This policy applies to KT Thomas Executive Coaching
Your Privacy Matters to Us
We’re committed to respecting your privacy and safeguarding your personal data. This privacy notice explains how we handle your information when you visit our website — wherever you’re accessing it from. It also outlines your rights and how data protection laws are designed to support and protect you.
To make things easy to navigate, this notice is structured in sections so you can explore the areas most relevant to you.
1. WHO WE ARE AND IMPORTANT INFORMATION
2. THE PERSONAL DATA WE COLLECT ABOUT YOU
3. HOW WE COLLECT YOUR PERSONAL DATA
4. HOW WE USE YOUR PERSONAL DATA
5. WHO WE SHARE YOUR PERSONAL DATA WITH
6. INTERNATIONAL TRANSFERS
7. DATA SECURITY
8. DATA RETENTION
9. YOUR LEGAL RIGHTS
10. Changes to this notice and your duty to inform us of changes
11. QUERIES, REQUESTS OR CONCERNS
1. WHO WE ARE AND IMPORTANT INFORMATION
Purpose of This Privacy Notice
This privacy notice explains how we collect and use your personal data when you visit our website — including any information you choose to share with us, such as when you enter your contact details or request more information about our services.
Our website is not intended for children, and we do not knowingly collect data relating to anyone under the age of 18.
Please read this notice alongside any other privacy information we may provide at specific points of contact, so you’re fully informed about how and why your data is being used. This notice complements those additional communications and does not override them.
Who Is Responsible for Your Data
Katie Thomas is the data controller for KT Thomas Executive Coaching and is responsible for how your personal data is handled. In this notice, “we,” “us,” or “our” refers to KT Thomas Executive Coaching.
For any questions or concerns about your data, you can contact Katie directly:
📍 10 Simonds Road, Ludgershall, SP11 9RH
📞 07584 242779
📧 katie@ktthomascoaching.co.uk
Third-party links outside of our control
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.
When you leave our website, we encourage you to read the privacy notice of every website you visit.
2. THE PERSONAL DATA WE COLLECT ABOUT YOU
Personal data (or personal information) refers to any information that can identify you as an individual. You can learn more about personal data from the Information Commissioner’s Office.
We may collect, use, store, and share different types of personal data, grouped as follows:
- Identity Data – includes your title, first name, and last name
- Contact Data – includes your billing address, delivery address, email address, and telephone number
We may also collect and use aggregated data — such as statistical or demographic information — for research or service improvement. Aggregated data is not considered personal data under the law unless it can be linked back to you. For example, we might use usage data to understand how many visitors access a particular page. If we ever combine aggregated data with personal data in a way that identifies you, we treat it as personal data under this notice.
We do not collect any special categories of personal data (such as race, religion, health, or sexual orientation), nor do we collect information about criminal convictions or offences.
If You Choose Not to Provide Personal Data
In some cases, we may need your personal data to comply with legal obligations or to fulfil a coaching agreement. If you choose not to provide certain information when requested, we may not be able to deliver the service — and we’ll let you know if that’s the case.
3. HOW WE COLLECT YOUR PERSONAL DATA
We use different methods to collect data from and about you including through:
- Directly. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise.
This includes personal data you provide when you:
- Book a coaching session or discovery call
- Complete a coaching agreement or any documentation to support during sessions
- Subscribe to our newsletter or updates
- Request resources, guides, or client materials
- Engage with us via email, social media, or our website contact form
- Provide feedback or testimonials
4. HOW WE USE YOUR PERSONAL DATA
We will only use your personal data when the law allows us to. Most commonly, we use your data in the following circumstances:
- Performance of Contract:
To deliver coaching services you’ve requested, including scheduling sessions, sending materials, and communicating about your progress or goals. This includes processing data necessary to enter into or fulfil our coaching agreement. - Legitimate Interests:
To operate and grow our coaching practice in a way that supports your experience and protects your data. This may include improving our services, managing client relationships, and maintaining secure systems. We always consider the impact on your rights and privacy before relying on this basis. - Consent:
Where you’ve opted in — for example, to receive newsletters, updates, or invitations to workshops or events. You can withdraw your consent at any time. - Legal Obligation:
Where we need to comply with a legal or regulatory requirement (e.g., tax reporting or safeguarding obligations).
- Comply with a legal or regulatory obligation this means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting Katie thomas katie@ktthomascoaching.co.uk.
Purposes for which we will use your personal data
We have set out below, in a table format, a description of all the ways we plan to use your personal data, with the legal bases we rely on to do so.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact Katie Thomas at katie@ktthomascoaching.co.uk, if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
| Purpose/Activity | Type of data | Lawful basis for processing including basis of legitimate interest |
| To register you as a new client | (a) Identity (b) Contact | Performance of a contract with you |
| To deliver coaching services | (a) Identity (b) Contact (c) Session Notes | Performance of a contract with you |
| To manage payments and invoicing | (a) Identity (b) Contact (c) Financial | Performance of a contract with you Legal obligation (e.g., tax compliance) |
| To send you resources, updates, or newsletters | (a) Identity (b) Contact (c) Usage | Consent |
| To improve our services and client experience | (a) Technical (b) Usage (c) Feedback | Legitimate interest — to grow and refine our coaching practice |
| To comply with legal or regulatory obligations | (a) Identity (b) Contact | Legal obligation |
Marketing
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
We have established the following personal data control mechanisms:
Promotional Offers from Us
We may use your Identity, Contact, and Usage Data to understand what services or resources may be most relevant to you — such as new coaching packages, workshops, or client tools. You’ll receive these communications if you’ve requested information, booked a service, or subscribed to updates — unless you opt out.
