EXALTARE COACHING PRIVACY NOTICE

Our contact details:

Business Name: Exaltare Coaching
Email: sherine@exaltarecoaching.co.uk

What personal data we collect, use and why
Exaltare Coachng never buys or rents personal data, and all data processed in our business is provided by you.

Data collected from you is used by Exaltare Coaching for the following purposes:

• to provide agreed services
• to manage customer accounts and guarantees
• to provide service updates and marketing
• to manage enquiries and our customer relationships
• to meet our legal obligations

Exaltare Coaching collects the following data types:

• names, addresses and contact data
• financial information to make and receive payments
• health and wellbeing data only when relevant to the services we provide
• records of meetings and communications
• customer or client account and transaction records
• analytics to track website usage and optimise user experience

Personal data is stored securely using standard business software. Our policy is to use established software brands with good standards of data security: 

The systems Exaltare Coaching uses include: 

• Microsoft 365
• Ionos Website Builder and Webmail

Exaltare Coaching aims to retain data for the minimum period possible. We retain data for the following periods:

• Financial transaction records: 7 years to meet legal obligations
• Customer service records: through the life of the customer service period and for 7 years post
• Marketing campaign data is retained for 3 years
• Cookie retention periods are outlined in the cookie notice and related information

Lawful bases and data protection rights
Lawful basis

UK data protection law requires us to have a lawful basis for processing all personal data collected.  Exaltare Coaching processes data with the following legal basis:

• contract – to comply with agreed contractual terms
• legal obligation – to comply statutory requirements
• consent – you have authorised our processing for specific purposes
• legitimate interests – we have assessed our processing and identified a legitimate interest

Individual rights
UK data protection law provides individuals with rights regarding their personal data which are outlined below:

• right of access – individuals have the right to request copies of their data with an explanation of what data is collected, where and how it was collected, who it is shared with and how long the data is retained
• right of rectification – individuals have the right to ask for errors or incomplete records to be put right
• right to data deletion – individuals may request to have their data deleted from our systems
•  right to restrict processing – individuals may ask us to stop processing data where accuracy is in doubt, processing is unlawful or in the event of legal action
• right to object to processing – individuals may object to us processing their data for legitimate interests and ask us to cease processing
• right to data portability – individuals can ask us to transfer their personal data to another organisation
• right to withdraw consent – individuals have the right to remove consent to our data processing at any point

To exercise any of these rights please contact us at the contact details above.  We have 1 calendar month to respond to your request except in complex situations where we may extend this.

In some circumstances Exaltare Coaching may not be able to comply fully with your request where an exemption is in place or where processing takes place to meet a legal obligation.

Who do we share your data with
Exaltare Coaching does not routinely share, rent, sell or exchange personal data with external organisations and would not do so without your consent. 

Exaltare Coaching do have the following data processors who support our business and may have access to your data:

Details of their security and privacy management is detailed in their privacy policies.

• Microsoft 365:    https://learn.microsoft.com/en-us/legal/gdpr
• IONOS Website builder and Webmail:    https://www.ionos.co.uk/terms-gtc/terms-enterprise-cloud/data-processing-agreement-for-ionos-cloud/

Exaltare Coaching may also share, when appropriate, personal data with:

• professional and legal advisors
• relevant legal authorities
• professional consultants
• organisations where we have a legal obligation to provide data
• suppliers and service providers

Exaltare Coaching have a stringent selection process for software and systems to ensure that we use products with high security standards and meet UK data protection legislation.

Our suppliers and service providers are contracted with confidentiality and NDA clauses in place.  We carefully select our suppliers and service providers following a defined process to assess their security and privacy standards.

Sharing information outside the UK
As a small business Exaltare Coaching has limited control over data storage locations. As a result, we may transfer personal information outside of the UK because of selecting mainstream software with global hosting. When doing so, we comply with the UK data protection regulations, making sure appropriate safeguards are in place.

Cookies:
Cookies are small text files stored on your device that remember your preferences and track interactions with our website. For full details please see our cookie notice here: https://www.exaltarecoaching.co.uk/cookie-policy/

How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Updates
This privacy notice is regularly reviewed and may be revised at any point.  Please check this notice to ensure you understand the current position.

This notice was last updated in May 2025.