Privacy Policy

Helena Y Chan Ltd – Transformational Coaching
Last updated: June 2025

1. Introduction

I, Helena Chan, owner of Helena Y Chan Ltd (https://www.asparkleintime.co.uk/transformational-coaching), am committed to safeguarding your personal information. This privacy policy explains how I collect, use, and store your data, and your rights under UK data protection laws.

2. Data Controller

I am the data controller for personal information collected via this website and in connection with my coaching services.

3. What Information I Collect

I may collect and process the following types of personal data:

  • Contact details – name, email address, phone number, postal address

  • Client history and session information – your goals, reflections, and notes from coaching conversations

  • Sensitive personal data – any information related to mental health, well-being, or life circumstances that you choose to share

  • Communication records – emails, messages, and booking form submissions

  • Marketing and website data – your preferences and interactions with my emails or website

4. How I Collect Your Information

I collect data when you:

  • Contact me via the website, email, or phone

  • Fill out intake forms or questionnaires

  • Participate in coaching sessions

  • Sign up for emails or updates

5. Legal Basis for Processing

Under the UK GDPR, I rely on the following legal bases to process your data:

  • Consent – for sending session materials, recordings, or marketing updates

  • Contractual necessity – to provide coaching services you’ve requested

  • Legitimate interests – such as maintaining coaching records or improving services

  • Legal compliance – including insurance and future accreditation requirements

6. Your Rights

You have the right to:

  • Access your data

  • Request correction of inaccurate data

  • Request deletion of your data (where legally appropriate)

  • Object to or restrict certain types of processing

  • Request a copy of your data (data portability)

To exercise these rights, contact helena@helenaychan.com. I aim to respond within one month.

7. Data Storage & Retention

  • Physical notes are securely stored in a locked location

  • Digital files are protected by encryption, password, and biometric login

  • Data is retained for at least 8 years following your final session, in line with insurance and anticipated professional body requirements

  • If I am unexpectedly unable to work, a trusted professional peer may contact you about continuity of care, under strict confidentiality

8. Disclosure of Personal Data

Your personal data will only be shared in the following situations:

  • With your explicit consent (e.g., to collaborate with another professional)

  • When required by law (e.g., risk of serious harm, safeguarding, or legal orders)

  • As part of professional training or accreditation, including sharing session recordings or reflections with qualified assessors. This will only be done with your informed and written consent

  • To comply with lawful requests from the Information Commissioner’s Office (ICO) or any future regulatory authority

9. Confidentiality

All coaching sessions and communication are treated with strict confidentiality. Exceptions apply only where disclosure is required by law or ethical obligation, including:

  • Where there is risk of serious harm to yourself or others

  • Where I am legally required to disclose information (e.g., under court order)

10. Professional Standards & Accreditation

I am currently in training and working toward accreditation with a professional coaching body. As part of this process:

  • Selected coaching materials may be submitted to qualified trainers or assessors to demonstrate competencies

  • This will only be done with your prior and explicit written consent

  • All reviewers are bound by strict confidentiality and professional ethical standards

Once qualified, I will be regulated by a professional body and will continue to adhere to its ethical and data protection frameworks.

11. Cookies & Website Usage

This website may use cookies or basic tracking tools to improve user experience and monitor website traffic. No personally identifying information is collected without your consent.

12. Updates to This Policy

This policy may be updated periodically. All changes will be posted on this page with a revised “last updated” date. You can request a previous version by emailing me.

13. Contact & Complaints

To contact me about your data or exercise your rights:
📧 helena@helenaychan.com

If you are unsatisfied with how I handle your data, you can complain to the Information Commissioner’s Office (ICO):
📍 Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
📞 0303 123 1113
🌐 https://www.ico.org.uk

14. ICO Registration

Helena Y Chan Ltd is registered with the Information Commissioner’s Office (ICO).
Registration number: ZB416812