Privacy & Cookies Policy

Last Updated: September 2026

In brief: We collect only the information we need to provide coaching, courses and related support. We do not sell your personal information. We retain coaching records for the period explained below. Assessment responses and generated reports may be removed from the active assessment archive after 90 days; please download your own copy during that period.

1. Personal data we collect

We collect personal information only where it is relevant to providing our services, running our website, communicating with you or meeting legal obligations.

Website visitors: IP address, browser/device information, cookie preferences and website analytics information.

Coaching clients: Name, email address, phone number where provided, emergency contact details where relevant and provided, booking information, coaching goals, session notes, invoices and payment records, and information you choose to share during coaching. This may include information about health, disability, neurodivergence, workplace experiences or reasonable adjustments.

Optional transcript and summary users: Where you opt in through our booking process, we may create a Google Meet transcript and use Gemini within Google Workspace to prepare an AI-assisted session summary.

Assessment users: Information submitted through Tally.so forms, responses, calculated outputs and personalised PDF reports generated through our assessment workflow.

Course participants: Account details, course progress, module-completion information, billing information and comments or submissions made within the course platform.

People who contact us: Emails, enquiries, feedback, complaints and correspondence.

2. Why we use personal information

We use personal information to:

  • provide coaching, psychoeducation, digital courses, resources and agreed reports;

  • manage bookings, communicate with clients and provide accessibility adjustments;

  • issue invoices, receive payment and maintain financial records;

  • create optional transcripts and AI-assisted session summaries where a client has opted in;

  • administer employer-funded, grant-funded or Access to Work arrangements;

  • respond to enquiries, feedback and complaints;

  • maintain and improve our website, service delivery and client experience;

  • meet legal, regulatory, tax, insurance, safeguarding and professional record-keeping obligations; and

  • send marketing communications only where we have the required consent or another lawful basis.

3. Our lawful bases

Under UK GDPR, we need a lawful basis for every use of personal information.

Contract: We use personal information needed to provide the coaching, course, booking, invoice, report or other service you have requested.

Legitimate interests: We may use limited information to run and protect our business, respond to enquiries, improve our services, maintain reasonable business records and understand website use. We balance these interests against your rights and expectations.

Legal obligation: We may retain or disclose information where required for tax, accounting, legal, regulatory, safeguarding or other legal obligations.

Consent: We rely on consent for marketing where required and for optional recording, transcription and Gemini-assisted session summaries. You can withdraw consent for future processing at any time.

Special-category data: Coaching, assessment or accessibility information may include data about health, disability or neurodivergence. Where we process this information, we apply the additional safeguards and conditions required by UK GDPR. Where we rely on explicit consent, such as for optional recording, transcription and Gemini-assisted session summaries, you can withdraw that consent for future processing at any time. Please contact us if you would like information about the basis that applies to your information.

4. Storage and security

We use password-protected systems, access controls and reputable service providers to store and manage personal information. Depending on the service you use, this may include Squarespace, Google Workspace, Tally.so, Stripe, Monzo and QuickChart.io.

We take reasonable steps to keep information secure, including limiting access to people who need it for legitimate business purposes. No online system can be guaranteed completely secure, but we review our processes and use appropriate security measures for the nature of the information we hold.

We use Gemini within our Google Workspace account. We review the applicable Google Workspace settings and terms periodically and take reasonable steps to configure the service in line with our privacy commitments.

5. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, insurance, professional and safeguarding requirements.

Coaching records: Coaching agreements, session notes, invoices and relevant service records are normally retained for five years after the coaching relationship ends.

Assessment responses and generated reports: Assessment responses and generated PDF reports may be removed from the active assessment archive after 90 days. Clients should download and keep their own copies during this period. Some limited administrative records may be retained longer where necessary for accounting, legal or professional reasons.

Google Meet transcripts and Gemini-assisted session summaries: Raw Google Meet transcripts are retained only for as long as needed to create and check the session summary, and are then deleted as soon as reasonably practicable. We retain the final session summary as part of the coaching record for five years after the coaching relationship ends, unless a shorter period is agreed or legal/professional obligations require longer retention.

Course accounts: Inactive course accounts and associated progress data may be deleted after two years of inactivity.

