Privacy Policy

Last updated: July 2026

Georgina Woudstra Ltd ("we", "us", "our") is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store and share your personal data when you interact with us as a client, delegate, prospective client, alumnus/alumna, job applicant, employee, contractor or user of our website.

Georgina Woudstra Ltd is a registered company in England and Wales (Company Number: 08945505). We are the data controller for personal data collected in connection with our courses, events, community and website.

Where services, administration or training programmes are co-delivered or managed alongside our sister company, Team Coaching Studio Ltd (Company Number: 12122508), personal data may be shared between the entities to fulfil our contract with you. Both companies maintain matching standards of data protection.

If you have any questions about this policy or how we handle your personal data, please contact us at:

  • Email: pa@georginawoudstra.com

  • Post: Georgina Woudstra Ltd, 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ

1. WHAT DATA WE COLLECT

1.1 Clients, Delegates and Prospective Delegates

When you enquire about or enrol as a coachee or delegate, we may collect:

  • Name and contact information (email address, phone number, postal address)

  • Job title, organisation name and professional address

  • Personal information relevant to your participation, including any learning needs or reasonable adjustment requirements

  • Billing, payment, and transaction information

  • Communications and correspondence between you and Georgina Woudstra Ltd

  • Information, assessments, and documents relating to the coaching or  service we are providing to you

1.2 Website Users

When you visit our website, we use Google Analytics to collect standard internet log information and visitor behaviour patterns. This may include your IP address, approximate geographical location, browser type, device type, referral source, length of visit, and how you interact with our site. This data is processed on a pseudonymised basis. For more information, see Section 6 (Cookies) below.

1.3 Job Applicants, Associates, Employees and Contractors

During recruitment and employment/engagement, we may collect:

  • Name, contact details, CV, and covering letter

  • Proof of identity, right to work documentation, and qualifications

  • Bank details, tax status, and National Insurance number (if engaged)

  • Emergency contact details

1.4 Special Category Data

We do not routinely collect special category data (such as data revealing racial or ethnic origin, political opinions, religious beliefs, trade union membership, genetic data, biometric data, health data, or data concerning a person's sex life or sexual orientation).

However, individuals may occasionally share health-related information, for example when requesting reasonable adjustments for courses or events. Where this occurs, such data is processed solely based on your explicit consent for that specific purpose and retained only for as long as necessary.

2. HOW WE COLLECT YOUR DATA

We collect personal data in the following ways:

  • Directly from you: When you contact us by phone, email, contact forms, or via our website.

  • Service Registration: When you register for or purchase coaching, supervision, an event, or engage us as a speaker.

  • Employment applications: When you apply for a role or associate position with us.

  • Automated technologies: Automatically via cookies and analytics tools when you use our website (subject to your cookie consent).

  • Third-party platforms: Via our secure integrated booking and payment platforms ( Xero, Stripe).

3. HOW WE USE YOUR DATA

We use your personal data for the following purposes:

  • To process your booking and deliver the training, coaching, or supervision service you have purchased

  • To manage your account, invoicing, and payment processing

  • To communicate with you regarding operational updates about your service

  • To respond to your enquiries, complaints, or feedback

  • To send you marketing communications and newsletters (where you have opted in)

  • To share relevant professional insights, articles, and community updates (where you have opted in)

  • To administrative and improve the performance of our website and services

  • To comply with our legal, accounting, tax, and regulatory obligations

  • To process job applications and manage employment or contractor relationships

4. LEGAL BASIS FOR PROCESSING

We process your personal data under the following UK GDPR legal bases:

  • Contract performance: Where processing is necessary to deliver the service you have purchased, or to take steps at your request prior to entering into a contract with you.

  • Legitimate interests: Where we have a legitimate business interest in processing your data, such as responding to prospective enquiries, improving our service delivery, and managing general corporate administrative tasks.

  • Consent: For sending direct marketing communications. You may withdraw your consent at any time.

  • Legal obligation: Where processing is required to comply with applicable UK statutory or regulatory laws (e.g., tax records).

5. SESSION RECORDINGS

We do not routinely record individual coaching or 1:1 supervision sessions. Should youwish a session recording to be made available for assessment or reflective development, this will be explicitly discussed, agreed upon, and separately contracted prior to your session.

For group events, webinars, or cohort training sessions where recordings are planned, we will agree in advance the specific purpose of the recording, how long it will be securely retained for, and where or to whom it will be distributed.

6. COOKIES

Our website uses cookies to improve your browsing experience and to help us understand how visitors use our site. When you first visit our website, you will be asked to consent to our use of non-essential cookies via our cookie banner.

