Privacy Policy

Last updated: 22 September 2026

I am committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains how I collect, use, store and share personal information when you visit my website, contact me, book or receive coaching or training services, or otherwise work with me.

I process personal information in accordance with the UK General Data Protection Regulation, the Data Protection Act 2018 and other applicable UK data protection legislation.

1. Who I am

Data controller: Tim Segaller, sole trader trading as Tim Segaller Coaching and Training
Email: tim@timsegaller.com
Website: www.timsegaller.com

I am the data controller for the personal information described in this policy. If you have any questions about this policy or how I handle your information, please contact me using the details above.

2. Personal information I may collect

Depending on how you interact or work with me, I may collect:

  • Contact and identity information, including your name, email address, telephone number, postal address, employer, role and organisation.

  • Enquiry and booking information, including information you provide through my website, Koalendar booking forms, email or telephone conversations.

  • Coaching information, including your coaching objectives, reflections, agreed actions, progress and limited notes that I make in connection with our work.

  • Session recordings and transcripts, but only where we have expressly agreed that a session may be recorded.

  • AI-assisted notes or summaries, created from selected information for the purpose of supporting continuity and quality in the coaching engagement.

  • Special-category information, such as information relating to your health, wellbeing, ethnicity, religious or philosophical beliefs, sexual orientation or other sensitive matters, where you choose to disclose it and it is relevant to our work.

  • Payment and financial information, including invoicing and payment records. Card or bank details may be processed directly by the relevant payment provider and may not be accessible to me.

  • Communication records, including emails, messages, documents and other information you send to me.

  • Website and technical information, such as your IP address, browser type, device information and activity on my website, where collected through cookies or analytics.

  • Feedback, testimonials and client-story information, where you choose to provide it or approve its use.

If your coaching is commissioned or funded by an employer or another organisation, I may also receive limited information from that organisation, such as your name, contact details, role, reason for referral and practical information needed to arrange the engagement.

Please avoid sending personal information about other people unless it is necessary and you are entitled to share it.

3. How I use personal information

I may use personal information to:

  • respond to enquiries and arrange complimentary coaching conversations;

  • assess whether my services are suitable for your needs;

  • prepare, deliver and administer coaching and training services;

  • understand your objectives and maintain continuity between sessions;

  • manage bookings, cancellations and communications;

  • create limited coaching notes and, where agreed, recordings, transcripts or AI-assisted summaries;

  • issue invoices, process payments and maintain financial records;

  • communicate with an employer or organisational sponsor within the boundaries agreed with you;

  • maintain the security and functionality of my website and systems;

  • improve my services and client experience;

  • meet legal, tax, insurance, professional and regulatory obligations;

  • establish, exercise or defend legal claims;

  • publish a testimonial or client story where you have expressly approved this; and

  • send marketing communications where I have an appropriate lawful basis and you have not opted out.

4. Lawful bases for processing

Depending on the circumstances, I rely on one or more of the following lawful bases:

  • Contract: where processing is necessary to take steps at your request or to provide and administer services under our agreement.

  • Legitimate interests: where necessary for the responsible operation, administration, security and improvement of my business and services, provided those interests are not overridden by your rights and interests.

  • Legal obligation: where I must process or retain information to meet tax, accounting or other legal requirements.

  • Consent: where I ask for your agreement—for example, before recording a session, publishing an identifiable testimonial or sending certain marketing communications.

Where I process special-category information that you voluntarily disclose during coaching, I will identify both an ordinary lawful basis and an appropriate additional condition under data protection law. Where that condition is explicit consent, you may withdraw that consent at any time, although this will not affect processing already undertaken lawfully.

5. Coaching confidentiality, recordings and AI-assisted notes

Coaching is confidential, subject to the exceptions described in the coaching agreement and any requirements imposed by law or safeguarding concerns.

A coaching session will only be recorded where we have agreed this in advance. You may decline recording without affecting your ability to receive coaching. If you initially agree, you may withdraw your permission for future recording.

Where recording is agreed, I may use Pocket to record or transcribe the session and produce an initial summary.

I may then provide a selected summary to ChatGPT, supplied by OpenAI, to help organise, refine or summarise my working notes. I do not ordinarily provide ChatGPT with the complete recording or transcript. I aim to minimise the personal information included and to exclude information that is not necessary for this purpose.

AI-assisted material supports my administrative and reflective work only. It may contain errors, so I remain responsible for reviewing it. I do not use AI to make solely automated decisions about you, assess your suitability for services or make decisions that have legal or similarly significant effects.

The relevant technology providers process information according to their own privacy and security terms. I periodically review the services and settings I use and take reasonable steps to limit unnecessary retention and reuse of client information.

6. Organisationally sponsored coaching

Where an employer or another organisation sponsors your coaching, I will agree in advance what information may be shared with the sponsor.

