Last updated: 24 August 2026
Crisis Coaching Collective (“we”, “us”, “our”) respects your privacy and is committed to protecting your personal information.
This Privacy Notice explains what personal information we collect, why we collect it, how we use and protect it, who we may share it with, and your rights under UK data protection law.
We operate in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation.
Who we are
Crisis Coaching Collective is a community interest company, registered not for profit, limited by guarantee.
Our contact details are:
Crisis Coaching Collective CIC
Suite A
82 James Carter Road
Mildenhall
IP28 7DE
Email: info@crisiscoachingcollective.org
Website: www.crisicoachingcollective.org
For data protection purposes, Crisis Coaching Collective CIC is the data controller for the personal information we collect and use, unless we tell you otherwise.
If you have any questions about how we use your personal information, please contact us using the details above.
What personal information we collect
The information we collect will depend on how you interact with Crisis Coaching Collective.
If you contact us or enquire about our services
We may collect:
- your name;
- contact details, such as your email address and telephone number;
- information you provide when making an enquiry;
- information about the service or support you are interested in; and
- any other information you choose to provide.
If you become a coaching client
We may collect information needed to provide coaching safely and appropriately, which may include:
- your name and contact details;
- information about your circumstances and the support you are seeking;
- information you choose to share during coaching;
- information relating to risk, safeguarding or your wellbeing where this is relevant to providing the service safely;
- records of coaching sessions, appointments and agreed actions; and
- information about referrals or other support where relevant and where we are permitted to process or share it.
You do not have to provide information that we ask for unless it is necessary for us to provide a particular service or meet a legal or safeguarding obligation. However, if you choose not to provide information that is necessary for us to provide the service safely, we may not be able to provide that service.
If you are a coach, volunteer, partner or professional contact
We may collect:
- your name and contact details;
- professional information, such as your role, organisation, qualifications or experience;
- information necessary to assess suitability for working with us;
- information relating to safeguarding checks where applicable; and
- records of communications and your involvement with Crisis Coaching Collective.
Information collected through our website and online forms
We may collect information submitted through our website, contact forms, client onboarding forms, registration forms, feedback forms and other online services.
We may also collect limited technical information when you use our website, such as IP address, browser type and information about how you use the website. This depends on the services and cookies used on our website.
Special category information
Because of the nature of post crisis coaching, you may choose to tell us information that is considered special category data under the UK GDPR. This can include information about your physical or mental health, wellbeing, experiences of trauma, disability, or other sensitive aspects of your personal circumstances.
We only collect and use this information where it is necessary and where we have an appropriate lawful basis and, where required, an additional condition under data protection law.
We will aim to collect only information that is relevant and proportionate to the service we are providing.
You are not expected to disclose sensitive personal information simply because you are using our website or making an initial enquiry.
Why we use your information
Depending on the circumstances, we may use your personal information to:
- respond to enquiries;
- assess whether our services are appropriate for you;
- arrange and provide coaching;
- communicate with you about appointments and services;
- maintain appropriate coaching and safeguarding records;
- manage risk and respond to safeguarding concerns;
- make appropriate referrals or signpost you to other services;
- manage our relationship with coaches, volunteers, partner organisations and other professionals;
- administer our organisation;
- process payments where applicable;
- obtain feedback and evaluate our services;
- monitor and improve the quality and effectiveness of our work;
- meet our legal, regulatory and insurance requirements;
- prevent or detect fraud, misuse or other unlawful activity; and
- establish, exercise or defend our legal rights.
Where appropriate, we may also use anonymised or aggregated information to understand the reach and impact of our work, for example by reporting the number or broad characteristics of people supported. Anonymised information is not personal information where individuals can no longer be identified.
Our lawful bases for using personal information
Under the UK GDPR, we must have a lawful basis for processing personal information.
Depending on what we are doing, we may rely on one or more of the following:
- Consent – where you have freely given consent for us to use your information for a specific purpose.
- Contract – where processing is necessary to provide a service or take steps at your request before entering into an agreement.
- Legal obligation – where we need to process information to comply with the law.
- Legitimate interests – where processing is necessary for our legitimate interests or those of a third party, provided those interests are not overridden by your rights and interests.
- Vital interests – in limited circumstances where processing is necessary to protect someone’s life or prevent serious harm.
Where we rely on consent, you can withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before you withdrew it.
Where we rely on legitimate interests, we will consider the impact on your rights and interests before processing your information.
