Privacy Policy

Last Updated: 18 November 2025

At Coaching Motherhood, your privacy is important to us. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Data Controller:
Coaching Motherhood / Kate Boyd-Williams

Website: https://www.coachingmotherhood.com
Email: hello@coachingmotherhood.com
Podcast: Conversations for Our Daughters

2. What Information We Collect

We may collect the following types of personal data:

Information You Provide Directly:

Name and email address (when you subscribe to our mailing list, download resources, or book services)
Payment information (processed securely through third-party payment providers; we do not store card details)
Communication preferences (email opt-ins, unsubscribes, topic interests)
Coaching session notes (if you participate in 1:1 or group coaching)
Feedback and testimonials (if you choose to provide them)
Survey responses (if you participate in our research or surveys)
Messages and inquiries (when you contact us via email or social media)

Information Collected Automatically:

Website usage data (pages visited, time spent, referring sites) via Squarespace Analytics
Device information (browser type, operating system, IP address)
Podcast listening data (episode downloads, platform used) collected by podcast hosting platforms
Email engagement (open rates, click-through rates) via ConvertKit
Cookies (see Section 10 for details)

3. How We Use Your Information

We use your personal data to:

Service Delivery:

Deliver requested resources (e.g., Exam Success Blueprint, free guides)
Provide access to courses, programmes, and coaching sessions
Send podcast episode notifications and updates
Process payments for services and products
Respond to your enquiries and provide customer support

Marketing and Communication (with your consent):

Send occasional emails with coaching tips, parenting insights, and resources
Share updates about new podcast episodes
Inform you of new courses, programmes, or services
Invite you to participate in research or surveys

Business Operations:

Improve our services, content, and user experience
Analyze website and podcast performance
Understand our audience better
Ensure security and prevent fraud
Comply with legal obligations

We do not sell, rent, or trade your personal data to third parties for their marketing purposes.

4. Legal Basis for Processing

We collect and use your personal data based on:

Your consent – when you opt in to receive emails, download resources, or sign up for services
Contract performance – to deliver coaching services or programmes you've purchased
Legitimate interests – to operate and improve our business, analyze usage, and send relevant content (where your rights are not overridden)
Legal obligation – to comply with accounting, tax, or other legal requirements

You can withdraw consent at any time by unsubscribing from emails or contacting us.

5. Third-Party Service Providers

We share limited data with trusted third-party processors who help us deliver our services. These providers are GDPR-compliant and process data on our behalf under strict data processing agreements.

Email and Communication:

ConvertKit – email delivery and newsletter management
ManyChat – automated Instagram messaging (if applicable)

Website and Hosting:

Squarespace – website hosting and analytics
Cloudflare or similar – website security and performance

Podcast Hosting and Distribution:

Libsyn (or podcast host) – podcast hosting and distribution
Apple Podcasts, Spotify, Google Podcasts – podcast platforms (they collect their own listening data per their privacy policies)

File Storage and Delivery:

Google Drive, Dropbox – secure file storage and resource delivery
Canva – template creation and sharing

Payment Processing:

Stripe, PayPal – secure payment processing (they handle all card information; we never see or store your full card details)

Analytics (Optional):

Google Analytics – website traffic analysis (anonymized where possible)

Important: These third-party platforms have their own privacy policies. We recommend reviewing them if you have concerns about how your data is handled by these services.

6. How Long We Keep Your Data

We retain your personal data:

Email subscribers: For as long as you remain subscribed to our mailing list
Inactive subscribers: No longer than 24 months after your last interaction (email open, click, or engagement), unless you request deletion earlier
Coaching clients: Session notes and records retained for up to 7 years for professional standards and legal requirements
Course participants: Access data retained for the duration of the programme plus 12 months
Purchase records: Retained for up to 7 years for accounting and tax purposes (legal requirement)
Website analytics: Typically 24-36 months, depending on platform settings

You can request deletion of your data at any time (subject to legal retention requirements).

7. Your Rights Under UK GDPR

Under the UK GDPR, you have the following rights:

Right to Access

You can request a copy of the personal data we hold about you.

Right to Rectification

You can ask us to correct any inaccurate or incomplete data.

Right to Erasure ("Right to be Forgotten")

You can request deletion of your personal data, unless we have legal grounds to retain it (e.g., accounting records).

Right to Restrict Processing

You can ask us to limit how we use your data in certain circumstances.

Right to Data Portability

You can request your data in a portable format to transfer to another service.

Right to Object

You can object to processing based on legitimate interests or direct marketing.

Right to Withdraw Consent

You can withdraw consent for email marketing at any time by clicking "unsubscribe" in any email or contacting us.

Right to Lodge a Complaint

If you're unhappy with how we've handled your data, you can complain to:

Information Commissioner's Office (ICO)
Website: https://ico.org.uk
Helpline: 0303 123 1113

8. How to Exercise Your Rights

To exercise any of these rights, please contact:

Customer Support Team
Email: hello@coachingmotherhood.com

Please include:

Your full name
The email address associated with your account/subscription
Details of your request

We will respond within 30 days.

9. Data Security

We take appropriate technical and organizational measures to protect your personal data, including:

Secure passwords and access controls
Encrypted connections (SSL/TLS) for website and email transmission
Trusted, GDPR-compliant platforms for data storage and processing
Regular security reviews and updates
Limited access – only authorized personnel can access personal data
Secure backup systems to prevent data loss

However, no method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

10. Cookies

What Are Cookies?

Cookies are small text files stored on your device when you visit a website. They help websites remember your preferences and analyze usage.

How We Use Cookies:

Essential cookies: Required for website functionality (e.g., remembering items in a basket)
Analytics cookies: Help us understand how visitors use our site (e.g., Squarespace Analytics, Google Analytics)
Marketing cookies: Track conversions and measure effectiveness of campaigns (if applicable)

Managing Cookies:

You can control and delete cookies through your browser settings:

Chrome: Settings > Privacy and Security > Cookies
Safari: Preferences > Privacy
Firefox: Options > Privacy & Security
Edge: Settings > Cookies and site permissions

Disabling cookies may affect website functionality.

For more information about cookies, visit: www.allaboutcookies.org

11. International Data Transfers

While we primarily operate in the UK, some of our third-party service providers (e.g., ConvertKit, podcast hosting platforms) may be based outside the UK or European Economic Area (EEA).

When data is transferred internationally, we ensure:

Providers are GDPR-compliant
Appropriate safeguards are in place (e.g., Standard Contractual Clauses)
Your data receives equivalent protection

12. Children's Privacy

Our services are designed for adult users (parents and guardians of teenage daughters). We do not knowingly collect personal data from individuals under 18 years of age.

If you believe we have inadvertently collected data from a minor, please contact us immediately at hello@coachingmotherhood.com so we can delete it.

13. Podcast-Specific Privacy Considerations

Podcast Listening Data:

When you listen to Conversations for Our Daughters via podcast platforms (Apple Podcasts, Spotify, etc.), those platforms collect their own data about your listening habits. We do not have access to individual listener data—only aggregated, anonymized statistics (e.g., total downloads, geographic regions).

Please review the privacy policies of:

Apple Podcasts: https://www.apple.com/legal/privacy/
Spotify: https://www.spotify.com/privacy
Google Podcasts: https://policies.google.com/privacy

Show Notes and Links:

Podcast show notes may contain links to resources, research, or third-party websites. We are not responsible for the privacy practices of external sites.

14. Social Media

If you interact with us on social media (Instagram, TikTok, LinkedIn, YouTube), those platforms collect data according to their own privacy policies. We may see basic information you choose to make public (username, comments, messages).

We do not collect additional personal data from social media unless you provide it directly (e.g., by sending us a direct message).

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements.

When we make changes:

The "Last Updated" date at the top will be revised
Material changes will be communicated via email (if you're subscribed) or posted prominently on our website
Continued use of our services after changes constitutes acceptance

We recommend reviewing this policy periodically.

16. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact:

Customer Support Team
Email: hello@coachingmotherhood.com
Website: https://www.coachingmotherhood.com

We aim to respond to all inquiries within 5 working days.

17. Data Protection Officer

As a small business, we are not currently required to appoint a formal Data Protection Officer (DPO). However, Kate Boyd-Williams oversees data protection compliance.

For data protection matters, contact: hello@coachingmotherhood.com

Thank you for trusting Coaching Motherhood with your personal information. We are committed to protecting your privacy and using your data responsibly.

Coaching Motherhood
Empowering mothers of teenage daughters with evidence-based coaching tools and regulation techniques