Privacy policy.
Privacy Policy (UK GDPR)
Applicable to Sixth Sense Welfare (registered company) trading as Sixth Sense Coaching
Last updated: December 2025
1. Introduction
This Privacy Policy explains how Sixth Sense Welfare, trading as Sixth Sense Coaching (“we”, “us”, “our”), collects, uses, and protects personal information when you visit our website, email us, enquire about services, or become a coaching client. We act as the data controller for the personal data we process.
We are committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By contacting us or using our services, you acknowledge this Privacy Policy.
Our services are aimed at adults. We do not knowingly provide services to, or collect personal data from, children under 18.
2. What Information We Collect
When you contact us or use our services, we may collect:
Name and contact details (email address, phone number).
Information you include in your email enquiry or other communications.
Coaching-related information relevant to our work together (for example, your goals, work situation, or personal circumstances).
Invoicing and payment information (e.g. invoice records, payment references).
If you browse our website, we may also collect limited technical data such as:
IP address.
Browser type and version.
Pages visited and time spent on the site.
This may be collected via basic analytics tools or server logs for security and performance monitoring.
3. Special Category Data
In the course of coaching, you may choose to share information about your physical or mental health, stress levels, emotional well-being, or similar topics. This can be special category data under UK GDPR.
Where we process special category data, we do so only when necessary for:
Providing coaching services you have requested, and
With your explicit consent for those specific purposes (Article 9(2)(a) UK GDPR), and/or
Establishing, exercising, or defending legal claims, if required (Article 9(2)(f)).
You may withdraw your explicit consent at any time (see section 10), but this may affect our ability to continue providing coaching services.
4. How We Use Your Information
We use your personal information to:
Respond to your enquiries and questions about coaching services.
Arrange and manage coaching sessions, bookings, and follow-ups.
Deliver professional coaching services under our coaching agreement.
Maintain records required by law, professional standards, or insurance.
Manage our business operations, including accounting and administration.
Improve our website and services (for example, using aggregated analytics).
We will not use your personal data for any unrelated purpose without informing you and, where required, obtaining your consent.
5. Legal Bases for Processing
Under UK GDPR, we must have a lawful basis to process your personal data. Depending on the context, we rely on:
Consent – for example, when you email us voluntarily to enquire about coaching, or where you explicitly consent to us processing special category data.
Contract – when you become a coaching client, processing necessary to deliver the services set out in our coaching agreement.
Legitimate interests – to manage and respond to enquiries, operate and improve our coaching business, and maintain reasonable records, where these interests are not overridden by your rights.
Legal obligation – to comply with legal and tax requirements (e.g. HMRC accounting rules) or insurance conditions.
For special category data, we also rely on explicit consent and, where required, the condition for legal claims (see section 3).
6. International Clients
If you contact us from outside the UK, your personal data will be processed in the UK. Where our service providers are located outside the UK or European Economic Area, we will ensure appropriate safeguards are in place (for example, UK‑approved standard contractual clauses or equivalent protections) before any transfer takes place.
7. Data Sharing
We do not sell, trade, or rent your personal information. We may share limited data with trusted third-party service providers where necessary to operate our business, such as:
Email and productivity providers (e.g. Microsoft 365 / Google Workspace).
Secure cloud storage and backup providers.
Calendar or scheduling tools.
Accounting or invoicing software.
These providers act as processors and are required to keep your data secure and to process it only on our instructions, in line with UK GDPR.
We may also need to share information if required by law, to comply with legal proceedings, or to establish, exercise, or defend legal claims.
8. Data Security
We take appropriate technical and organisational measures to protect your personal data, including:
Encrypted devices and secure cloud storage.
Strong passwords and two-factor authentication where available.
Restricted access (only the business owner has access to client data).
Regular software updates and basic cyber-security practices.
While no system is completely secure, we aim to reduce risks of unauthorised access, loss, or disclosure.
9. Data Retention
We keep personal data only for as long as necessary for the purposes described in this policy, or as required by law or insurance. Typical retention periods are:
Email enquiries: 6–12 months after last contact, unless you become a client.
Coaching client records (including key notes and contact details): up to 6 years after the coaching relationship ends, to meet common legal limitation periods and insurance requirements.
Financial records (invoices, payment information): 6 years, to comply with HMRC and accounting obligations.
Website analytics data: usually 12–24 months, depending on analytics settings and provider.
When data is no longer needed, it will be securely deleted or anonymised.
10. Your Rights
Under UK GDPR, you have the following rights in relation to your personal data:
Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restrict processing – to limit how we use your data in specific situations.
Right to object – to object to processing based on legitimate interests.
Right to withdraw consent – where we rely on consent, you can withdraw it at any time.
Right to data portability – in some cases, to receive your data in a structured, commonly used format.
To exercise any of these rights, please contact us using the details in section 13. We will respond within one month, subject to any extensions permitted by law, and may ask for proof of identity where necessary.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data. Further information is available at www.ico.org.uk or by calling 0303 123 1113.
11. Cookies and Analytics
Our website may use cookies and similar technologies to:
Ensure basic functionality of the site.
Collect anonymous or aggregated statistics about site usage (e.g. via an analytics tool).
You can control or delete cookies through your browser settings. If we use a specific analytics provider (such as Google Analytics), we will:
Describe in our cookie notice what data is collected (e.g. IP address, pages visited).
Set appropriate retention periods (see section 9).
Provide information on how to opt out (for example, via browser add-ons or cookie settings).
If you disable cookies, some features of the website may not function fully.
12. External Links
Our website may contain links to external websites. We are not responsible for the privacy practices or content of those sites. You should review the privacy policies of any external sites you visit.
13. Contact Us
If you have any questions about this Privacy Policy or how we handle your data, or if you wish to exercise your data protection rights, please contact:
Sixth Sense Welfare (trading as Sixth Sense Coaching)
Email: Fiona.osullivan@sixthsensewelfare.co.uk