Latitude Coaching Ltd, trading as The Latitude Practice ("Latitude Coaching", "The Latitude Practice" "we", "us", "our") is committed to protecting your privacy and handling personal data responsibly.

This Privacy Policy explains how we collect, use, store and protect personal data when you visit our website, contact us, subscribe to Latitude Insights, or use our coaching and consulting services.

1. Who we are

Latitude Coaching Ltd is a private limited company registered in England and based in London, United Kingdom.

Contact details:
Latitude Coaching Ltd
66 Paul Street
London
England
EC2A 4NA

Email: info@thelatitudepractice.co.uk

If you have any questions about this Privacy Policy or how we handle personal data, please contact us using the details above.

2. Personal data we collect

We may collect and process the following categories of personal data.

Contact form enquiries

If you contact us through the website contact form, we collect:

• name

• email address

• phone number (optional)

• The service you are interested in

• any information you include in the open text field

Latitude Insights subscriptions

If you subscribe to Latitude Insights, we collect:

• name

• email address

• phone number (optional)

• any information you include in the open text field

We will only add you to Latitude Insights where you have signed up and confirmed your subscription.

Client and prospective client information

If you enquire about or engage us for coaching, consulting or related services, we may collect personal data needed to respond to your enquiry, manage the relationship, arrange sessions and deliver services. This may include information you choose to share in emails, calls, meetings, forms, bookings, notes and documents.

Technical and website usage data

When you use our website, certain technical information may be collected automatically, such as:

• IP address

• browser type and version

• device type

• pages visited

• time spent on pages

• referring source

• similar website usage and diagnostic information

3. How we collect personal data

We collect personal data when:

• you complete a form on our website

• you subscribe to Latitude Insights

• you email, call or otherwise contact us

• you book or request a session

• you engage us for services

• you use our website

• you provide information during coaching or consulting work

4. How we use personal data

We use personal data for the following purposes:

• to respond to enquiries

• to communicate with you about our services

• to arrange and manage bookings

• to provide coaching, consulting and related services

• to send Latitude Insights where you have subscribed and confirmed your subscription

• to maintain appropriate business and client records

• to improve our website, services and communications

• to maintain website security and prevent misuse

• to issue invoices and manage payment administration

• to comply with legal, regulatory, tax, accounting and professional obligations

5. Lawful bases for processing

Under UK data protection law, we rely on one or more of the following lawful bases for processing personal data:

• Legitimate interests - for example, operating our business, responding to enquiries, managing client relationships, maintaining records, improving our services and running our website effectively.

• Contract - where processing is necessary to take steps at your request before entering into a contract, or to perform a contract with you.

• Legal obligation - where processing is necessary to comply with legal or regulatory requirements.

• Consent - where required, including in relation to certain marketing communications and non-essential cookies.

6. Website, systems and service providers

We use trusted third-party providers to operate our website and support our business activities, including:

• Squarespace, to host and operate our website

• Calendly, to help manage bookings

• HubSpot, to store data relating to Latitude Insights subscriptions once a subscriber has signed up and confirmed their subscription

• Microsoft OneDrive, to store notes and related working documents

• Microsoft Teams, as the default platform for online sessions

• Xero, to manage invoicing and related accounting administration

• Tide, to support business banking and payment administration

• Granola, to support transcription and filing

These providers may process personal data on our behalf or, in some cases, as independent controllers in relation to their own regulated services.

7. Coaching confidentiality, notes and session management

Coaching and consulting conversations may involve personal, professional and, at times, sensitive information. We treat such information with appropriate care and confidentiality.

Session notes and related working documents may be stored in Microsoft OneDrive.

Where online sessions take place Granola or Microsoft Copilot may be used to help collate notes. If you would prefer Granola or Copilot not to be used in relation to your sessions, this can be turned off on request.

If you send us files containing personal data, we will take reasonable steps to protect them, including the use of password protection where appropriate.

If we use any psychometric or assessment tools, we will provide separate, tool-specific privacy information explaining how personal data connected with those tools is collected, used, stored and shared.

In the interests of maintaining professional standards and coaching quality, matters arising in coaching may be discussed in professional supervision on an anonymised basis. We will not intentionally disclose information that identifies you unless you have given permission or disclosure is required by law.

8. Marketing communications

If you subscribe to Latitude Insights, we will use your contact details to send the content you have requested.

You can unsubscribe from marketing communications at any time by using the unsubscribe link in an email or by contacting us at info@thelatitudepractice.co.uk

We do not knowingly send marketing communications where we do not have an appropriate lawful basis to do so.

We will not use your name, role, organisation, testimonial, endorsement or other identifiable credentials in marketing or promotional materials without your prior permission.

9. Cookies and similar technologies

Our website is hosted on Squarespace, which may use cookies and similar technologies to support site functionality, performance and security.

We may also use cookies or similar technologies to understand how visitors use the website and to improve the website experience. These may include:

• strictly necessary cookies

• analytics cookies

• functional cookies

Where required by law, we will request your consent before placing non-essential cookies on your device.

You can also manage cookies through your browser settings. If a cookie banner or consent management tool is used on the website, it should be read alongside this Privacy Policy.

10. Sharing personal data

We do not sell personal data.

We may share personal data where reasonably necessary with trusted third parties, including:

• website hosting and website support providers

• booking and scheduling providers

• CRM and email communication providers

• cloud storage and collaboration providers

• accounting, invoicing and banking providers

• IT and software providers

• professional advisers, including legal, accounting and insurance advisers

• regulators, courts, law enforcement agencies or public authorities where required by law or where necessary to protect our legal rights

We only share personal data where there is a lawful basis for doing so and where appropriate safeguards are in place.

11. International transfers

Some of the providers we use may process personal data outside the United Kingdom.

Where personal data is transferred internationally, we take reasonable steps to ensure appropriate safeguards are in place in accordance with applicable UK data protection law.

12. Data retention

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, including to provide services, manage records and comply with legal, regulatory, tax, accounting, insurance and professional obligations.

Retention periods will vary depending on the type of data, the nature of the relationship and any legal or operational requirements.

When personal data is no longer required, we will delete it or securely anonymise it where appropriate.

13. Data security

We take appropriate technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.

However, no method of transmission over the internet, and no method of electronic storage, is completely secure. For that reason, while we take reasonable steps to protect personal data, we cannot guarantee absolute security.

14. Your rights

Depending on the circumstances, you may have the right to:

• request access to the personal data we hold about you

• request correction of inaccurate or incomplete personal data

• request erasure of personal data

• object to certain processing

• request restriction of processing

• withdraw consent where processing is based on consent

• request transfer of your personal data in certain circumstances

• lodge a complaint with the Information Commissioner's Office (ICO)

To exercise any of these rights, please contact us at info@thelatitudepractice.co.uk

15. Third-party websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those websites. You should review their own privacy policies before submitting personal data to them.

16. Children's privacy

Our website and services are intended for adults and professional users. We do not knowingly collect personal data from children through the website.

17. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, website, legal obligations or the way we process personal data.

The latest version will always be posted on this page with the revised date shown at the top.