Clare van der Spuy, trading as Coaching for Aspirations, is the controller responsible for your personal information. Coaching for Aspirations® is my established coaching practice. Clare Vie® is a named coaching service and the developing philosophy and approach that sits at the heart of my work. Clare Vie is not a separate legal person or data controller.

Website: https://coachingforaspirations.com
Email: clare@coachingforaspirations.com
Postal address: Killara, The Glade, Kingswood, Tadworth, Surrey KT20 6LL, United Kingdom
ICO registration number: ZA507235

In this notice, “I”, “me” and “my” refer to Clare van der Spuy acting in that business capacity.

This notice explains how I collect, use, store and share personal information when you visit the website, contact me, arrange an introductory conversation, become a client, participate in coaching or a Thinking Partnership, ask to receive updates, or otherwise interact with Coaching for Aspirations.

It should be read with the Cookie Policy and, where you become a client, the applicable coaching agreement. The coaching agreement governs the professional relationship; this notice explains how personal information is handled.

· Identity and contact information, such as your name, email address, telephone number, postal address and location or time zone where relevant.

· Enquiry, correspondence and communication information, including information you choose to provide before deciding whether to work with me.

· Signed agreements, consent choices and information needed to establish and administer the coaching relationship.

· Appointment, scheduling, invoice, payment and transaction information. I do not intend to receive or retain complete payment-card numbers or security codes.

· Proportionate professional records and relevant communications connected with the coaching service.

· Optional Practice Better workbooks, forms, reflections or exercises that you choose to complete. These materials are client-led and are not compulsory homework or a uniform part of every client record.

· Technical, security and usage information supplied by the website platform or other service providers where it is necessary to operate and protect the relevant service.

Clients may choose to share special-category information where it is relevant to their circumstances or coaching. This can include information about physical or mental health, disability, racial or ethnic origin, religious or philosophical beliefs, sexual orientation or other information protected as special-category data. I do not ask you to provide more sensitive information than is reasonably relevant.

Coaching sessions are not routinely audio- or video-recorded, and I do not use AI transcription or automated note-taking during sessions. If that practice changes, affected clients will be told in advance and the relevant privacy and consent arrangements will be reviewed before the technology is used.

I may collect information directly from you through email, telephone, WhatsApp, video call, contracts, questionnaires, coaching sessions and Practice Better; automatically through essential website technologies; from service providers used to deliver appointments, payments and communications; from an employer or other sponsor where you have authorised the arrangement or it is otherwise lawful; and, where relevant, from public professional sources such as LinkedIn.

The current website does not have an online contact form. If a form is introduced in future, the relevant information will be collected when you choose to complete and submit it, and this notice will be reviewed.

I use personal information only where I have a lawful reason to do so. Depending on the purpose, this may be:

· Contract or steps requested before a contract: to respond to an enquiry, arrange an introductory conversation, enter into and deliver a coaching agreement, schedule sessions and administer fees and payments.

· Legitimate interests: to operate and protect the practice, communicate appropriately, maintain proportionate professional and administrative records, obtain professional advice, supervise and improve services, and establish, exercise or defend legal claims, where those interests are not overridden by your rights.

· Legal obligation: to comply with tax, accounting, regulatory, court or other legal requirements.

· Consent: where you make an optional choice that requires consent, including explicit consent for relevant special-category information in the ordinary coaching context and consent for optional communications where required.

Coaching is not medical treatment or psychotherapy, but you may choose to discuss sensitive matters because they are relevant to your circumstances. Where I intentionally record or otherwise process special-category information for the ordinary coaching relationship, I will identify both an Article 6 lawful basis and an Article 9 condition under UK data-protection law.

Where the Article 9 condition is explicit consent, the coaching agreement provides a clear and separate affirmative choice. You may withdraw that consent for future consent-based processing by contacting me. Withdrawal will not affect processing already lawfully carried out. It may mean that a health-related or other sensitive part of the coaching cannot safely or appropriately continue.

Information that must lawfully be retained or used for the establishment, exercise or defence of legal claims, or under another applicable legal or regulatory condition, may continue to be processed where the law permits even if consent is withdrawn.

I share only what is reasonably necessary for the relevant purpose. Depending on how you interact with the practice, recipients may include:

· Practice Better, for client management, forms, scheduling, communications and the booking and payment workflow.

