PatientMind Ltd — Privacy Notice

Last updated: 20/09/2026

We understand that your privacy matters, and we take the confidentiality of anyone who visits this website or engages our coaching services seriously. This notice explains what personal data we collect, how we use it, how we keep it secure, and your rights in relation to it.

1. Who We Are

We are PatientMind Ltd, an executive and leadership coaching practice.

• Registered office: Brambledene, Main Street, Sutton-upon-Derwent, York, YO41 4BT
• Email: alex@patientmind.co.uk
• Phone: +44 775 382 6096

PatientMind Ltd is registered with the Information Commissioner's Office as a data controller (registration reference ZB917758).

2. What Data We Collect

Depending on how you interact with us, we may collect:

• Enquiry and contact details — your name, email address, phone number, and the details of any message you send us through this website.
• Client and engagement details — if you become a client, we hold your contact details, engagement/contract terms, invoicing information, and records relating to the coaching, mentoring or supervision work we deliver together.
• Coaching session content — themes, goals and reflections discussed during sessions. We keep these at the level needed to support your development, not as clinical or diagnostic records.
• Website usage data — basic technical information such as your browser type and how you found our site, where this is collected by our website hosting or analytics tools.

We do not collect payment card details directly through this website.

3. How We Use Your Data

• To respond to your enquiry and discuss whether our services are a good fit for you.
• To deliver coaching, mentoring, supervision or leadership development services under a contract or engagement with you or your organisation.
• To manage invoicing and our business accounts.
• To send you information you have asked for, or occasional updates about our services, where you have agreed to this.
• To meet our legal and regulatory obligations.

4. Our Legal Basis for Processing

• Contract — where processing is necessary to deliver a service you have engaged us for.
• Legitimate interests — for example, responding to enquiries and maintaining accurate business records, where this does not override your rights.
• Consent — for example, for marketing communications, which you can withdraw at any time by contacting us or unsubscribing.
• Legal obligation — for example, retaining financial records as required by law.

5. Special Category Data

Coaching conversations can, at times, touch on sensitive personal matters. We do not ask clients to disclose special category data (such as health information) and do not record it beyond what is necessary to support your development. Where such information is shared with us, it is treated as strictly confidential, is not disclosed to any third party without your explicit consent, and is retained no longer than necessary — except where we are legally required to act on a genuine safeguarding concern.

6. Who We Share Your Data With

We do not sell your personal data. We may share it with:

• Associates or subcontractors involved in delivering a specific programme, but only where this is necessary and with your knowledge.
• Trusted service providers who support our business (for example, our CRM or IT provider), under appropriate confidentiality and data protection terms.
• Regulators, courts, or authorities, where we are legally required to disclose information.

We aim to keep your data within the UK. Where a service provider we use processes data outside the UK, we ensure appropriate legal safeguards are in place.

7. How Long We Keep Your Data

• Client and engagement records, including coaching notes: for the duration of our engagement, plus 7 years.
• Enquiries that do not proceed further: deleted or anonymised after 12 months.
• Financial records: retained for a minimum of 6 years, in line with HMRC requirements.

At the end of the relevant period, your data is securely deleted or anonymised, unless we are required by law to keep it for longer, or a legal claim is in progress.

8. Cookies

This website may use cookies to help it function correctly and to understand, in general terms, how visitors use the site. You will be asked for your consent before any non-essential cookies are set, and you can manage or withdraw your consent at any time through your browser settings.

9. Your Rights

Under UK GDPR, you have the right to: be informed about how we use your data; request a copy of the data we hold about you; have inaccurate data corrected; request that we erase your data; restrict or object to certain processing; and request that your data be transferred to another organisation. To exercise any of these rights, contact us using the details in Section 1.

If you are unhappy with how we have handled your data, you can also complain to the Information Commissioner's Office: Wycliffe House, Water Lane, Wilmslow, SK9 5AF | 0303 123 1113 | www.ico.org.uk.

10. Changes to This Notice

We may update this notice from time to time, for example if the law changes or our practices change. The current version will always be available on this website, with the date it was last updated shown above.