Privacy Notice - Robert James Coaching
Last updated: April 2026
Who We Are
Robert James Coaching is operated by Robert Pizey, a sole trader based in Barcelona, Spain. We provide one-to-one and group OCD and anxiety coaching services. Our website is robertjamescoaching.com.
For data protection purposes, Robert Pizey is the data controller. If you have any questions about how we use your personal data, please contact us at: [email protected]
What Data We Collect
When you enquire or book a discovery call:
- Your name and email address
- How you found us (referral source)
- Basic information to assess whether coaching is suitable for you
- A free-text description of what you are currently struggling with – this may include mental health or OCD-related information you choose to share. This is used solely to prepare for your discovery call and is handled with the same level of care as all health-related data.
A brief privacy notice is displayed at the point of the discovery call form to inform you how this information will be used before you submit it.
When you become a client:
- Personal details: full name, address, date of birth, phone number, email address
- Emergency contact details
- Health and mental health information, including details about your OCD, anxiety, and any related conditions you choose to share
- Session notes and records of your coaching progress
- Communications between you and your coach
When you use our website:
- Technical data: IP address, browser type, pages visited, time spent on site
- Cookie data – see our Cookie Policy for details
When you join our email list:
- Your name and email address, with your consent
Why We Use Your Data and Our Legal Basis
| Purpose | Legal Basis | Data Used |
|---|---|---|
| Providing coaching services | Contract (Article 6(1)(b)) | Contact details, coaching records |
| Processing your health information for coaching | Explicit consent (Article 9(2)(a)) and health support purposes (Article 9(2)(h)) | Health and mental health data |
| Recording group sessions | Consent (Article 6(1)(a)) | Audio/video recordings |
| Sending you coaching resources and programme updates | Contract / Legitimate interests | Email address |
| Sending you marketing emails | Consent (Article 6(1)(a)) | Name, email address |
| Website analytics | Consent via cookie banner | Browsing and technical data |
| Keeping financial and business records | Legal obligation (Article 6(1)(c)) | Payment and invoice records |
Special Category Data
Because we provide OCD and anxiety coaching, we handle information about your mental health. This is classified as ‘special category data’ under data protection law and receives a higher level of protection. We will only collect and use this information with your explicit consent and to provide you with effective coaching support.
AI Tools
We use AI tools to support the administrative running of our practice. These tools may be used to assist with drafting communications, managing workflows, and – where you have separately consented – producing transcripts or session summaries. AI tools are used as a support function only. All decisions about your coaching remain with your coach.
You will always be informed if AI is to be used in a way that directly affects your coaching experience, and your separate consent will be obtained.
Who We Share Your Data With
We use a number of trusted third-party services to run our practice. Each of these providers acts as a data processor, meaning they process data on our behalf and in accordance with our instructions:
- Practice Better — our client management system (Canada / USA, DPA in place)
- Circle — our online community and group programme platform (USA)
- Zoom — for group coaching calls and recordings (USA)
- Stripe — for payment processing (USA / EEA — card data not stored by us)
- Google — for website analytics and advertising (USA / EEA)
- Lindy AI — for email and administrative support (USA — does not access client records)
We do not sell your personal data. We do not share your health information with any third party except where required by law or with your explicit consent.
Where you are assigned to work with an associate coach, that coach will have access to the information necessary to support your coaching. They are bound by the same confidentiality and data protection obligations as the principal coach.
International Transfers
Some of our third-party providers are based outside the UK and EU/EEA, including in the United States. Where data is transferred internationally, we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) or UK International Data Transfer Agreements (IDTAs), as required by UK GDPR and EU GDPR.
How Long We Keep Your Data
| Data Type | Retention Period |
|---|---|
| Coaching records and session notes | 6 years from end of coaching relationship |
| Financial records | 6 years (legal obligation) |
| Group call recordings | 12 months, then securely deleted |
| Transcripts | 12 months, then securely deleted |
| Marketing email list | Until consent is withdrawn or 2 years of inactivity |
| Enquiry data (non-converting) | 6 months |
Your Rights
You have the following rights over your personal data:
- Right to access — request a copy of the data we hold about you
- Right to rectification — ask us to correct inaccurate data
- Right to erasure — ask us to delete your data (subject to our retention obligations)
- Right to restrict processing — ask us to limit how we use your data
- Right to data portability — receive your data in a portable format
- Right to object — object to processing based on legitimate interests or for direct marketing
- Right to withdraw consent — where processing is based on consent, you can withdraw it at any time
To exercise any of these rights, please contact us at: [email protected]. We will respond within one calendar month.
Complaints
If you are based in the UK and believe we have mishandled your personal data, you have the right to make a complaint to the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.
If you are based in Spain or elsewhere in the EU, you may complain to your local data protection authority. In Spain, this is the Agencia Española de Protección de Datos (AEPD) at aepd.es.
Changes to This Notice
We may update this Privacy Notice from time to time. The most current version will always be available on our website. Material changes will be communicated to active clients by email.