Privacy Policy for Coaching, Workplace Wellbeing and Training Services

Last updated: 11 May 2026

1. Who We Are

This Privacy Policy explains how Aimee Speakman trading as Aimee Kate Consulting ("we", "us", "our") collects, uses, stores and protects your personal information when you:

  • Visit our website

  • Download free resources

  • Join our email list

  • Book a discovery call

  • Purchase products or services

  • Participate in coaching programmes, workplace wellbeing programmes, workshops, training sessions, speaking engagements, memberships or online courses

  • Contact us by email, social media or other channels

We are the data controller of your personal information for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Contact Details

Aimee Speakman trading as Aimee Kate Consulting
Email: aimee@aimeekateconsulting.com
Website: www.aimeekateconsulting.com

ICO Registration Number:

2. The Information We Collect

Identity and Contact Information

  • Name

  • Email address

  • Telephone number

  • Postal address (where required)

Technical Information

  • IP address

  • Browser type and device information

  • Pages visited and website interactions

  • Cookie and analytics data

Marketing Information

  • Your communication preferences

  • Newsletter engagement and marketing interactions

Financial Information

  • Payment and transaction details processed securely through third-party payment providers

Health, Wellbeing and Lifestyle Information (Special Category Data)

Where relevant to the services provided, we may collect information relating to:

  • Health and wellbeing concerns

  • Hormone and menstrual health

  • Sleep, nutrition and movement habits

  • Stress, energy and resilience

  • Medical history relevant to coaching

  • Lifestyle factors

  • Personal goals and progress notes

This information is classified as Special Category Data under UK GDPR and is only processed with your explicit consent where required.

3. How We Collect Your Information

We collect information when you:

  • Complete forms on our website

  • Download a lead magnet or free resource

  • Subscribe to our newsletter

  • Book a call through Calendly

  • Purchase products or services

  • Complete intake questionnaires

  • Participate in coaching sessions

  • Communicate with us by email, Zoom, social media or messaging apps

  • Visit our website (through cookies and analytics tools)

If you contact us via social media platforms or messaging applications, including Instagram, Facebook, LinkedIn, or WhatsApp, any information you share may also be processed in accordance with the privacy policies of those platforms.

4. How We Use Your Information

We use your information to:

  • Deliver coaching, wellbeing and educational services

  • Deliver workplace wellbeing programmes and training

  • Provide workshops, webinars and speaking engagements

  • Manage bookings, attendance and communications

  • Process payments

  • Maintain coaching records and programme administration

  • Deliver newsletters and marketing communications where consent has been provided

  • Improve our services and website

  • Evaluate programme effectiveness

  • Meet legal, regulatory and accounting obligations

  • Protect our business and clients

5. Legal Bases for Processing

Under UK GDPR, we rely on the following lawful bases:

Contract

To provide the products and services you have requested.

Consent

For:

  • Email marketing

  • Processing health and wellbeing information

  • Certain cookies and tracking technologies

Legitimate Interests

To:

  • Improve our services

  • Maintain business records

  • Respond to enquiries

  • Ensure website security

Legal Obligation

To comply with tax, accounting and legal requirements.

6. Special Category Health Data

Where you share health and wellbeing information, we process this information solely for the purpose of delivering personalised coaching, wellbeing support and related services.

Where required by law, we will obtain your explicit consent before processing special category health data.

You may withdraw your consent at any time. However, this may affect our ability to provide services safely and effectively.

Our coaching and wellbeing services are educational and supportive in nature and are not intended to diagnose, treat, cure or prevent any medical condition. We do not provide medical advice, diagnosis or treatment. Clients should consult an appropriately qualified healthcare professional regarding any medical concerns.

7. Workplace Wellbeing Programmes

Where we deliver wellbeing services on behalf of an organisation, employer, charity, NHS service or third party, we may process personal information necessary to administer and deliver those services.

Unless otherwise stated, personal information shared during coaching conversations, workshops, wellbeing programmes or training sessions will remain confidential and will not be shared with an employer or commissioning organisation without your explicit consent, unless required by law or where there is a safeguarding concern.

Where programme reports are provided to organisations, these will typically contain anonymised and aggregated information. Individuals will not be identifiable within these reports.

We may also use anonymised and aggregated data to evaluate programme effectiveness, improve services and demonstrate outcomes.

7. Marketing Communications

If you opt in to receive our newsletter or promotional emails, we may send you information about:

  • Coaching programmes

  • Workshops and memberships

  • Free resources

  • Special offers

  • Health and wellbeing tips

You can unsubscribe at any time by clicking the unsubscribe link in our emails or contacting us directly.

8. Artificial Intelligence (AI) Tools

We may use artificial intelligence (AI) tools, including ChatGPT and other AI-assisted technologies, to support administrative tasks, note summarisation, content creation and service delivery.

Where client information is used with AI tools, we take reasonable steps to remove or anonymise personally identifiable information wherever possible.

AI tools are used solely to support business operations and service delivery and are subject to the privacy and security practices of the relevant providers.

If you would prefer that your anonymised information is not used in this way, please contact us.

9. Third-Party Service Providers

We use trusted third-party providers to help operate our business, including:

These providers may process your information on our behalf and are responsible for maintaining appropriate security and data protection measures.

10. International Transfers

Some of our service providers may process data outside the United Kingdom.

Where this occurs, we rely on appropriate safeguards such as UK adequacy regulations, Standard Contractual Clauses, or equivalent protections to ensure your personal information remains protected.

11. Data Retention

We retain personal information only for as long as necessary.

Typical retention periods are:

  • Enquiries: 12 months

  • Email subscribers: Until you unsubscribe or request deletion

  • Client records and coaching notes: Up to 7 years after services end

  • Financial records: 6 years to comply with HMRC requirements

  • Consent forms: Retained alongside client records

12. Cookies and Analytics

Our website uses cookies and similar technologies to:

  • Improve website performance

  • Analyse visitor behaviour

  • Measure marketing effectiveness

  • Deliver relevant advertising

We may use tools such as Google Analytics and Meta Pixel.

You can manage cookie preferences through your browser settings and any cookie banner presented on our website.

13. Children and Age Restrictions

Our services are intended for individuals aged 18 years and over.

We do not knowingly collect personal information from children under the age of 18. If we become aware that we have collected personal information from someone under 18 without appropriate consent, we will delete that information as soon as reasonably practicable.

14. Keeping Your Information Secure

We take appropriate technical and organisational measures to protect your personal information against unauthorised access, disclosure, loss, alteration or misuse.

In the unlikely event of a personal data breach that poses a risk to your rights and freedoms, we will take appropriate action in accordance with applicable data protection laws, including notifying the Information Commissioner's Office (ICO) and affected individuals where required.

While we take reasonable steps to protect your information, no method of electronic storage or transmission can be guaranteed to be completely secure.

15. Your Rights

Under UK GDPR, you have the right to:

  • Access your personal information

  • Correct inaccurate information

  • Request deletion

  • Restrict processing

  • Object to processing

  • Withdraw consent

  • Receive a copy of your data

  • Lodge a complaint with the Information Commissioner's Office (ICO)

We will respond to valid requests within one month.

16. Complaints

If you have concerns about how your information is handled, please contact us first.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

The latest version will always be published on our website with the revised "Last updated" date.

18. Contact Us

If you have any questions about this Privacy Policy or how your information is handled, please contact:

Aimee Speakman
Trading as Aimee Kate Consulting
Email: aimee@aimeekateconsulting.com
Website: www.aimeekateconsulting.com