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Privacy Policy

Effective Date: 11.07.2026
Last Reviewed: 11.07.2026
Version: 1.0

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1. Who We Are

  • This Privacy Policy explains how Sophie S. Taylor collects, uses, stores, shares and protects personal information when providing consultancy, facilitation, coaching, leadership development and strategy services through a Wix-hosted website and Microsoft 365. We are the Data Controller under the UK GDPR and the Data Protection Act 2018.

  • Contact: PO Box 604, New Malden, London KT3 9JL. Email: sophie@sophiestaylor.co.uk.


2. Scope

  • This policy applies to visitors, clients, prospective clients, workshop participants, coaching clients, suppliers and business contacts. It should be read together with our separate Cookie Policy.


3. Information We Collect

  • We collect only information necessary to provide our services.

  • Identity data (name, title, organisation).

  • Contact data (email, telephone, address).

  • Business information and job role.

  • Project documentation, workshop outputs and agreed actions.

  • Coaching notes where appropriate.

  • Payment and invoicing information.

  • Marketing preferences.

  • Technical information including IP address, browser, device and operating system.

  • Website analytics where consent has been given.


4. How We Collect Information

  • Direct enquiries.

  • Website contact forms.

  • Email and Microsoft 365 communications.

  • Video meetings.

  • Workshop registrations.

  • Client projects.

  • Cookies and analytics with consent.

 

5. Lawful Bases for Processing

  • Contract – delivering consultancy, coaching and facilitation.

  • Legitimate interests – responding to enquiries, business administration and service improvement.

  • Legal obligation – taxation, accounting and regulatory requirements.

  • Consent – email marketing, optional cookies and certain testimonials.

  • Vital interests or legal claims where applicable.


6. How We Use Personal Information

  • Respond to enquiries.

  • Prepare proposals and contracts.

  • Deliver workshops, coaching and consulting.

  • Administer projects.

  • Issue invoices.

  • Improve website performance.

  • Send newsletters where consent exists.

  • Maintain security and prevent fraud.

 

7. Sharing Information

  • Wix for website hosting.

  • Microsoft 365 for email, documents and collaboration.

  • Professional advisers.

  • Payment providers.

  • Government authorities where legally required.

 

8. International Transfers

  • Where information is transferred outside the UK we rely on UK adequacy regulations, the UK International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses or other lawful safeguards.


9. Security

  • Encryption where appropriate.

  • Role-based access.

  • Strong authentication.

  • Secure Microsoft 365 environment.

  • Secure Wix hosting.

  • Regular software updates.


10. Data Retention

  • Enquiries: normally 24 months.

  • Client contracts and project records: normally 6 years.

  • Financial records: minimum 6 years.

  • Marketing: until consent withdrawn.

  • Workshop attendance records: normally 3 years.

  • Coaching records: retained only as long as necessary and agreed with the client.


11. Your Rights

  • Access.

  • Rectification.

  • Erasure.

  • Restriction.

  • Objection.

  • Data portability.

  • Withdraw consent.

  • Complain to the ICO.


12. Children's Privacy

  • Services are not directed at children under 16. Personal information relating to children will only be processed where appropriate authority or consent exists.

 

13. Data Breaches

  • We maintain procedures to identify, investigate and manage suspected personal data breaches. Where legally required we will notify the ICO within the applicable timescales and affected individuals where there is a high risk.


14. Analytics

  • Google Analytics may be used to understand website usage.

  • Microsoft Clarity may be used to improve usability if enabled.

  • Analytics cookies are only activated after consent.


15. Marketing

  • Marketing emails are only sent where permitted by law.

  • Every marketing communication includes an unsubscribe option.


16. Review
This policy is reviewed at least annually or following significant legal, operational or technical changes. Version history should be maintained internally.


17. Contact
Questions or requests regarding this Privacy Policy should be sent to sophie@sophiestaylor.co.uk. If you remain dissatisfied you may complain to the Information Commissioner's Office at https://ico.org.uk/make-a-complaint/.

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