Privacy Policy

1. Information we collect

We may collect and use the following types of personal information:

• your name
• your email address
• your phone number, if you choose to provide it
• your organisation name and role
• information you include in a contact form, enquiry, email or message
• information about services you are interested in
• newsletter sign-up details, where you choose to subscribe
• website usage information, such as pages visited, approximate location, device type, browser type and how people arrive at the website

We do not intentionally collect special category personal data through this website. Please avoid sending sensitive personal information through contact forms unless it is necessary for your enquiry.

2. How we collect information

We collect personal information when you:

• submit a contact form
• email us directly
• enquire about coaching, facilitation, speaking or related services
• sign up to receive newsletters, resources or updates
• interact with the website
• work with us as a client, supplier or collaborator

We may also collect limited technical and analytics information through cookies and similar technologies.

3. How we use personal information

We use personal information to:

• respond to enquiries
• arrange calls, meetings or proposals
• provide coaching, facilitation, speaking or advisory services
• manage client relationships and administration
• send newsletters or updates, where you have signed up to receive them
• understand how people use the website
• improve the website, content and services
• measure the effectiveness of marketing activity
• meet legal, accounting and business record obligations

4. Contact forms and enquiries

If you submit a form or send an enquiry, we will use the information you provide to respond to your message and deal with your request.

We will not add you to a marketing list just because you have submitted a contact form or made an enquiry.

We may keep enquiry records for a reasonable period so that we can manage follow-up, understand previous conversations and maintain appropriate business records.

5. Newsletter sign-ups

If you sign up to receive newsletters, resources or updates, we will use your email address to send those communications.

You can unsubscribe at any time by using the unsubscribe link in the email or by contacting us directly at kate@katesoutherby.com.

We will not sell your details or share your newsletter sign-up information with third parties for their own marketing.

6. Analytics and Google services

This website may use Google Analytics 4, Google Tag Manager and other Google services to help understand how people find and use the website, improve content and measure marketing activity.

Google Analytics may collect information such as:

• pages visited
• time spent on the website
• referral source
• approximate location
• device, browser and operating system
• interactions with website content
• whether a visitor has been to the site before

Where required, analytics and marketing cookies will only be used with your consent. You can manage cookie preferences through the cookie banner or settings on the website, where available.

7. Marketing and advertising

We may use Google services to understand the performance of marketing activity and improve how the website appears in search and advertising channels.

This may include conversion tracking, campaign measurement and aggregated reporting.

We do not use personal information submitted through contact forms for marketing unless you have separately chosen to receive marketing communications, such as signing up to a newsletter.

8. Cookies

Cookies are small files placed on your device when you visit a website.

This website may use:

• essential cookies required for the website to work
• analytics cookies to understand website usage
• marketing or measurement cookies to understand campaign performance
• preference cookies to remember choices you make

You can usually control cookies through your browser settings. Some parts of the website may not work properly if essential cookies are disabled.

A separate Cookie Policy may provide more detail about the specific cookies used on this website.

9. Lawful bases for using personal information

Depending on the context, we may rely on one or more of the following lawful bases:

• Consent - for example, when you sign up to a newsletter or accept non-essential cookies.
• Contract - when we need to use your information to provide services or take steps before entering into a contract.
• Legitimate interests - for example, responding to enquiries, managing client relationships, improving the website and understanding business performance.
• Legal obligation - where we need to keep records for tax, accounting or legal purposes.

Where we rely on consent, you can withdraw that consent at any time.

10. Who we share information with

We may share personal information with trusted service providers who help us operate the website and business, such as:

• website hosting providers
• email and newsletter platforms
• analytics and marketing technology providers
• CRM, scheduling or form tools
• professional advisers, such as accountants or legal advisers
• IT and security providers

These providers may only use personal information as needed to provide their services to us.

We may also share information if required by law, regulation, legal process or to protect our rights.

11. International transfers

Some service providers may process personal information outside the UK.

Where this happens, we will take reasonable steps to ensure appropriate safeguards are in place, such as standard contractual clauses, adequacy regulations or other lawful transfer mechanisms.

12. How long we keep information

We keep personal information only for as long as reasonably necessary.

The period will depend on the type of information and why it was collected. For example:

• enquiry information may be kept for a reasonable period after the last contact
• client and project records may be kept for business, legal and accounting purposes
• newsletter information is kept until you unsubscribe or ask us to remove it
• analytics information is usually retained in aggregated or pseudonymous form according to the relevant analytics settings

If we no longer need personal information, we will delete it or anonymise it where appropriate.

13. Your rights

You have rights under UK data protection law. These may include the right to:

• access the personal information we hold about you
• ask us to correct inaccurate information
• ask us to delete your information
• ask us to restrict how we use your information
• object to certain uses of your information
• ask for a copy of your information in a portable format
• withdraw consent, where we rely on consent

To exercise your rights, please contact us at kate@katesoutherby.com.

14. Security

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration or destruction.

However, no website, email system or online service can be guaranteed to be completely secure.

15. Links to other websites

This website may contain links to third-party websites.

We are not responsible for the privacy practices, content or security of those websites. You should read the privacy policy of any external website you visit.

16. Complaints

If you have a concern about how we use your personal information, please contact us first at kate@katesoutherby.com so we can try to resolve it.

You also have the right to complain to the UK Information Commissioner's Office.

17. Changes to this policy

We may update this Privacy Policy from time to time.

Any updates will be posted on this page with a new "Last updated" date.

18. Contact

For questions about this Privacy Policy or how your personal information is used, please contact:

Kate Southerby Coaching Limited
Email: kate@katesoutherby.com
Office address: Cigar Factory, 127-131 Raleigh Road, Southville, Bristol BS3 1QU
Registered office: 52a High Street, Westbury On Trym, Bristol, United Kingdom, BS9 3DZ