PRIVACY POLICY

1. Who we are

Rbccmnq Limited, also trading as rbccmnq, is the data controller for the personal information described in this policy unless otherwise stated.

Registered company address:
A07 Magna Business Park
Temple Road
Rotherham
S60 1FG

Email for privacy questions:
legal@rbccmnq.com

ICO registration number:
ZA738003

2. About this policy

This privacy policy explains how we collect, use, store and protect personal information when you:
• visit our website
• contact us with an enquiry
• book or receive coaching or related services
• subscribe to our newsletter
• purchase a digital or physical product
• sign a contract or complete a form
• interact with us through our website or social media channels

We aim to collect only the information we genuinely need and to handle it with care, discretion and respect.

3. The personal information we collect

Depending on how you interact with us, we may collect and use:
• your name
• email address
• phone number, if you choose to provide one
• postal address, where needed for shipping physical items
• booking and scheduling information
• onboarding information and questionnaire responses
• contract and signature information
• payment and invoicing information
• product order information
• newsletter subscription preferences
• communications you send to us, including enquiry emails and follow-up correspondence
• limited website usage data, analytics data and cookie-related information

We do not generally keep detailed session notes about coaching conversations. We may, however, retain limited coaching-related administrative records such as onboarding information, completed forms, booking details, contracts, payment records, calendar records and follow-up correspondence where relevant to delivering our services and running the business.

4. Special category and sensitive information

Because our work may touch on grief, trauma, wellbeing and related personal experiences, you may sometimes choose to share sensitive information with us.

We do not ask for more sensitive personal information than we need. Where special category data is processed, we do so only where there is a valid legal basis and, where required, an additional condition under data protection law.

In practice, we aim to minimise what we retain. We do not generally store detailed coaching-process notes. If sensitive information is shared through forms, emails or other communications, we handle it with particular care and only for appropriate business and service-delivery purposes.

5. How we collect your information

We collect personal information directly from you when you:
• fill in a website form
• email us
• book a meeting or coaching session
• complete an onboarding or feedback form
• sign a contract
• purchase a product
• subscribe to our newsletter
• provide information needed for delivery of a physical item
• interact with us through social media or other communication channels

We also collect limited technical and analytics information through our website, including through cookies and similar technologies where applicable.

6. How we use your information

We use personal information to:
• respond to enquiries
• assess fit for services and arrange discovery or introductory calls
• schedule and deliver coaching and related services
• manage onboarding and contracts
• send follow-up communications related to services
• process payments and maintain financial records
• fulfil digital and physical product orders
• send our newsletter and related updates
• improve our services, website and communications
• comply with legal, regulatory, professional and accounting obligations
• protect our rights, business and website where necessary

7. Our lawful bases for processing

Depending on the situation, we rely on one or more of the following lawful bases:
• consent, for example where you subscribe to marketing emails or where consent is otherwise required
• contract, where processing is necessary to enter into or perform a contract with you
• legitimate interests, where we have a legitimate business reason to process information in a proportionate way
• legal obligation, where we must process information to comply with law, tax, accounting or regulatory requirements

Where special category data is processed, we will also rely on an appropriate additional condition under data protection law, depending on the circumstances.

8. Coaching, supervision and anonymised reporting

We are careful about confidentiality.

If themes from coaching work are ever discussed in coaching supervision or professional reflection, they are anonymised and de-identified.

Where we provide high-level thematic reporting to organisations, this is done in anonymised form and is not intended to identify any individual client or participant.

9. Newsletter, digital products and marketing

We use Kit to manage newsletter subscriptions and certain digital product fulfilment.

If you purchase a digital product through our systems, your information may also be added to our mailing system where this is made clear at the point of sign-up or purchase. You can unsubscribe from marketing emails at any time using the unsubscribe link in the email or by contacting us.

We may use email performance information such as opens and clicks to understand engagement and improve what we send.

10. Payments, products and fulfilment

If you make a purchase or pay for services, your information may be processed through payment and accounting providers such as Stripe, PayPal, Wise and FreeAgent, depending on the transaction type.

If you order a physical item, we may use your name and postal address to pack and send that item. Postal information may be processed through Royal Mail or another relevant postal or courier provider. We use address details only for fulfilment and related customer service unless we have another lawful reason to use them.