Safeguarding and serious concerns
Crisis Coaching Collective takes confidentiality seriously. However, confidentiality is not absolute.
There may be circumstances where we need to use or share information without your consent, particularly where we believe this is necessary to:
- protect you or another person from serious harm;
- respond to a safeguarding concern;
- comply with a legal obligation or lawful request;
- prevent or detect serious crime; or
- protect our legal rights.
Where it is safe and appropriate to do so, we will normally discuss this with you before sharing information.
Who we may share your information with
We will not sell your personal information.
We may share information with third parties where this is necessary, lawful and proportionate. Depending on the circumstances, these may include:
- coaches working with Crisis Coaching Collective;
- relevant partner organisations;
- organisations or professionals involved in providing support or making a referral;
- safeguarding professionals or emergency services where necessary;
- professional advisers, such as accountants, insurers, lawyers or auditors;
- IT, website, email, form, database and other service providers who process information on our behalf;
- funders or commissioners where reporting requirements apply; and
- public authorities or other organisations where we are legally required or permitted to do so.
Where we use another organisation to process personal information on our behalf, we will take appropriate steps to ensure that your information is handled securely and in accordance with data protection law.
We will only share the information that is necessary for the particular purpose.
Confidentiality between coaching clients and coaches
Information shared during coaching will normally be treated as confidential.
However, coaches may need to share information with Crisis Coaching Collective where this is necessary for supervision, safeguarding, quality assurance, risk management or the safe delivery of the service.
Before coaching begins, we will explain the relevant boundaries of confidentiality to you.
Online services and third-party providers
We may use third-party services to operate our organisation, including services for email, online forms, document storage, scheduling, payments, data management and communications.
Examples may include:
- Google Workspace / Google Forms / Google Drive
- Booking platform
- Payment provider
- Website hosting provider
- Training portal
These providers may process personal information on our behalf. We will select appropriate providers and take reasonable steps to ensure that personal information is protected.
Some providers may process information outside the UK. Where this happens, we will ensure that an appropriate lawful transfer mechanism and safeguards are in place as required by UK data protection law.
How we protect your information
We take appropriate technical and organisational measures to protect personal information against accidental loss, unauthorised access, alteration, disclosure or destruction.
These measures may include:
- password protection and access controls;
- limiting access to personal information to people who need it;
- secure cloud storage and systems;
- appropriate confidentiality arrangements with coaches and other workers;
- keeping devices and software appropriately secured and updated; and
- regularly reviewing our data protection and security arrangements.
No method of transmitting or storing information is completely secure. We cannot guarantee absolute security, but we will take reasonable and appropriate steps to protect the information we hold.
How long we keep your information
We will keep personal information only for as long as we reasonably need it for the purposes for which it was collected, including to meet legal, regulatory, insurance, accounting or safeguarding requirements.
Our retention periods will depend on the type of information and the circumstances in which it was collected.
For example:
- Client records: 5 years
- Enquiries where no service is provided: 1 year
- Coach/volunteer records: 7 years
- Financial records: 7 years
- Safeguarding records: Indefinite – as long as legally required
When information is no longer required, we will securely delete it or anonymise it where appropriate.
Your rights
Under UK data protection law, you may have rights including:
- the right to be informed about how we use your personal information;
- the right to request access to the personal information we hold about you;
- the right to ask us to correct inaccurate or incomplete information;
- the right to ask us to delete your information in certain circumstances;
- the right to ask us to restrict processing in certain circumstances;
- the right to object to certain processing, including processing based on legitimate interests;
- the right to data portability in certain circumstances; and
- rights relating to automated decision-making and profiling where applicable.
Where we process your information on the basis of consent, you have the right to withdraw that consent at any time.
These rights are not absolute and some exceptions apply under data protection law.
If you wish to exercise any of your rights, please contact us at:
dataprotection@crisiscoachingcollective.org
We may need to verify your identity before responding to a request.
We will normally respond to valid requests within one month, although this may be extended where permitted by law.
Complaints
If you have concerns about the way we have handled your personal information, please contact us first so that we can try to resolve the issue.
You also have the right to complain to the UK’s data protection regulator, the Information Commissioner’s Office (ICO).
Further information about making a complaint is available from the ICO at https://ico.org.uk/make-a-complaint/
Changes to this Privacy Notice
We may update this Privacy Notice from time to time to reflect changes to our services, technology, legal requirements or the way we process personal information.
The latest version will be published on www.crisiscoachingcollective.org.
Last updated: 24 August 2026