Privacy Policy

Jeanette Hunter – Executive Function Coach is a trading name of Help Manage Ltd

executivefunctioncoach.co.uk Last updated: August 2026

Who we are

Help Manage Ltd is a limited company registered in Scotland. We provide executive function coaching services to adults online via Google Meet. Our company number is SC603928.

For the purposes of UK data protection law, Help Manage Ltd is the data controller for personal data collected through this website and through our coaching services.

If you have any questions about this policy or about how we handle your data, please contact us at: jeanette@executivefunctioncoach.co.uk

The short version

We take your privacy seriously. We collect only what we need, we keep it secure, we do not sell it, and we are transparent about how we use it. This policy explains everything in detail. If something is not clear, please get in touch.

Part One: Website Privacy

What information we collect when you visit this website

When you visit executivefunctioncoach.co.uk, some information may be collected automatically. This includes your approximate location (country or region), the type of device and browser you are using, the pages you visit, and how you arrived at the site. This data is collected in aggregate and anonymous form and cannot be used to identify you personally.

Contact forms If you submit an enquiry through a contact form on this website, we will collect your name and email address, and any information you choose to include in your message. We use this information only to respond to your enquiry.

Cookies This website uses cookies. Cookies are small text files placed on your device when you visit a website. Some cookies are essential for the site to function; others help us understand how visitors use the site so we can improve it.

The types of cookies this site may use include:

• Essential cookies — necessary for the website to function and cannot be switched off
• Analytics cookies — help us understand how visitors interact with the site, for example which pages are visited most often. These cookies collect information anonymously

WordPress, the platform this website is built on, sets some essential cookies automatically. Analytics tools such as Google Analytics, may also set cookies on your device. You can control cookie settings through your browser. Opting out of analytics cookies will not affect your ability to use the site.

We are in the process of implementing a cookie consent tool so that you can manage your preferences when you visit the site. In the meantime, if you have concerns about cookies, please contact us.

Your rights regarding website data

You have the right to request access to any personal data we hold about you, to request its deletion, and to object to how it is used. Please contact us at jeanette@executivefunctioncoach.co.uk to exercise any of these rights.

Part Two: Coaching Clients

What information we collect when you work with us

When you begin a coaching relationship with us, we may collect and hold the following types of information:

• Your name, contact details, and basic personal information provided on your intake form
• Information you share about your health, wellbeing, and daily life, where relevant to coaching
• Any diagnoses, conditions, or support needs you choose to disclose
• Notes made during or after coaching sessions
• Session summary documents
• Any written communications between us, including email

We collect this information only because it is necessary to provide an effective, tailored coaching service. You are not required to share any information you are not comfortable sharing. Our intake questionnaire makes clear that all questions are optional.

The lawful basis for processing your data

Under UK GDPR, we process your personal data on the basis of legitimate interests — specifically, the legitimate interest of providing you with a coaching service that is responsive to your individual needs and circumstances.

Where you share information that falls into the category of special category data under UK GDPR (such as health information, diagnoses, or information about neurodivergent conditions), we process this on the basis of your explicit consent, given through the intake form and coaching agreement you sign before we begin working together.

How we use your information

We use your personal data to:

• Provide coaching sessions tailored to your needs and goals
• Prepare session summaries and maintain session notes
• Communicate with you about your coaching
• Meet our professional obligations as a member of the Association for Coaching, which includes engaging in supervision

Any information shared in supervision is completely anonymised. No identifying details are ever shared.

Who we share your data with

We do not sell your personal data. We do not share your personal data with third parties for marketing purposes.

Your data may be accessed by or shared with:

• Our supervision provider — in fully anonymised form only, as required by our professional code of ethics
• Google — we use Google Workspace (including Gmail and Google Meet) to conduct sessions and manage communications. Google’s privacy policy applies to data held within their systems
• Our email marketing provider — if you subscribe to our mailing list in future, your name and email address will be held by our chosen email marketing provider. We will update this policy with details when that service is in place

We will disclose your information if required to do so by law, or in the rare circumstances where we have a safeguarding concern that requires us to act.

How long we keep your data

We retain coaching client records for seven years from the end of the coaching relationship. This timeframe reflects standard professional practice for coaching businesses in the UK and aligns with HMRC requirements for business records.

After seven years, all personal data relating to your coaching will be securely deleted or destroyed.

If you have only made an enquiry but did not go on to engage in coaching, we will retain your contact details only for as long as is necessary to respond to and close your enquiry, and no longer than 12 months.

Mailing list

If you subscribe to our mailing list, your name and email address will be held for the purpose of sending you information, resources, and updates related to executive function coaching. You can unsubscribe at any time using the link in any email we send you. We will update this section with details of our email marketing provider once that service is in place.

Your rights as a coaching client

Under UK GDPR, you have the following rights in relation to your personal data:

• The right to access — you can request a copy of the personal data we hold about you
• The right to rectification — you can ask us to correct any inaccurate data we hold
• The right to erasure — in certain circumstances, you can ask us to delete your data. Please note that our obligation to retain records for seven years may mean we are unable to fulfil this request in full during that period
• The right to restrict processing — you can ask us to limit how we use your data in certain circumstances
• The right to object — you can object to our processing of your data where we rely on legitimate interests as our lawful basis
• The right to withdraw consent — where we process your data on the basis of consent, you can withdraw that consent at any time

To exercise any of these rights, please contact us at jeanette@executivefunctioncoach.co.uk. We will respond within one calendar month.

How we keep your data secure

We take reasonable steps to protect your personal data from unauthorised access, loss, or disclosure. Session notes and client documents are stored securely within Google Workspace, which is protected by two-factor authentication. We do not store physical copies of client records.

Changes to this policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated date at the top. We recommend checking this page periodically.