Privacy Policy

Nicholas Foster | Executive Coaching

Last updated: 15 October 2026

1. Our Commitment to Your Privacy

Your privacy matters.

As an executive coach, I work with individuals navigating important professional and personal decisions. I recognise that the information you share may be sensitive and confidential.

I am committed to respecting your privacy, protecting your personal information and being transparent about how it is used.

This policy explains how personal information is collected, processed, stored and protected when you visit this website, contact me or engage my coaching services.

2. Who Is Responsible for Your Information?

The data controller responsible for your personal information is:

Nicholas Foster

Trading name: Nicholas Foster Coaching & Advisory Limited

Email: nick@nicholas-foster.com

I process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable UK privacy legislation.

3. Information I Collect

I may collect the following information:

  • Personal and professional contact details, including your name, email address, telephone number, employer and job title.
  • Information you provide through website forms, emails, booking requests, LinkedIn messages or other communications.
  • Information voluntarily shared during coaching, including professional challenges, personal circumstances, goals and reflections.
  • Appointment, contractual, invoicing and payment records.
  • Website usage information, including technical information and cookie data where applicable.
  • Information you submit through assessments, questionnaires or other resources made available through the website.

I aim to collect only the information reasonably necessary to provide my services and operate my business.

4. How Your Information Is Used

Your information may be used to:

  • Respond to enquiries and requests for information.
  • Arrange introductory conversations and coaching sessions.
  • Deliver coaching services and maintain continuity between sessions.
  • Administer coaching agreements, bookings and payments.
  • Provide resources, assessments and information you request.
  • Send newsletters or other marketing communications where legally permitted.
  • Improve the operation and security of the website.
  • Meet legal, financial and regulatory obligations.

I do not sell your personal information or provide it to third parties for their independent marketing purposes.

5. Legal Basis for Processing

I process personal information only where there is an appropriate legal basis.

These may include:

Contract: To provide coaching services or take steps towards entering into a coaching agreement.

Legitimate interests: To respond to enquiries, manage business relationships, maintain records and operate the business responsibly, where those interests are not overridden by your rights.

Consent: Where required for activities such as certain marketing communications, optional recordings or processing sensitive information.

Legal obligation: To comply with applicable legal, tax, accounting and regulatory requirements.

Where special-category personal information is processed, an additional lawful condition under UK GDPR will be identified and applied.

Where consent is relied upon, you may withdraw it at any time.

6. Coaching Confidentiality

Confidentiality is fundamental to the coaching relationship.

Coaching conversations are treated as confidential. Information shared during sessions will not ordinarily be disclosed to employers, colleagues, family members or other third parties without your permission.

Exceptions may arise where disclosure is required by law or otherwise legally justified, including certain serious safeguarding situations.

Brief coaching notes may be maintained to support continuity and the effectiveness of our work together.

These notes are stored securely in Google Workspace and are not processed through AI note-taking or summarisation services.

Coaching sessions are not routinely recorded. Where a recording is proposed, your prior permission will be requested and its purpose, storage and retention arrangements explained.

Further confidentiality arrangements are set out in the coaching agreement.

7. Cookies and Website Analytics

This website may use cookies and similar technologies to support its operation and understand how visitors interact with its content.

These may include:

  • Essential cookies required for website functionality and security.
  • Analytics cookies to understand website usage and performance.
  • Third-party cookies associated with embedded content or services.

Non-essential cookies and tracking technologies will only be used where legally permitted, including obtaining consent where required.

You can manage your cookie preferences through the website’s available controls or your browser settings.

The specific cookies and analytics services used will be disclosed once the website configuration is confirmed.

8. Third-Party Service Providers

I use trusted third-party services to support the operation of my coaching business.

These currently include:

Microsoft 365: Email and business communications.

Calendly: Appointment scheduling.

ScoreApp: Assessments.

Zoom: Online coaching meetings.

Google Workspace: Storage of coaching notes and relevant documents.

Sterling Bank: Payment processing and financial administration.

Other providers may be used for website hosting, analytics, assessments and email marketing.

Where service providers process personal information on my behalf, I take appropriate steps to ensure suitable data protection arrangements are in place.

9. Email Marketing and Newsletters

If you subscribe to a newsletter or request updates, I may use your contact details to provide relevant information about executive coaching, leadership and career development.

Marketing communications will only be sent where permitted by applicable law.

You may unsubscribe at any time using the instructions provided in marketing emails or by contacting me directly.

I will not disclose your details to third parties for unrelated marketing.

10. Storing and Protecting Your Information

I take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, alteration or disclosure.

These include appropriate access controls and the security features provided by my technology suppliers.

Although reasonable precautions are taken, no method of electronic transmission or storage can be guaranteed to be completely secure.

11. How Long Information Is Retained

Personal information is retained only for as long as reasonably necessary.

My retention approach includes:

  • Coaching notes: Normally 12 months following the end of the coaching relationship.
  • Financial and accounting records: For the period required by applicable law.
  • Enquiry and correspondence records: For as long as reasonably necessary for their original purpose.
  • Marketing records: Until you unsubscribe or the information is no longer required, subject to any necessary suppression records.
  • Session recordings: For the period specifically agreed before recording.

Retention may be extended where legally necessary, including for the establishment, exercise or defence of legal claims.

Information is securely deleted or anonymised when no longer required.

12. International Transfers

Some service providers may process or store personal information outside the United Kingdom.

Where restricted international transfers take place, appropriate safeguards will be used in accordance with UK data protection law.

These may include UK adequacy regulations, approved contractual safeguards or another applicable lawful transfer mechanism.

13. External Websites and Social Media

This website may contain links to external websites, resources and social media platforms, including LinkedIn.

External websites operate under their own privacy policies and terms.

I am not responsible for their privacy practices and encourage you to review the relevant policies before sharing personal information.

Information you provide when communicating with me through social media may also be subject to the platform’s privacy arrangements.

For confidential coaching matters, I recommend using direct email or an agreed private communication channel.

14. Your Data Protection Rights

Subject to applicable legal conditions, you have the right to:

  • Access personal information held about you.
  • Request correction of inaccurate information.
  • Request deletion of information in certain circumstances.
  • Restrict or object to certain processing.
  • Request portability of eligible personal information.
  • Withdraw consent where processing is based on consent.
  • Object to direct marketing at any time.
  • Be protected against certain solely automated decisions.

To exercise these rights, contact me using the details provided in this policy.

I will respond within the timeframes required by applicable data protection law.

15. Automated Decision-Making

I do not use solely automated decision-making that produces legal or similarly significant effects concerning individuals.

Where online assessments provide automated feedback, their purpose and operation will be explained as appropriate.

16. Complaints

If you have any concerns about the handling of your personal information, please contact me so I can investigate and respond.

You also have the right to complain to the Information Commissioner’s Office (ICO).

Website: https://ico.org.uk

17. Changes to This Policy

This Privacy Policy may be updated to reflect changes in business operations, technology, services or legal requirements.

Any updates will be published on this page with the date of the latest revision.

18. Contact

For privacy questions, information requests or concerns, please contact:

Nicholas Foster

Email: nick@nicholas-foster.com

Website: https://nicholas-foster.com

End of Privacy Policy