privacy Policy or how your personal information is used, please contact us at hello@squigglyminds.co.uk .
2. Who This Privacy Policy Applies To
This Privacy Policy applies to personal information we collect and use about:
- people who visit or interact with our website;
- people who contact us by email, telephone, contact form, social media or another channel;
- people who enquire about coaching or book a discovery call;
- current and former coaching clients;
- people who book or pay for coaching services;
- people who subscribe to communications or resources where these are offered;
- suppliers and professional contacts; and
- people who interact with Squiggly Minds on social media.
3. The Personal Information We Collect
The information we collect depends on how you interact with Squiggly Minds.
| Type of information | Examples |
|---|---|
| Identity and contact information | Your name, email address, telephone number, address where relevant, and other contact details. |
| Enquiry information | Information you provide when you contact us, complete a form, ask a question or enquire about coaching. |
| Booking information | Appointment details, session type, date and time, booking history and information needed to arrange your sessions. |
| Coaching information | Information you choose to share as part of the coaching relationship, including coaching notes, goals, reflections, questionnaires, psychometric information and session-related records where used. |
| Financial and transaction information | Payment status, transaction records, invoices and limited payment information provided by our payment providers. We do not normally receive or store your full card details. |
| Communications | Emails, messages, call information, feedback, complaints and records of our communications with you. |
| Website and technical information | Information such as IP address, device information, browser type, pages viewed and website analytics, subject to your cookie choices where consent is required. |
4. Health and Other Sensitive Information
Because Squiggly Minds provides ADHD and neurodivergent coaching, you may choose to share information relating to your health, neurodivergence, ADHD, mental health, wellbeing, medication or other personal circumstances.
Health information is treated as special category personal data under UK data protection law and receives additional protection.
We only ask for or use sensitive information where it is relevant to the coaching relationship or another legitimate and lawful purpose.
We aim to collect only the information reasonably needed for that purpose and protect it with appropriate safeguards.
Where special category information is processed, we will identify an appropriate lawful basis under UK GDPR together with an appropriate condition for processing special category data.
Where explicit consent is relied upon, you may withdraw that consent at any time. Withdrawal does not affect processing that was lawful before consent was withdrawn.
5. How We Collect Personal Information
We may collect personal information:
- directly from you when you contact us;
- when you complete a website or enquiry form;
- when you book a discovery call or coaching session;
- during the coaching relationship;
- when you email, telephone or message us;
- when you interact with us on social media;
- through booking and payment platforms;
- through questionnaires or coaching tools where used; and
- automatically through our website and cookies where applicable.
6. How and Why We Use Your Information
We only use personal information where we have a lawful reason to do so. The main purposes are set out below.
| Purpose | What this means | Usual lawful basis |
|---|---|---|
| Responding to enquiries | Replying to questions, discussing coaching and arranging discovery calls. | Legitimate interests and steps before entering into a contract. |
| Managing bookings | Arranging, confirming, changing and administering coaching appointments. | Contract and steps before entering into a contract. |
| Providing coaching | Delivering coaching sessions and maintaining appropriate coaching records. | Contract and legitimate interests. |
| Payments and accounting | Processing payments, keeping transaction records and meeting accounting and tax requirements. | Contract, legal obligation and legitimate interests. |
| Communication | Communicating with you before, during and after the coaching relationship where appropriate. | Contract and legitimate interests. |
| Website improvement | Understanding website performance and improving the experience for visitors. | Legitimate interests and consent where required for cookies or similar technologies. |
| Legal and business protection | Managing complaints, legal claims, security issues and protecting our rights. | Legal obligation and legitimate interests. |
Where we rely on legitimate interests, we consider whether our use of your information is necessary, proportionate and compatible with your rights and reasonable expectations.
7. Coaching Records
Information relating to your coaching may include session notes, goals, reflections, questionnaires, psychometric information or other information relevant to the coaching process.
We aim to keep coaching records proportionate and limited to what is useful or necessary for the coaching relationship.
Coaching information is treated confidentially, subject to the circumstances described in the Coaching Agreement and any legal requirement to disclose information.
8. Email and Marketing Communications
If you choose to subscribe to marketing emails, updates, resources or similar communications, we may use your contact information to send them to you.
Where consent is required, we will only send marketing after you have chosen to receive it.
