Privacy Policy – Data Protection and Client Privacy

This privacy policy outlines how Beyond Labels Coaching & Therapy Ltd (operating in the USA as Beyond Labels Coaching) collects, uses, stores, and discloses personal information gathered from clients engaging with the coaching services provided by Yann Phesans. This policy applies to all online and remote services.
 

1. Personal Information I Collect

The following personal information may be collected from clients:

• Basic Details: Name, email address, and preferred contact number

• Emergency Contact: Details of an emergency contact

• Coaching History: Relevant history of prior coaching or therapy sessions

• Health Information: Relevant medical conditions or medications for coaching purposes

• Client Expectations: Information about your goals, expectations, and prior experiences related to coaching
   

2. How I Store Your Information

Your privacy is my priority, and I take several steps to ensure the protection of your personal data:

• Physical Records: Session notes and personal details are securely stored in a locked, protected space or in password-protected digital files.

• Smartphone: My professional smartphone is password-protected. Client information is stored under anonymous identifiers to maintain privacy.

• Email: Your email address is stored securely in my password-protected email account.

• Website: Your contact information (name and email) is stored on my website for communication purposes. This information is hosted securely by Wix, which follows strict privacy policies (review Wix’s privacy policy [here]).

• Video Sessions: For online sessions via Google Meet, your email is used to schedule sessions and send secure links. You can review Google Meet’s privacy policy here.
   

3. Third-Party Websites

My website may contain links to external third-party sites. These sites have their own privacy policies, and I am not responsible for how they collect, store, or use your data.
 

4. Documents I Hold

For record-keeping and compliance, I retain the following documents:

• Client Contract/Agreement Form

• Signed Privacy Statement

• Initial Consultation Form

• Client Session Notes: Retained for up to 7 years in line with professional guidelines
   

5. How I May Share and Use Your Personal Information

I may use your personal information in the following ways:

• Session Reminders: I may use your email address to send reminders about upcoming coaching sessions.

• Supervision: To maintain ethical and effective practice, I attend regular supervision. Session details may be shared with my supervisor using anonymized identifiers for professional development purposes.

• Emergency Situations: If your health or safety is at risk, I may need to share your details with healthcare providers or emergency services.
   

6. Retention and Erasure of Your Information

• Online Enquiries: All inquiries made through my website will be deleted after 3 months.

• Text Messages & Contact Numbers: Text messages and contact numbers shared will be deleted 3 months after the completion of coaching.

• Session Notes: Client session notes and personal details will be retained for up to 7 years after the end of coaching, in compliance with professional guidelines.
   

7. Your Rights Regarding Personal Data

Under applicable data protection laws, you have the following rights regarding your personal data:

• Right to Access: You may request a copy of the information I hold about you. This will be provided in a digital format, free of charge, or corrected if inaccurate.

• Right to be Forgotten: You may request that your personal data be erased if it is no longer necessary for the purpose it was collected. I will comply with your request unless the data is required for legal or compliance reasons.

• Right to Data Portability: You may request a copy of the data you’ve provided in a structured, commonly used format for transfer to another provider.
   

8. Confidentiality & Data Use

Your privacy and confidentiality are essential. The information you provide will only be used for the purposes described in this policy. You have the right to withdraw consent at any time by contacting me directly.

Yann Phesans and Beyond Labels Coaching & Therapy Ltd are committed to safeguarding your privacy and handling your personal data with care and in compliance with applicable data protection laws. If you have any questions or concerns about how your data is handled, please feel free to reach out.