We use Google Analytics to collect pseudonymised information about visitor behaviour. You can opt out of Google Analytics tracking across all websites by visiting the official opt-out portal: google.com.

Our cookie consent choices are securely managed through our underlying website provider, Squarespace.

7. WHO WE SHARE YOUR DATA WITH

We only share your personal data with trusted third parties where necessary to deliver our services, fulfil our contractual obligations, comply with the law, or protect our legal rights.

We use the following platforms and service providers who process your personal data on our behalf under strict data processing agreements:

Sessions and Events

  • Zoom: For the delivery of interactive online training sessions and webinars.

Booking, Payment and Administration

  • Stripe: For secure payment processing.

  • Xero: For corporate invoicing and accounting processing.

  • Microsoft Office: For general data management and business administration.

Marketing and Communications

  • ActiveCampaign: For email marketing automation and mailing list management.

File Storage and Productivity

  • Google Workspace: For enterprise email communication, documents, and secure cloud file storage.

  • Dropbox: For cloud-based file storage and document sharing.

Website Hosting

  • Squarespace: For website hosting, content management, and cookie consent logging.

We will never sell your personal data, nor will we share it with third parties for their own independent marketing purposes.

8. INTERNATIONAL DATA TRANSFERS

Several of our core service providers (including Google, Microsoft, Stripe, and ActiveCampaign) are headquartered in the United States or process data outside the United Kingdom.

9. MARKETING COMMUNICATIONS

We may send you marketing communications about our professional programmes, events, books, and insights where you have explicitly opted in to receive them.

You can easily unsubscribe from these communications at any time by clicking the "unsubscribe" link located at the bottom of any email we send, or by contacting us directly at pa@georginawoudstra.com.

We may also contact active clients with transactional updates regarding existing services. You can update your communication and profile preferences at any time by reaching out to our administration team.

10. HOW LONG WE KEEP YOUR DATA

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or statutory reporting requirements. Our standard retention periods are:

  • Supervision records: Retained indefinitely to enable permanent verification of achievement and to support professional coaching participants in evidencing continuous professional development (CPD) or credentialing renewals.

  • Coaching session records (excluding completion logs): 7 years from the end of the client contract.

  • Enquiry records: 7 years from the date of the last active enquiry.

  • Mailing list data: Retained securely until the individual explicitly unsubscribes or requests deletion.

  • Unsuccessful job applicants: 6 months from the official close of the recruitment campaign.

  • Employee or contractor records: The active duration of employment or engagement plus 7 years following termination.

We will securely delete, shred, or permanently anonymise personal data once these retention periods expire.

11. SECURITY

Georgina Woudstra Ltd takes the security of your personal data seriously. We have implemented appropriate technical, physical, and organisational security measures to protect your data against unauthorised access, unlawful processing, accidental loss, destruction, alteration, or disclosure. Access to your data is strictly limited to authorised employees, contractors, and processors who have a legitimate business need to know.

In the event of a suspected or confirmed personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the Information Commissioner's Office (ICO) within 72 hours of becoming aware of the breach, as required by law. Where a breach is high-risk to you personally, we will also notify you directly without undue delay.

12. YOUR RIGHTS

Under UK data protection law, you hold comprehensive rights in relation to your personal data. You have the right to:

  • Right of access: Request a copy of the personal data we hold about you (commonly known as a "data subject access request").

  • Right to rectification: Ask us to correct inaccurate, outdated, or incomplete personal data.

  • Right to erasure: Ask us to delete or remove your personal data where there is no compelling legal reason for us to continue processing it.

  • Right to restrict processing: Ask us to limit or suspend how we use your data in certain scenarios (e.g., if you want us to establish its accuracy).

  • Right to data portability: Request the transfer of your personal data to yourself or to a third party in a structured, commonly used, machine-readable format.

  • Right to object: Object to the processing of your personal data where we are relying on a legitimate interest, including direct marketing.

  • Right to withdraw consent: Withdraw your consent at any time where we are relying on consent to process your data.

  • Rights related to automated decision-making: Request human intervention if automated profile processing takes place (Note: we do not currently perform automated decision-making).

If you wish to exercise any of these rights, please email us at pa@georginawoudstra.com. We aim to respond to all legitimate requests within one calendar month.

13. HOW TO COMPLAIN

If you have any concerns or are unhappy with how we have used your data, you can make a complaint to us directly using our contact details in the introduction.

You also have the right to lodge an official complaint at any time with the UK supervisory authority for data protection issues:

  • Authority Name: Information Commissioner's Office (ICO)

  • Website: https://ico.org.uk

  • Helpline: 0303 123 1113

  • Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF