Privacy policy.

Privacy Policy

Effective Date: July 27, 2025

This Privacy Policy explains how Roxanne Isabella Wood, trading as "Roxanne Isabella Coaching" ("I," "me," or "my"), a sole trader operating online, collects, uses, and protects your personal data when you visit my website at www.roxanneisabellacoaching.com (the "Website") and engage with my coaching services.

I am committed to protecting your privacy and handling your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who I Am (Data Controller)

Roxanne Isabella Wood, trading as "Roxanne Isabella Coaching," is the Data Controller responsible for your personal data under this Privacy Policy. This means I determine the purposes and means of processing your personal data.

My contact details: Email: coaching@roxanneisabella.com

2. The Data I Collect About You

I may collect, use, store, and transfer different kinds of personal data about you. This data is grouped together as follows:

  • Identity Data: Includes your first name, last name, and title.

  • Contact Data: Includes your email address, phone number (if provided), and postal address (including country).

  • Profile Data: Includes your coaching goals, needs, challenges, and any personal information you share during discovery calls, coaching sessions, or in questionnaires. This may include sensitive data if you choose to share it (e.g., health information relevant to your coaching goals), which I process based on your explicit consent.

  • Financial Data: Includes payment card details (processed securely by third-party payment processors like Stripe) and payment transaction data related to your coaching services. I do not directly store your full payment card details.

  • Technical Data: Includes your internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this Website.

  • Usage Data: Includes information about how you use my Website, services, and Programme materials (e.g., pages visited, time spent, modules accessed).

  • Marketing and Communications Data: Includes your preferences in receiving marketing from me and your communication preferences.

  • Session Recordings: Audio and/or video recordings of coaching sessions.

3. How Your Personal Data Is Collected

I use different methods to collect data from and about you, including:

  • Direct Interactions: You provide data directly when you:

    • Book a discovery call.

    • Sign up for my "Imposter To Impact" Programme.

    • Complete client questionnaires or homework assignments.

    • Communicate with me via email, messaging apps (e.g., Instagram DM, TikTok DM, LinkedIn messaging), or during coaching sessions.

    • Provide testimonials or feedback.

  • Automated Technologies or Interactions: As you interact with my Website, I may automatically collect Technical Data and Usage Data using cookies, server logs, and other similar technologies.

  • Third Parties: I may receive personal data about you from third parties such as:

    • Payment processors (e.g., Stripe) for transaction data.

    • Booking platforms (e.g., Calendly, Acuity) for Identity and Contact Data.

    • Analytics providers (e.g., Google Analytics) for Technical and Usage Data.

4. How I Use Your Personal Data

I will only use your personal data when the law allows me to. Most commonly, I will use your personal data in the following circumstances:

  • To perform the contract I am about to enter into or have entered into with you (e.g., to provide your coaching services, process payments, schedule sessions).

  • Where it is necessary for my legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests (e.g., improving my services, marketing).

  • Where I need to comply with a legal obligation (e.g., tax records).

  • Where you have given your explicit consent (e.g., for processing sensitive personal data, or for marketing where required).

Here's how I use your data and the lawful bases for doing so:

5. Marketing Communications

I may use your Identity, Contact, Technical, and Usage Data to form a view on what I think you may want or need, or what may be of interest to you.

You will receive marketing communications from me if you have requested information from me or purchased services from me and you have not opted out of receiving that marketing.

You can ask me to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting me directly.

6. Disclosures of Your Personal Data

I may have to share your personal data with the parties set out below for the purposes mentioned in Section 4 above.

  • Service Providers: Third parties who provide IT and system administration services (e.g., Squarespace, Zoom, Stripe, Calendly, email service providers).

  • Professional Advisers: Lawyers, accountants, or insurers who provide professional services.

  • Regulators and Other Authorities: HM Revenue & Customs (HMRC) and other authorities based in the UK and other relevant jurisdictions who require reporting of processing activities in certain circumstances.

I require all third parties to respect the security of your personal data and to treat it in accordance with the law. I do not allow my 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 my instructions.

7. International Transfers

I am based in the UK. Many of my third-party service providers, such as Zoom, Stripe, and some email providers, are based outside the UK and European Economic Area (EEA), including in the USA. This means your personal data may be transferred to and stored in a country that may not have the same level of data protection as the UK.

Whenever I transfer your personal data out of the UK/EEA, I ensure a similar degree of protection is afforded to it by implementing at least one of the following safeguards:

  • I will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the UK or European Commission.

  • Where I use certain service providers, I may use specific contracts approved by the UK or European Commission which give personal data the same protection it has in the UK/EEA (e.g., Standard Contractual Clauses).

  • Where I use providers based in the US, I may transfer data to them if they are part of a framework that ensures adequate protection for data transferred from the UK/EU (e.g., the EU-US Data Privacy Framework or UK Extension to the EU-US Data Privacy Framework, if applicable to the provider).

Please contact me if you want further information on the specific mechanism used by me when transferring your personal data out of the UK/EEA.

8. Data Security

I 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. I also 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 my instructions and they are subject to a duty of confidentiality.

I 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 I am legally required to do so.

9. Data Retention

I will only retain your personal data for as long as necessary to fulfil the purposes I collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, I consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which I process your personal data and whether I can achieve those purposes through other means, and the applicable legal requirements.

For example, by law I have to keep basic information about my customers (including Contact, Identity, Financial, and Transaction Data) for six years after they cease being customers for tax purposes.

In some circumstances, you can ask me to delete your data (see Section 10 below).

10. Your Legal Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:

  • Request access to your personal data.

  • Request correction of your personal data.

  • Request erasure of your personal data.

  • Object to processing of your personal data.

  • Request restriction of processing your personal data.

  • Request the transfer of your personal data.

  • Withdraw consent at any time where I am relying on consent to process your personal data.

If you wish to exercise any of the rights set out above, please contact me at coaching@roxanneisabella.com.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, I may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, I may refuse to comply with your request in these circumstances.

I may need to request specific information from you to help me confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. I may also contact you to ask you for further information in relation to your request to speed up my response.

I try to respond to all legitimate requests within one month. Occasionally it may take me longer than a month if your request is particularly complex or you have made a number of requests. In this case, I will notify you and keep you updated.

11. Complaints

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). I would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact me in the first instance.

12. Changes to This Privacy Policy

I may update this Privacy Policy from time to time by posting a new version on my Website. I will notify you of any significant changes. I encourage you to review this Privacy Policy periodically to stay informed about how I am protecting your data.

13. Contact Me

If you have any questions about this Privacy Policy or my data practices, please contact me:

Roxanne Isabella Wood Email: coaching@roxanneisabella.com

Website: www.roxanneisabellacoaching.com