· Stripe, where it processes a payment through the Practice Better workflow. I can see only the transaction information made available to me through Practice Better and do not receive complete card details.

· GoDaddy, which provides the website platform and Microsoft 365 business email service.

· Microsoft, for business email and cloud storage.

· Google Calendar, for calendar and appointment administration.

· Zoom, for online coaching conversations and sessions.

· WhatsApp, where you choose or agree to communicate with me through that service.

· Professional advisers and service providers, such as my accountant, lawyer, insurer or IT support provider.

· A qualified coach supervisor, mentor or consultant. Information will be anonymised or minimised wherever reasonably possible.

· The International Coaching Federation or an authorised reviewer where limited information is genuinely required for credential verification or an ethical process.

· Regulators, courts, law-enforcement bodies or other authorities where disclosure is legally required or otherwise lawful and necessary.

I do not sell personal information.

Information shared during coaching is treated as confidential, subject to the coaching agreement and applicable law. Confidentiality may be limited where disclosure is required by law, you authorise disclosure, or there is an imminent or likely risk of serious harm or another circumstance covered by the coaching agreement. Where reasonably possible and lawful, I will discuss a proposed disclosure with you first.

If coaching is paid for or arranged by an employer or another sponsor, the parties will agree in writing what information may be shared and the relevant reporting boundaries. Payment by a sponsor does not give the sponsor access to confidential session content.

Some service providers may process information outside the United Kingdom. Where UK data-protection law requires a transfer safeguard, I will rely on an applicable UK adequacy regulation, the UK International Data Transfer Agreement or Addendum, or another lawful safeguard. Individual providers may also act as independent controllers for parts of their services; their own privacy information explains those activities.

I keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet legal, tax, insurance, professional and regulatory requirements.

· Core client records, including the agreement, essential administrative information and the minimum professional record reasonably needed for legal, insurance and professional purposes, are normally retained for seven years after the last relevant professional service.

· Financial and transaction records are retained for the period required by tax and accounting law, normally within the same seven-year working period.

· Optional Practice Better workbooks, forms, reflections and exercises are reviewed and deleted periodically, usually within 12 to 24 months after they are no longer needed, unless particular material reasonably needs to form part of the core professional record or be retained for a legal or insurance reason.

· Unsuccessful or preliminary enquiries are retained only for as long as reasonably necessary to respond, manage follow-up and deal with any legal issue, and are reviewed periodically.

· Optional update or marketing information is retained until you unsubscribe, withdraw consent where consent applies, or the information is no longer reasonably required.

· Audio or video recordings and automated transcripts are not routinely created.

I use reasonable technical and organisational measures intended to protect personal information, including controlled access, passwords and authentication, device protection, secure service providers, appropriate backups and confidentiality arrangements. No internet-based system can be guaranteed completely secure.

I will send optional news or marketing communications only where there is an appropriate lawful basis. You can ask me to stop at any time by using the unsubscribe method provided or emailing me. Administrative messages about an enquiry, appointment, agreement or payment are service communications rather than marketing.

Depending on the circumstances, UK data-protection law may give you rights to access, correct or erase personal information; restrict or object to processing; receive portable data; and withdraw consent. Some rights are subject to legal conditions and exceptions.

To exercise a right, email clare@coachingforaspirations.com. I may need information to verify your identity and will normally respond within one month, subject to any lawful extension.

Please contact me first if you have a concern so that I can try to resolve it. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data-protection regulator. Information about making a complaint is available at https://ico.org.uk/make-a-complaint/.

The website and coaching services are intended for adults aged 18 or over. I do not knowingly accept coaching clients under 18.

I do not use personal information to make solely automated decisions that produce legal or similarly significant effects about you.

The Cookie Policy explains the current use of cookies and similar technologies. The website may link to other organisations’ websites, including Practice Better. Those organisations are responsible for their own privacy practices after you follow the link.

If an online form protected by Google reCAPTCHA is introduced or used in future, Google may process technical information to help distinguish genuine users from automated activity. Further information will be provided on or alongside the relevant form, and this notice and the Cookie Policy will be reviewed before or when that feature is introduced.

This notice may be updated when the practice, website, services, law or technology changes. Last updated: 3 September 2026.