Privacy Policy

This Privacy Policy explains how The Change Team Ltd, trading as Shaun Walsh Coaching (“we”, “us”, “our”), collects, uses and protects personal data when you visit our website, contact us, request an intro call, use our forms, use our chatbot (if enabled), take coaching, or pay for services.

1) Who we are (data controller)
Data controller: The Change Team Ltd (trading as Shaun Walsh Coaching)
Registered in: England & Wales
Company number: 09815428
Registered office: Unit 7 The Watermark, Gateshead, England, NE11 9SY
Website: shaunwalshcoaching.com
Email: shaun@shaunwalshcoaching.com

If you have questions about this policy or how we handle your data, email shaun@shaunwalshcoaching.com.

2) Personal data we collect
Depending on how you interact with us, we may collect:
- Identity & contact details: name, email address, phone number (if you provide it)
- Work details: role, organisation (if you provide it)
- Enquiry / application details: information you submit through Wix forms, messages or calls (e.g., what’s going on, goals, constraints, availability)
- Coaching information: session topics, actions and brief notes (where relevant)
- Session recordings (only if you explicitly agree): audio/video recordings of sessions
- Payment / invoicing details: billing name, address and transaction details (if you pay online or we invoice you)
- Website / technical data: device and browser information, IP address, and basic site interaction data (captured for site operation, security and performance)
- Marketing preferences: whether you opt in/out of receiving updates

Special category (sensitive) data
We do not ask for sensitive personal data (for example, health information). Please avoid sharing sensitive information via website forms or a chatbot.
If you choose to share sensitive information during coaching, we will treat it with extra care and only use it where necessary to deliver the service.

3) How we collect your data
We collect personal data when you:
- submit a form on our website (e.g., requesting an intro call)
- email or message us (including WhatsApp, if you choose to use it)
- contact us via social media (e.g., LinkedIn, Instagram, Facebook)
- book or attend coaching sessions
- make payments via the website (if enabled) or request/receive invoices
- browse our website (limited technical data via Wix and standard web logs)
- use a chatbot on our website (if enabled)

Wix Forms and stored submissions
We use Wix Forms and Wix business tools. Form submissions and contact details may be stored within Wix systems (for example, your Wix Contacts and form submissions history) so we can respond and manage enquiries.

4) How we use your data (and our lawful bases)
We only use personal data where we have a lawful basis under UK GDPR.

A) Responding to enquiries, intro call requests and enquiries via social or chat (if enabled)
Purpose: respond to you, assess fit, arrange next steps
Lawful basis: legitimate interests and/or taking steps at your request before entering a contract

B) Delivering coaching services
Purpose: provide coaching, track actions, manage sessions, maintain records
Lawful basis: contract

C) Admin, scheduling and customer support
Purpose: scheduling, communications, service administration
Lawful basis: contract and/or legitimate interests

D) Payments, invoicing and accounting
Purpose: take payment, issue invoices/receipts, maintain financial records, handle refunds
Lawful basis: contract and legal obligation

E) Website operation and security
Purpose: keep the website secure, prevent abuse, maintain performance
Lawful basis: legitimate interests

F) Marketing communications
Purpose: send updates/content you’ve asked for
Lawful basis: consent (you can withdraw consent at any time)

G) Advertising and measurement (where enabled)
Purpose: measure ad performance, understand what content works, and improve relevance of ads
Lawful basis: consent for non-essential cookies/tags and related advertising measurement where required

H) Testimonials and case examples
Purpose: publish testimonials or short case examples
Lawful basis: consent (see section 10)

I) Session recordings
Purpose: record sessions for agreed training/quality purposes
Lawful basis: consent (see section 9)

We do not make decisions about you solely by automated means that produce legal or similarly significant effects.

If you do not provide personal data
If you do not provide the information we need (for example, contact details), we may not be able to respond to your enquiry or provide coaching.

5) Taking payment via the website (if enabled)
If we enable online payments, payments are processed via Wix Payments and its payment partners. We do not receive or store full card details. We receive transaction details needed to provide the service, handle refunds, and keep accounting records.

We may also invoice manually or through tools such as Xero, or receive payment via banking providers (for example, Revolut or Monzo). In those cases, the relevant provider will process transaction data under its own terms in addition to this policy.

6) Advertising and social media promotions (if enabled)
We may promote services on LinkedIn, Instagram, Facebook, and Google.

