Practice: Coaching with Bee
Policy Owner: Bee McManus, The Coach
Effective from: 24th September 2026
Review date: 23rd September 2027
Version: 1.0
Coaching with Bee respects your privacy and is committed to handling personal information responsibly, lawfully, fairly and transparently. This Privacy Policy explains what information I collect, why I use it, how long I keep it, who it may be shared with and the rights available to you under UK data protection law.
Controller: Bernadette McManus
Email: coach@beemcmanus.com
Website: https://www.beemcmanus.com
ICO registration number: ZC255284
Name and contact details.
Enquiry and booking information.
Billing and transaction information.
Coaching goals, questionnaires and assessment responses.
Brief coaching notes, agreed actions and progress information.
Correspondence and feedback.
Employer/sponsor information where coaching is commissioned by an organisation.
Website/device information and cookie data where applicable.
Coaching conversations may sometimes include health information, racial or ethnic origin, religious or philosophical beliefs, political opinions, trade union membership, sexual orientation or other special category information. I do not routinely require this information. Where it is necessary to record or otherwise process special category information, I will identify both an appropriate Article 6 lawful basis and an Article 9 condition and provide additional information where required. Explicit consent will be used only where it is the appropriate legal condition.
Directly from you through enquiries, forms, email, telephone, meetings and coaching sessions.
Through my website, booking, payment or communications systems.
From an employer or sponsor where they commission coaching.
From another source only where it is lawful and appropriate to do so.
Depending on the purpose, I may rely on contract, legal obligation, legitimate interests, consent or another lawful basis available under UK data protection law. I identify the lawful basis before processing begins and do not rely on consent where another basis is more appropriate.
Responding to enquiries and taking steps before a contract.
Providing and administering coaching services.
Scheduling, invoicing and payment administration.
Maintaining proportionate professional records.
Meeting tax, accounting, insurance, legal and regulatory obligations.
Protecting the legitimate interests of the practice, including handling disputes and maintaining service quality.
Sending marketing communications where permitted.
The content of coaching conversations will normally remain confidential. Information may be disclosed where the client authorises it, where disclosure is required by law or court order, where a safeguarding or vital-interests issue justifies disclosure, or where disclosure is lawfully necessary in connection with professional advice, insurance or legal claims. Where reasonable and appropriate, I will discuss a proposed disclosure with the client first.
Where an employer or other organisation funds coaching, confidentiality boundaries will be agreed at the outset. I will not normally disclose detailed coaching conversations or personal coaching notes to a sponsor. Information such as attendance, broad agreed objectives and general programme evaluation may be shared where this has been clearly agreed.
The coach may discuss aspects of coaching work in professional supervision. Identifying information will be removed or minimised wherever reasonably possible, and the supervisor is expected to maintain appropriate confidentiality.
I may use trusted service providers for email, cloud storage, scheduling, video meetings, CRM, payments, accounting, website hosting and other business functions. A current list is maintained internally. Where personal information is transferred outside the UK, we will use a lawful transfer mechanism and appropriate safeguards where required.
Coaching sessions are not routinely recorded or transcribed without the client being informed. Where a recording, transcription or AI service will process coaching-session content, I will explain the purpose, service, access, retention and relevant choices beforehand, and obtain consent where consent is the appropriate basis.
I keep personal information only for as long as reasonably necessary for the purpose for which it was collected, taking account of contractual, professional, insurance, tax and legal considerations. Standard retention periods are documented in our Data Retention & Records Management Policy and reviewed periodically.
I use proportionate organisational and technical measures such as access controls, strong authentication, secure devices, reputable cloud services, backups and secure deletion. No system can be guaranteed completely secure, but reasonable steps are taken to reduce risk.
Electronic marketing is sent only where we have an appropriate legal basis and comply with applicable electronic marketing rules. Where consent is relied on, it can be withdrawn at any time. Marketing messages will provide a straightforward way to opt out.
Depending on the circumstances, you may have rights of access, rectification, erasure, restriction, objection, portability and rights concerning consent and automated decision-making. Rights are not absolute and may depend on the lawful basis and circumstances. Requests should be sent to coach@beemcmanus.com.
Please contact coach@beemcmanus.com if you have concerns about how your personal information has been handled. We will facilitate complaints, acknowledge them within the period required by law, investigate appropriately and respond without undue delay. You may also raise concerns with the Information Commissioner's Office (ICO).
Privacy contact: coach@beemcmanus.com. This policy will be reviewed at least annually and whenever there is a material change in our processing, systems or legal obligations.