Financial records: We retain invoices, payment and tax records for the period required by applicable law.

6. Your rights

Subject to legal limits and exemptions, you may have the right to:

  • ask for access to the personal information we hold about you;

  • ask us to correct inaccurate or incomplete information;

  • ask us to erase information in certain circumstances;

  • ask us to restrict how we use information in certain circumstances;

  • object to processing based on legitimate interests;

  • withdraw consent at any time where we rely on consent, including for future recording, transcription, Gemini-assisted summaries or marketing;

  • ask for a portable copy of certain information where applicable; and

  • complain to the Information Commissioner’s Office.

To exercise your rights, email jules@kindredneurodiversity.co.uk

You can contact the ICO or make a complaint through its website at ico.org.uk. We would appreciate the opportunity to address your concern first.

7. Who we share information with

We do not sell your personal information. We share it only where necessary to provide services, process payments, operate our business, comply with legal obligations or where you have asked us to do so.

Our service providers may include:

  • Squarespace: website hosting, course hosting, account functions, contact forms and analytics;

  • Google Workspace: email, calendar, Google Meet, document creation, cloud storage, optional meeting transcription and Gemini-assisted session summaries.

  • Tally.so: online forms and assessment-data collection;

  • Google Apps Script: automation used to process assessment responses and generate reports;

  • QuickChart.io: temporary creation of visual charts for reports;

  • Stripe: payment processing and invoicing;

  • Monzo Bank: receiving BACS payments, paying suppliers and business-banking administration.

Where coaching is employer-funded, grant-funded or Access to Work-funded, we may share only the minimum administrative information needed for invoices or claims. This may include the Client’s name, invoice reference, session date/duration/status, total delivered hours and amount invoiced or paid.

We do not share session notes, recordings, transcripts, AI-assisted summaries, assessment responses, personal reflections, health information or neurodivergence-related information with an employer, Payer, DWP or another Funder without the Client’s explicit written permission, unless required by law or necessary to protect someone from serious harm.

Some providers may process information outside the UK. Where this happens, we take steps to ensure that appropriate safeguards are used in accordance with UK data-protection law. Please contact us if you would like more information about the providers and safeguards relevant to your information.

8. Webforms and Assessment Storage

When you submit a contact form, data is shared with Squarespace to allow us to respond. When you complete an assessment, data is collected via Tally.so and processed via our automated assessment tools (using Google Apps Script) to generate your PDF report.

9. Optional Google Meet transcription and Gemini-assisted session summaries

Optional transcription and AI-assisted session summaries are available to support accessibility, working memory and reflection.

We only use this process where the Client has opted in through the booking process or otherwise given clear permission. The Client can change their mind at any time and can ask for transcription to be paused or stopped before or during a session.

If the Client opts in:

  1. We start Google Meet transcription during the coaching session.

  2. Google Meet creates a transcript, which is saved as a Google Docs file in the meeting organiser’s Google Workspace/Drive environment.

  3. We may use Gemini within our Google Workspace account to prepare an AI-assisted summary of themes, agreed actions and useful reflections.

  4. We review the summary before sharing it with the Client.

Transcripts and AI-assisted summaries are confidential. They are not shared with an employer, manager, Payer, Access to Work contact or other third party without the Client’s explicit written permission, except where disclosure is required by law or necessary to prevent serious harm.

Gemini is used as an assistance tool for drafting session summaries. We do not use it to make solely automated decisions about a Client’s funding, employment, coaching suitability, support needs or other matters with legal or similarly significant effects.

Choosing not to use transcription or Gemini-assisted summaries will not affect access to coaching. Clients can request a non-recorded alternative, such as a short manually prepared action summary.

10. ICO Registration

Registered with the Information Commissioner’s Office (Ref: ZB936117).

11. Analytics & Cookies

Necessary cookies are used to provide core website functions. Performance and analytics cookies are used only where you actively choose to accept them through our cookie banner.

You can manage your cookie preferences through the cookie banner when you first visit the website. You can also clear or block cookies through your browser settings. For help changing a previous choice, please contact us at jules@kindredneurodiversity.co.uk.

Contact Details:

Jules Crowther| jules@kindredneurodiversity.co.uk