You can unsubscribe from marketing communications at any time using the unsubscribe option provided or by emailing hello@squigglyminds.co.uk .
We do not sell, rent or trade our mailing list.
9. Website, Cookies and Analytics
Our website uses cookies and similar technologies. Some are required for the website to work properly. Others may help us understand how visitors use the website and improve its performance.
Where consent is required for analytics or other non-essential technologies, we will ask for your choice through our cookie banner or consent management tool.
You can find more information and change your choices in our Cookie Policy.
10. Social Media
Squiggly Minds may use social media platforms to share information, resources and updates.
If you interact with our pages, posts, comments or messages, we may be able to see information associated with your profile and keep a record of our interaction where appropriate.
Social media providers process information for their own purposes too. Their privacy notices explain how they use your information when you use their services.
11. Who We Share Information With
We may use trusted third-party services to operate Squiggly Minds and provide coaching services.
These may include:
- website hosting and website service providers;
- email and communication providers;
- booking and scheduling platforms;
- video meeting platforms such as Zoom;
- payment providers such as Stripe;
- cloud storage and productivity providers;
- accountants, insurers and professional advisers;
- coaching or psychometric platforms where relevant;
- professional accreditation bodies where legitimately required; and
- regulators, courts, law enforcement or other authorities where disclosure is legally required.
We only share personal information where there is a proper reason to do so and expect service providers handling information for us to protect it appropriately.
We do not sell your personal information.
12. International Transfers
Some technology providers used by Squiggly Minds may process or store personal information outside the United Kingdom.
Where personal information is transferred internationally, we take reasonable steps to ensure an appropriate legal mechanism or safeguard is in place as required by UK data protection law.
Depending on the provider and destination, this may include UK adequacy regulations, approved contractual safeguards or another mechanism permitted under UK law.
13. How We Keep Information Secure
We take reasonable technical and organisational steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration or destruction.
Measures may include secure systems, passwords, access controls, appropriate user permissions, backups and confidentiality arrangements.
Access to personal information is limited to those who reasonably need it for the relevant purpose.
No system can be guaranteed to be completely risk-free, but we aim to use appropriate tools and sensible working practices to protect your information.
14. How Long We Keep Personal Information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet relevant legal, accounting, contractual and regulatory obligations.
| Information | Typical retention |
|---|---|
| General enquiries | Normally up to 2 years after the last meaningful contact, unless the enquiry becomes a coaching relationship. |
| Contact form submissions | Normally up to 2 years unless the information becomes part of a client record or is needed for another legitimate purpose. |
| Coaching notes and session information | During the coaching relationship and normally for up to 6 months afterwards, after which they will be securely deleted unless there is a lawful reason to retain particular information for longer. |
| Payment and accounting records | Retained for the period required by applicable tax, accounting and legal requirements. |
| Marketing records | Until you unsubscribe or the information is no longer needed. A limited suppression record may be retained so we know not to contact you again. |
| Complaints and legal matters | For as long as reasonably required to manage the matter and protect legal rights. |
15. Your Data Protection Rights
Depending on the circumstances, UK data protection law may give you the right to:
- ask for access to the personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to delete personal information in certain circumstances;
- ask us to restrict how information is used in certain circumstances;
- object to certain uses of your personal information;
- ask for your information to be transferred where the right to data portability applies;
- withdraw consent where processing relies on your consent; and
- complain to the Information Commissioner’s Office.
To exercise your rights, email hello@squigglyminds.co.uk .
We may need to confirm your identity before dealing with a request. We will respond without undue delay and normally within one month, subject to the rules and exceptions that apply under data protection law.
Data protection rights are not always absolute. There may be circumstances where information must be retained or a request cannot be fulfilled in full.
16. Complaints
If you have concerns about how Squiggly Minds has used your personal information, please contact us first so we have an opportunity to investigate and resolve the issue.
Email: hello@squigglyminds.co.uk
You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator.
You can find further information at ico.org.uk .
17. Keeping Your Information Up to Date
It is important that the personal information we hold about you is accurate and current.
If your details change, please let us know by emailing hello@squigglyminds.co.uk .
18. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to Squiggly Minds, the services we provide, the technology we use or applicable law.
The latest version will always be available on this page, together with the date it was last updated.