Opting Out
You can opt out of marketing messages at any time by contacting Katie Thomas at katie@ktthomascoaching.co.uk.
Opting out won’t affect communications necessary for your coaching experience — such as session reminders, invoices, or service updates.
Cookies
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Policy.
Change of Purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please Katie Thomas at katie@ktthomascoaching.co.uk.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
5. WHO WE SHARE YOUR PERSONAL DATA WITH
We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.
External Third Parties
These include service providers who help us run our business securely and efficiently:
- IT and system providers (acting as processors), such as scheduling platforms, email services, or secure cloud storage — typically based in the UK or EU.
- Professional advisers (acting as processors or joint controllers), including accountants, legal advisers, or insurers — based in the UK — who provide professional services.
- Regulatory bodies such as HM Revenue & Customs or other authorities who require reporting in certain circumstances.
Other Specific Third Parties
- We may share limited personal data with trusted platforms such as Stripe (for payments), Calendly (for scheduling), Zoom (for virtual sessions), and MailerLite (for newsletters), solely to deliver services you’ve requested. Other similar providers may apply depending on the tools we use to support your experience. We only share the minimum necessary data and ensure all providers comply with data protection laws.
- Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
6. INTERNATIONAL TRANSFERS
Some of the trusted service providers we use may store or process personal data outside the UK — for example, in the EU or United States. This includes platforms that support scheduling, payments, virtual sessions, and email communications.
Whenever your personal data is transferred outside the UK, we ensure that appropriate safeguards are in place to protect it. These may include:
- Transfers to countries deemed to provide an adequate level of protection by the UK government
- Standard Contractual Clauses approved for international data transfers
- Data processing agreements with our service providers
If you’d like more information about how we protect your data during international transfers, please contact us at katie@ktthomascoaching.co.uk.
7. DATA SECURITY
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
8. DATA RETENTION
We only retain your personal data for as long as necessary to fulfil the purposes for which it was collected — including delivering coaching services, managing our relationship with you, and meeting legal, accounting, or reporting obligations.
To determine the appropriate retention period, we consider:
- The type and sensitivity of the data
- The potential risk of harm from unauthorised use or disclosure
- The purposes for processing and whether they can be achieved by other means
- Applicable legal requirements
By law, we may need to retain basic information (such as contact, identity, financial, and transaction data) for up to six years after you cease being a client, for tax and accounting purposes.
In some cases, you may request that we delete your data — see Your Legal Rights below for more information.
We may also anonymise your personal data (so it can no longer be linked to you)
9. YOUR LEGAL RIGHTS
Unless subject to an exemption under the data protection laws, you have the following rights with respect to your personal data:
- The right to request a copy of the personal data which we hold about you;
- The right to request that we correct any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary to retain such data;
- The right to withdraw your consent to the processing at any time, where consent was the lawful basis for processing your data;
- The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), where applicable 9i.e. where our processing is based on consent or is necessary for the performance of our contract with you or where we process your data by automated means);
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to our processing of personal data, where applicable i.e. where processing is based on our legitimate interests (or in performance of a task in the public interest/exercise of official authority); direct marketing or processing for the purposes of scientific/historical research and statistics).
If you wish to exercise any of the rights set out above, please contact Katie Thomas at katie@ktthomascoaching.co.uk.
Accessing Your Data — No Fee Required (With Some Exceptions)
You won’t be charged a fee to access your personal data or exercise your rights. However, we may apply a reasonable administrative fee if a request is clearly unfounded, repetitive, or excessive. In rare cases, we may decline to comply with such requests, but we’ll explain why if that happens.
Verifying Your Identity
To protect your privacy, we may ask for specific information to confirm your identity before fulfilling a data request. This helps ensure that personal data isn’t shared with anyone who isn’t entitled to it. We may also reach out for additional details to help us respond more efficiently.
Response Time
We aim to respond to all legitimate requests within one month. If your request is complex or involves multiple inquiries, it may take longer — but we’ll keep you informed throughout.
10. Changes to this notice and your duty to inform us of changes
This version was last updated on 23rd September 2025.
Please let us know if your personal data changes during your relationship with us. It’s important that the information we hold is accurate and up to date so we can serve you well and meet our legal obligations.
11. Queries, requests or concerns
If you have any questions, requests, or concerns about this privacy notice or how your data is handled, please contact:
Katie Thomas
📧 katie@ktthomascoaching.co.uk
If we’re unable to resolve your concern, you have the right to contact the UK’s Information Commissioner’s Office (ICO):
📞 0303 123 1113
🌐 Contact the ICO
📍 Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, UK