If enabled, we may use advertising and measurement tools such as:
- Google Ads conversion tracking / remarketing
- Meta (Facebook/Instagram) tools (e.g., conversion tracking / remarketing)
- LinkedIn tools (e.g., insight/conversion tracking)

These tools may use cookies or similar technologies to:
- understand whether someone took an action after seeing/clicking an advert (e.g., requested an intro call), and
- build audiences for advertising (for example, retargeting), where you allow it.

Where required, these tools will only run if you accept non-essential cookies via our cookie banner/settings.

If you contact us via social platforms (e.g., direct messages), the platform processes your data under its own privacy policy. We use your message only to respond and manage your enquiry.

7) Cookies and similar technologies
Our website uses cookies and similar technologies to make the site work properly and help keep it secure. These include essential cookies required for website functionality.

If we add non-essential cookies (for example, analytics, tracking pixels, advertising/remarketing tags), we will ask for your consent via a cookie banner/settings before they are set. You can change your choices at any time via cookie settings (if enabled) and through your browser settings.

8) AI chatbot (if enabled)
If we enable a chatbot on our website, you can choose to interact with it. Please do not enter sensitive personal data into the chatbot.

We may use chatbot conversations to:
- respond to your enquiry, and
- improve the quality of responses and the website experience.

9) Session recordings (only with your agreement)
We may ask to record some sessions for training/quality purposes. Recording is optional. If you do not want a session recorded, it will not be recorded.

If you agree to recording, we will explain:
- what the recording will be used for,
- how it will be stored and who can access it, and
- how long it will be kept.

You can ask us to delete a recording, unless we have a lawful reason to retain it.

10) Testimonials and case examples
We may use testimonials or short case examples to describe outcomes. We will only publish a testimonial that identifies you (by name, role, company, or any detail that makes you identifiable) with your explicit permission.

You can ask us to remove a testimonial from the website at any time. If it has already been included in materials already distributed (e.g., printed content or past posts), we will stop using it going forward.

11) Who we share your data with
We share personal data only where necessary to run the website and deliver services. This may include:
- Wix (website platform/hosting, forms, and related business tools)
- Google (our email provider, e.g., Google Workspace/Gmail)
- Messaging services (for example, WhatsApp) if you choose to use them
- Booking/scheduling tools (if enabled)
- Payment providers (Wix Payments and its payment partners) and banks
- Accounting/invoicing tools (for example, Xero) if used
- Professional advisers (legal/insurance) where needed
- Advertising/measurement providers (for example, Google, Meta, LinkedIn) where enabled and where you consent to non-essential cookies/tags

We do not sell your personal data.

If your employer pays for coaching
If your employer pays, we typically only share invoicing and scheduling information. We do not share coaching content with your employer unless you explicitly ask us to.

12) International clients and international data transfers
We may work with clients outside the UK. Sessions are delivered remotely and scheduled in UK time (GMT/BST).

We may use service providers (for example, Wix, email, scheduling, payments, advertising tools or chatbot providers) that process personal data outside the UK. Where this happens, we use appropriate safeguards designed to protect your information.

13) How long we keep your data (retention)
We keep personal data only as long as needed for the purposes described above:
- Enquiries / intro call requests (if you don’t become a client): up to 12 months
- Coaching clients (coaching records/notes): typically up to 24 months after the last session (unless we agree a different period)
- Session recordings (if used): retained only as long as needed for the stated purpose, then deleted
- Invoices and accounting records: typically 6 years
- Website technical logs: retained only as long as needed for security and operational purposes (often short periods, depending on the platform)

You can ask us to delete data earlier where we don’t have a lawful reason to keep it.

14) Your rights
You have rights under UK GDPR, including:
- access to your personal data
- correction of inaccurate data
- deletion of your data (in certain situations)
- restricting processing
- objecting to processing (where we rely on legitimate interests)
- data portability (where applicable)
- withdrawing consent (where we rely on consent)

To exercise your rights, email shaun@shaunwalshcoaching.com.

15) Security
We take reasonable steps to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. No system is completely secure, but we work to keep your data protected.

16) Links to other websites
Our website may include links to third-party sites. We are not responsible for their privacy practices. Please check their policies before providing any personal data.

17) Children
Our services and website are not aimed at children.

18) Coaching boundary
Coaching is not therapy, medical advice, or crisis support. If you need clinical or emergency support, please seek appropriate professional help.

19) Complaints
If you’re unhappy with how we’ve handled your personal data, please contact us first and we’ll try to put it right. You also have the right to complain to the UK Information Commissioner’s Office (ICO).

20) Changes to this policy
We may update this policy from time to time. The latest version will always be posted on this page with the “Last updated” date.