Client privacy notice

Last updated June 6, 2026

Your privacy, in plain language

This notice explains what information I collect about you, why I collect it, who helps me handle it, how long I keep it, and the choices you have. It is written by me, [Your practice (brand) name], the person responsible for your information. It is not a contract and there is nothing here to sign. It is simply me being open with you about how your information is looked after.

Last updated: [Last-updated date].

Who is responsible for your information

My practice, [Your practice (brand) name], run by [Your legal business name], is responsible for the personal information you share with me. If you ever have a question about your information, or you want to see, correct, or delete it, you can reach me at [Email for privacy and data requests].

I use Hubabble, the platform that runs my practice and processes information on my behalf, to deliver and organise our work together. The tools I rely on through it only handle your information on my instructions.

What information I collect

Depending on how we work together, I may collect:

  • Your contact details, such as your name, email, phone number, and (if relevant) address.

  • What you tell me when you sign up or fill in an intake form, including your goals and what you'd like help with.

  • Notes I make during or after our sessions.

  • Scheduling details, including your time zone and the times we meet.

  • Payment details. Your card information is handled by the payment provider at checkout and is not stored by me.

  • Information needed to connect you to your video room.

  • The emails and messages we exchange.

Health and wellbeing information

Coaching conversations sometimes touch on your wellbeing, stress, mood, or other personal matters. Information like this is treated as more sensitive, and I handle it with extra care. I only collect it with your clear, separate, opt-in agreement, which you give on its own and never as part of a general "I agree to the terms" box. You can change your mind at any time. To keep things simple and private, I try to collect only what we genuinely need for our work.

Why I collect it

I use your information to:

  • Deliver your coaching and prepare for our sessions.

  • Schedule sessions and send you reminders.

  • Take payment for our work.

  • Keep a record of our engagement.

  • Communicate with you between sessions.

  • Meet my legal, tax, and record-keeping duties.

  • Send you marketing or a newsletter, only if you have opted in, and only until you opt out.

A note at the point of collection

I collect the categories of information described above for the purposes described above. I do not sell your personal information, and I do not share it for cross-context behavioural advertising. If that ever changed, I would tell you here and give you a clear way to opt out.

Some of what comes up in coaching counts as sensitive personal information, such as anything about your health or wellbeing. I only use it for our coaching and the purposes above, and you can ask me to limit how I use it.

If you are in Washington State, your consumer health data is covered by a separate, dedicated policy: [Link to your consumer health data policy (US, Washington clients)]. I only collect or share that kind of information with your specific, opt-in agreement first.

Who helps me handle your information

To run my practice I rely on a small set of trusted tools, and they only handle your information on my instructions, not for their own purposes: Hubabble, the platform that runs my practice and processes information on my behalf. Through Hubabble I also use Stripe to take payments, a video-session provider for our video rooms, an email provider to send messages and reminders, and secure cloud storage for files and notes.

I do not sell your information. The payment provider also uses some of your information for its own purposes, such as preventing fraud and meeting its own legal duties, under its own terms. I may also share information where the law requires it, or to protect someone from serious harm, as set out in our coaching agreement.

How long I keep it

I keep your information only as long as I need it. As a general guide: For as long as we work together, plus a further period to meet tax and record-keeping rules (often around 6 years). Please confirm the right period with your accountant. Session notes are kept for 2 years after we finish working together, then securely deleted. If you opt in to marketing, I keep your details for that until you opt out.

Your choices and rights

You can ask me to show you the information I hold about you, and to correct anything that is wrong. Just write to me at [Email for privacy and data requests] and I will help. Depending on where you live, you may have further rights, set out below.

Depending on where you live in the US, you may have the right to know what information I hold about you, to ask me to delete it, to correct it, to limit how I use sensitive information, and to opt out of any sale or sharing. I will not treat you differently for exercising any of these rights.

Keeping your information safe

I take reasonable steps to protect your information, and the platform and tools I use apply appropriate safeguards too. No system can ever promise perfect security, but I treat your information with care and only work with reputable providers. If something ever went wrong with your information, I would let you and the relevant authority know as required by applicable law.

If you have a concern

Please come to me first at [Email for privacy and data requests] and I will do my best to put things right. Depending on your state, you may also be able to raise a concern with your state regulator, such as the your state's privacy regulator (for California residents, the California Privacy Protection Agency) ([Privacy regulator complaints page]).

Changes to this notice

If I update this notice, I will change the date at the top and, where the change is significant, let you know. The version you are reading was last updated on [Last-updated date].

Prepared by [Your practice (brand) name] with Hubabble. Hubabble is not a law firm and did not provide legal advice on this document.