11. Scheduling, meetings and communications

We use tools such as Calendly, Zoom, Microsoft Teams, Google Workspace and related services to organise meetings, forms, communications, files and documents.

If you choose to provide a phone number for meeting reminders through a booking tool, that number may be stored and used for that purpose.

We may also retain follow-up emails, calendar records and other limited administrative records connected to the services you receive.

12. Website, cookies and analytics

Our website is hosted on Squarespace. We also use tools such as Google Analytics and website cookie technologies to understand website traffic, improve the website and support the functioning of the site.

Where required, we use a cookie banner or consent mechanism on the website. You can manage your cookie preferences through the tools made available on the site and through your browser settings.

Please note that third-party websites and platforms, including social media platforms, have their own privacy and cookie practices. If you engage with us through those platforms, their policies will also apply.

13. Social media and public platforms

We may receive enquiries or other communications through social media and public platforms such as Instagram, YouTube, podcast platforms and similar services.

If you choose to share personal information with us through those channels, we will handle that information in line with this privacy policy as well as the relevant platform's own privacy practices.

As a general rule, we do not use social media interactions as a primary system for storing client records.

14. Testimonials

We may store and use testimonials where we have permission to do so. Testimonials may be attributed in a limited or anonymised way, for example by using initials or a general descriptor such as "business client", depending on what has been agreed.

Working materials relating to testimonials may be stored in our design and content systems, including Canva.

15. Who we share your information with

We do not sell your personal information.

We may share information with trusted service providers and processors who help us run the business and deliver services, including providers in the following categories:
• website hosting and website forms
• email, document, file storage and productivity tools
• scheduling and booking tools
• video meeting and webinar tools
• newsletter and digital product delivery tools
• payment processors and accounting software
• contract and e-signature tools
• analytics, cookie and website performance tools
• postal and courier services

Our core providers may include, where relevant:
• Squarespace
• Google Workspace
• Calendly
• Zoom
• Microsoft Teams
• Kit
• Stripe
• PayPal
• Wise
• FreeAgent
• Adobe Sign
• Royal Mail
• Google Analytics
• Canva

We may also disclose information where necessary to comply with legal obligations, protect our rights, respond to lawful requests, or engage with professional advisers, insurers, accreditation bodies or regulators where appropriate and lawful.

16. International data transfers

Some of the providers we use may process personal information outside the UK. Where personal information is transferred internationally, we take steps to ensure that appropriate safeguards are in place in line with applicable data protection law.

17. How long we keep your information

We keep personal information only for as long as reasonably necessary for the purposes described in this policy, including to meet legal, accounting, regulatory and operational requirements.

Retention periods may vary depending on the type of information and the reason we hold it. For example:
• enquiry records may be kept for a reasonable period in case of follow-up or related issues
• client and service administration records may be kept for longer where needed for contractual, legal, insurance, professional or tax purposes
• newsletter information is kept until you unsubscribe or ask us to remove it, unless we need to retain a limited record for compliance reasons
• order, payment and accounting records may be kept for the period required by tax and accounting law
• shipping information is kept only as long as reasonably needed for fulfilment, customer service and record-keeping

We review retention periodically and delete or minimise information when it is no longer needed.

18. How we protect your information

We take reasonable and appropriate technical and organisational measures to help protect personal information against unauthorised access, loss, misuse, disclosure or alteration.

However, no method of transmitting or storing information online is completely secure, so we cannot guarantee absolute security.

19. Your rights

Depending on your circumstances and the law that applies, you may have the right to:
• access the personal information we hold about you
• ask us to correct inaccurate or incomplete information
• ask us to erase your information in certain circumstances
• ask us to restrict how we use your information in certain circumstances
• object to certain types of processing
• withdraw consent where we rely on consent
• request a copy of certain information in a portable format
• make a complaint to the Information Commissioner's Office

To exercise your rights, please email legal@rbccmnq.com. We may need to verify your identity before responding.

20. Complaints

If you have concerns about how your personal information has been handled, please contact us first and we will do our best to resolve the issue.

You also have the right to complain to the UK Information Commissioner's Office:
https://ico.org.uk

21. Changes to this policy

We may update this privacy policy from time to time to reflect changes to the business, our services, the tools we use, or legal requirements.

When we make material changes, we will update the "Last updated" date below. Where appropriate, we may also take additional steps to bring significant changes to your attention.

22. Last updated

25 April 2026