Privacy and Data Policy for The ADHD Collective coaches (Lucy Maudsley and Michelle Beckett)   

Effective Date: September 2024  

1. Introduction 

The ADHD Collective Coaches, prioritise protecting your privacy and handling your personal data responsibly. This Privacy Policy explains how we collect, use, and protect your information under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. 

2. Information we Collect 

We collect specific personal data needed to provide effective coaching services. This includes: 

- Identification Information: Your name, email, phone number, and address and your Zoom ID. 

- Financial Information: Payment details required for billing purposes. 

- Session Notes: Information and insights shared during coaching sessions. 

- Website Data: Data from The ADHD Collective website, including IP addresses and cookies. 

-Occasionally and with prior and explicit consent of both parties, the audio or video recording of a coaching session. 

3. How we Collect Your Data 

Your data is collected directly through: 

- Intake forms and agreements 

- Emails, phone calls, or messaging 

- Coaching sessions on Zoom 

- Payment transactions 

-Your interaction with ADHD Collective membership services 

4. Purpose for Collecting Your Data 

We collect your information to: 

- Deliver coaching services and support 

- Communicate with you about sessions, updates, or any changes 

- Manage billing and payment processes 

- Maintain accurate records for business and legal compliance 

 5. Legal Basis for Processing Data 

We process your data based on: 

- Contractual Necessity: To provide the services we’ve agreed upon. 

- Consent: For testimonials or marketing purposes, with your explicit consent. 

- Legal Obligations: To comply with financial record-keeping laws. 

6. Data Sharing 

Your data is kept confidential and only shared when necessary: 

- Payment Processors: Securely shared with third-party payment providers, such as Stripe. 

- Legal Requirements: If legally required to disclose information. 

- Consent-Based: If you provide specific consent for data sharing. 

7. Data Security 

We use secure methods to keep your data safe, including: 

- Password-protected, encrypted systems and CRM (Suitedash). 

- Regular software updates and antivirus protection 

- Secure storage for any physical records (Notes kept in locked filing cabinet with non identifying codes for coaches use). 

8. Data Retention 

Your data will only be kept for as long as necessary: 

- Coaching records: Retained for 2 years following your last session. This is to ensure you can access this information if you so wish, or we pick-up and continue coaching, 

- Financial records: Kept for 7 years to comply with UK tax requirements. 

9. Your Rights 

You have the right to: 

- Access: Request a copy of the data I hold about you. 

- Correction: Ask for inaccuracies to be corrected. 

- Erasure: Request data deletion if no longer needed. 

- Restriction: Limit how your data is processed. 

- Portability: Receive your data in a machine-readable format, though handwritten notes will be scanned and not typed up. 

To exercise these rights, please email us at info@theadhdcollective.org 

10. Data Breach Response 

If a data breach affects your personal data, we will notify you and the Information Commissioner’s Office (ICO) within 72 hours if legally required. 

11. Contact Information 

For any questions or concerns, contact us at: 

- Email: info@theadhdcollective.org 

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  Consent Mechanisms 

To process your data for specific purposes, we may rely on your consent. Below is a sample of the consent clauses that we may include in your client agreements or intake forms. 

Consent Clauses for The ADHD Collective Coaches clients 

By providing your information, you agree to the collection, use, and storage of your data as outlined in the Privacy Policy. You may withdraw this consent at any time by contacting me. 

You may see the following types of Consent Clauses for Specific Purposes: 

1. Testimonials and Marketing: 

1. "I consent to ADHD Collective Coaches / Lucy Maudsley / Michelle Beckett using my feedback and testimonials in marketing materials. I understand that my personal data will be anonymized unless I explicitly agree otherwise." 

1. Promotional Communications: 

1. "I consent to receiving updates, newsletters, and promotions from The ADHD Collective Coaches / Lucy Maudsley / Michelle Beckett I understand I can unsubscribe at any time."