Privacy Policy

Romelia Anthony Coaching

Last updated: 4 November 2026

At Romelia Anthony Coaching, your privacy matters to me.

Whether you're browsing my website, enquiring about coaching, working with me as a client or completing one of my free resources, I want you to understand what happens to the personal information you share.

This Privacy Policy explains what information I collect, why I collect it, how I use and protect it, and your rights.

1. Who I am

Romelia Anthony Coaching is operated by Romelia Anthony, a sole trader based in the United Kingdom.

I am responsible for how your personal information is collected and used.

Business: Romelia Anthony Coaching
Data controller: Romelia Anthony
Website: www.romeliaanthonycoaching.com
Email: hello@romeliaanthonycoaching.com

If you have questions about your information or would like to exercise your data protection rights, please contact me using the email address above.

2. What information I collect

Depending on how you interact with my business, I may collect:

Your name, email address and contact details.
Information submitted through my website contact forms or by email.
Information about your business, goals, challenges and coaching requirements.
Responses to questionnaires, business check-ins and free resources.
Coaching workbooks, action plans and documents you share with me.
Details relating to coaching sessions, appointments and communications.
Recordings, transcripts and AI-generated notes where Fathom is used during coaching sessions.
Payment and invoicing information.
Website usage information collected through cookies and analytics.

I may also keep relevant professional contact information from business networking, Instagram, LinkedIn and other publicly available business profiles when establishing or maintaining appropriate professional relationships.

I aim to collect only information that is necessary and relevant to my business activities.

3. How and why I use your information

I use personal information for the following purposes.

Responding to enquiries

To respond when you contact me about coaching services or request further information.

The lawful basis will generally be taking steps towards a contract at your request or my legitimate interests in responding to enquiries, depending on the circumstances.

Providing coaching services

To arrange and deliver coaching, prepare sessions, manage relevant coaching documents and communicate with clients.

The lawful basis is generally performance of a contract.

Managing prospective client relationships

To maintain relevant business contacts, keep records of conversations and manage appropriate follow-ups.

Where applicable, I rely on legitimate interests, taking account of individuals' privacy rights and reasonable expectations.

Providing free resources and business check-ins

To review your responses, prepare personalised recommendations and send you the results you requested.

The proposed lawful basis is my legitimate interests in providing the requested resource and responding to your request.

Marketing communications

To send business coaching tips, updates and information about my services where you have given the appropriate permission.

Where marketing is based on consent, you can withdraw that consent at any time.

Business administration and accounting

To manage client records, invoices, payments and legal obligations.

The applicable lawful bases may include contractual necessity and legal obligation.

Website operation and improvement

To operate my website, maintain its security and understand how visitors use it.

The applicable lawful basis depends on the information and technology involved, including any required cookie permissions.

4. Your free coaching business check-in

When you complete Another Year of Winging It?, my free coaching business check-in, I collect your answers, name and email address.

I use these details to understand your current business position, identify possible areas for improvement and email you three personalised recommendations.

I personally review the results before sending them.

I may use AI-assisted tools to help analyse check-in responses and prepare draft recommendations. Before doing so, I remove names, email addresses and other identifying details where possible.

I personally review and approve all recommendations before sending them to you. Your contact details are used separately to deliver your results.

Completing the check-in does not automatically subscribe you to marketing emails.

You will only be added to the optional marketing list where you have actively chosen to receive those communications.

Completed check-in responses are retained for up to 12 months unless another legitimate reason justifies retaining particular information for longer.

5. Coaching clients and shared workbooks

When you become a coaching client, I collect information needed to deliver your coaching programme.

This may include your business goals, coaching workbooks, action plans and communications.

Client workbooks are stored in Microsoft OneDrive in individual shared folders. Access is restricted to me and the relevant client.

Client workbooks are normally retained for two years after the coaching programme ends, unless there is a justified reason to retain them longer.

Client invoices, contractual information and other records may be retained separately where required.

6. Coaching recordings and AI notetaking

Coaching sessions are generally conducted through Microsoft Teams.

I may use Fathom, an AI meeting notetaker, during coaching sessions. I ask for permission before using it.

Where Fathom is used, meeting information may be processed to create recordings, transcripts, summaries and notes.

Clients may request copies of their session recordings.

My retention policy is to remove Fathom recordings and associated transcripts and notes within 90 days after the coaching programme ends, unless there is a specific, justified reason to retain them longer.

Copies held elsewhere, including relevant email attachments, are also subject to review.

Because coaching conversations may include sensitive information, additional data protection requirements may apply depending on what is discussed and recorded.

7. Marketing emails

If you choose to receive marketing communications, I may send occasional emails containing coaching tips, business advice and updates about my services.

Marketing subscriptions are optional and separate from receiving requested resources or coaching services.

You can unsubscribe or withdraw marketing consent at any time by following the instructions in a marketing email or contacting:

hello@romeliaanthonycoaching.com

I keep appropriate records of marketing preferences, including withdrawals and objections where necessary.

8. How your information is stored and shared

I use third-party business software to help deliver my services.

These providers include:

Squarespace: Website hosting, contact forms and website analytics.
Microsoft 365: Outlook email, Teams, Microsoft Forms and OneDrive.
HubSpot: Contact management, prospective client records and follow-up activities.
Fathom: Meeting recordings, transcripts and AI-generated notes where used.

I may also use AI-assisted tools to help prepare business resources and draft personalised feedback.

Where necessary, personal information may be shared with service providers who support the operation of my business, subject to applicable data protection requirements.

I do not sell your personal information.

I may disclose information where legally required or where necessary to protect legal rights.

9. International data transfers

Some of the technology providers I use may process personal information outside the United Kingdom.

Where international transfers take place, the relevant UK data protection requirements and appropriate transfer arrangements must be met.

You can contact me if you would like further information about relevant international transfers and safeguards.

10. How long I keep your information

I aim to keep personal information only for as long as it is reasonably required for the purposes for which it was collected.

My retention arrangements are:

Free coaching business check-in responses: Up to 12 months.
Inactive prospective client records: Reviewed after 12 months of inactivity.
Client coaching workbooks: Two years after programme completion.
Fathom recordings and transcripts: Up to 90 days after programme completion, unless longer retention is justified.
Accounting and tax records: Retained in accordance with applicable HMRC requirements.
Marketing consent and objection records: Retained as necessary to manage preferences and demonstrate compliance.

I review retained information periodically and delete or anonymise information that is no longer required, subject to relevant legal obligations.

11. Cookies and website analytics

My website is hosted by Squarespace and uses website analytics to help me understand how visitors use the site.

The website displays a cookie banner that allows visitors to manage their preferences.

Necessary cookies support the operation of the website.

Optional cookie categories, including performance and analytics or advertising cookies where applicable, are restricted unless visitors make the relevant choice.

Visitors can manage their cookie preferences through the controls provided on the website.

12. Protecting your information

I take reasonable steps to protect the personal information I hold.

These include using business software, controlling access to client documents and limiting shared-folder permissions.

I aim to protect information from unauthorised access, accidental loss, misuse or disclosure.

No electronic storage or communication system can be guaranteed completely secure.

13. Your data protection rights

Under UK data protection law, you may have the right to:

Request access to the personal information held about you.
Request correction of inaccurate information.
Request deletion of your personal information.
Request restrictions on certain processing.
Object to certain uses of your personal information, including direct marketing.
Request data portability where applicable.
Withdraw consent where processing relies on consent.
Exercise applicable rights relating to automated decision-making.

These rights are subject to the conditions and exemptions set out in law.

If you wish to exercise your rights, please email:

hello@romeliaanthonycoaching.com