Unless otherwise expressly agreed with you, I may share administrative information such as attendance, scheduling and completion of the engagement. I will not disclose the content of coaching conversations, detailed coaching notes, recordings, transcripts or AI-assisted summaries to the sponsor.

Any agreed objectives, progress themes or evaluation information will be shared only within the boundaries set out in the coaching agreement or sponsor schedule.

7. Sharing personal information

I share personal information only where necessary and lawful. Depending on the services used, recipients may include:

  • Squarespace, for website hosting and associated website functions;

  • Koalendar, for appointment scheduling and booking-form information;

  • Zoom, for online meetings;

  • Google Workspace, for email, documents and business administration;

  • Pocket, where recording, transcription or summarisation has been agreed;

  • OpenAI, where I use ChatGPT to assist with selected summaries or notes;

  • payment, banking, bookkeeping or invoicing providers;

  • professional advisers, such as accountants, legal advisers, insurers or professional supervisors, where necessary and subject to appropriate confidentiality;

  • an employer or organisational sponsor, but only within the agreed boundaries;

  • regulators, courts, law-enforcement bodies or other authorities where disclosure is required or permitted by law; and

  • safeguarding or emergency services where I reasonably believe disclosure is necessary to protect someone from serious harm.

These organisations may act as data processors, independent data controllers or both, depending on the service and circumstances.

I do not sell or trade personal information.

8. International data transfers

Some service providers may store or process personal information outside the United Kingdom.

Where personal information is transferred internationally, I take reasonable steps to ensure that an appropriate legal safeguard is in place, such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or another lawful transfer mechanism.

Further information about the safeguards used by a particular provider is available on request or through that provider’s privacy information.

9. How long I keep personal information

I retain personal information only for as long as it is reasonably needed for the purpose for which it was collected and to meet legal, tax, insurance and professional obligations.

My normal retention periods are:

  • Enquiries that do not result in an engagement: 12 months after the last contact

  • Session recordings and full transcripts: deleted within 30 days after the relevant session after the relevant session or once the necessary notes have been prepared, unless a different period is agreed.

  • AI-assisted summaries and coaching notes: retained for 3 years after the engagement ends after the coaching engagement ends.

  • Coaching agreements and essential administrative records: retained for 6 years after the engagement ends after the engagement ends.

  • Financial and tax records: normally retained for six years.

  • Website analytics information: normally retained for up to 12 months.

  • Testimonials and client stories: retained while they remain relevant and the permission for their use remains valid, subject to periodic review.

When information is no longer required, I will securely delete or anonymise it. I may retain limited information for longer where necessary to comply with the law, resolve a dispute or establish, exercise or defend a legal claim.

10. Marketing, testimonials and client stories

I may contact existing or prospective clients about relevant services where I have consent or another appropriate lawful basis. You can unsubscribe or ask me to stop at any time.

I will not publish an identifiable testimonial, quotation, photograph, case study or client story without your express approval. Before publication, I will explain how it is intended to be used and give you an opportunity to review and approve the wording.

Where information is anonymised so that you are no longer identifiable, it will no longer constitute personal information.

11. How I protect personal information

I use appropriate technical and organisational measures designed to protect personal information against unauthorised access, disclosure, alteration, loss or misuse. These include appropriate access controls, passwords, device security, secure service providers and data-minimisation practices.

Access is limited to me and to service providers or professional advisers who need the information for a legitimate and authorised purpose.

Although I take reasonable precautions, no system or method of transmission over the internet can be guaranteed to be completely secure.

12. Your data-protection rights

Depending on the circumstances and lawful basis used, you may have the right to:

  • request access to the personal information I hold about you;

  • request correction of inaccurate or incomplete information;

  • request erasure of your information;

  • request restriction of processing;

  • object to processing;

  • request portability of information you provided;

  • withdraw consent at any time where processing relies on consent; and

  • raise a concern about how your information is being used.

These rights are not absolute and may be subject to legal exceptions.

To exercise a right, please contact tim@timsegaller.com. I may need to verify your identity before responding.

You also have the right to complain to the Information Commissioner’s Office. Further information is available at https://ico.org.uk/make-a-complaint/. I would welcome the opportunity to address your concern first, but you are not required to contact me before approaching the ICO.

13. Cookies and website analytics

My website may use cookies and similar technologies for essential functions, security, analytics and user experience.

Further information about the particular cookies used, their purposes and the choices available to you is provided in my Cookies Policy and, where applicable, through the website’s cookie-preference tool.

14. Third-party links

My website may contain links to websites operated by other organisations. I am not responsible for their content or privacy practices. You should review their privacy information before providing personal information to them.

15. Changes to this policy

I may update this Privacy Policy to reflect changes in my services, technology, providers, legal obligations or data-processing practices.

The current version will be published on this page with the date on which it was last updated.

16. Contact

For questions, concerns or requests relating to personal information, please contact:

Tim Segaller
Email: tim@timsegaller.com
Website: www.timsegaller.com