Privacy Policy

1. Background

 

Walayance Ltd takes the privacy of personal data seriously and the legal and compliant treatment of this data is at the core of our operations.

We are committed to respecting, securing, and protecting your privacy and private data. We are also committed to being transparent about what we collect from you and how we use it.

This policy covers your use of our website and our online and offline services. It provides information about what personal data we collect, how we use your data, how we ensure your privacy is maintained, and your legal rights relating to your personal data.

For the purposes of the Data Protection Act 2018, the data controller is Walayance Ltd.

We are registered with the Information Commissioner as a Data Controller under registration number ZA754972.

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2. Who We Are

 

We are Walayance Ltd, a coaching and coaching supervision business. Our registered office is at Perch Co-Working, Franklins House, Wesley Lane, Bicester, OX26 6JU.

 

You can contact us by:

Email: hello@walayance.com

Website: www.walayance.com

Post: Data Protection Officer, Walayance Ltd, Perch Co-Working, Franklins House, Wesley Lane, Bicester, OX26 6JU

 

3. Your Rights

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Under the UK General Data Protection Regulation (UK GDPR) you have several rights about your personal data, which this policy and our use of your data has been designed to uphold:

 

• to access your information and to get information about its use.

• to have your information corrected.

• to have your information deleted.

• to restrict the use of your information.

• to receive your information in a portable format.

• to object to the use of your information.

• to withdraw your consent to the use of your information.

• to object to automated decision-making and profiling.

 

If there are any changes in your details that we need to reflect, you need to check the accuracy of the details that we hold about you, or if you have any other questions about this Privacy Policy, please contact us using the details provided above.

Should you feel you need to complain about our use of your data or you would like to exercise any of your rights, please contact us using the details provided above and we will do our best to resolve the matter for you.

If we are unable to help, or you are not satisfied with our response, you also have the right to lodge a complaint with the UK's supervisory authority, the Information Commissioner's Office (ICO). The ICO can be contacted:

 

By post: The Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF.

By telephone: 0303 123 1113.

Via its website: www.ico.org.uk.

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4. What Data Do We Collect From You?

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Depending on how you use our website or engage with our services, we may collect some or all of the following personal data from you:

 

• Name, email address, telephone number, and contact details.

• Professional information, including your role, employer, and coaching or supervision goals.

• Payment information, processed securely through our payment processor. We do not store card details.

• Session notes, being written notes made by Walayance during or after coaching or supervision sessions for professional record-keeping purposes.

• Session recordings and transcripts, where you have consented to the use of our AI note-taking tool.

• AI-generated summaries of sessions, where you have consented to the use of our AI note-taking tool.

• Information shared during sessions, including personal, professional, and sensitive information that you choose to disclose in the course of coaching or supervision.

• Where you are receiving therapy services, notes and records made by Walayance in the course of delivering those services.

• Technical data collected automatically when you visit our website, including IP address, browser type, and pages visited.

• Communications you send to us, including emails and enquiries.

• Contact details and preferences collected when you sign up to our newsletter, register for a free masterclass, or book a discovery call, which may be processed through our email marketing platform and automation tools.

 

5. How We Use Your Data

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All personal data is processed and stored securely. We do not keep your personal data for any longer than is necessary in light of the reason for which it was collected.

 

We use your data for the following purposes:

 

• Providing and managing your access to our website and services.

• Delivering coaching, coaching supervision, workshops, masterclasses, and related services.

• Delivering therapy services and maintaining records in connection with those services.

• Managing bookings, payments, and invoicing.

• Maintaining professional records for the purposes of service delivery and professional indemnity.

• Communicating with you about your programme or engagement, including sending updates and responding to your enquiries.

• Meeting our obligations to professional bodies, including the International Coaching Federation (ICF), such as credential verification.

• Sending marketing communications, including our newsletter and updates about our services and events, where you have consented or where we have a legitimate interest in doing so.

• Improving our services and developing new programmes and resources.

• Complying with legal and regulatory obligations.

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6. The Legal Basis for Collecting and Using Your Data

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We will only use your personal data where we have a legal basis to do so. The legal bases we rely on are:

 

• Contract performance: where processing is necessary to deliver the services you have engaged us to provide.

• Legitimate interests: where processing is necessary for purposes such as maintaining professional records, meeting our obligations to professional bodies, and protecting our position in the event of a complaint or dispute.

• Consent: where you have given us your explicit consent to process your data for a specific purpose, such as session recording and AI note-taking, and signing up to our marketing communications. You may withdraw your consent at any time.

• Legal obligation: where we are required to process your data to comply with a legal obligation.

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7. How Long Do We Keep Your Data?

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We retain different categories of personal data for different periods, depending on the purpose for which they were collected:

 

• Session notes (handwritten or typed) and AI-generated summaries: retained for 7 years from the end of your programme or engagement, for professional indemnity purposes.

• Session recordings and transcripts (where you have consented to AI note-taking): retained for 3 years from the end of your programme or engagement, after which recordings will be deleted and transcripts will be anonymised or deleted.

• Contact and payment information: retained for 7 years from the date of your last transaction, for accounting and legal purposes.

• Website and technical data: retained for up to 12 months.

 

You have the right to request deletion of your personal data at any time. However, we may be unable to comply where we have a legal or professional obligation to retain the information. Where we retain data following a deletion request, we will explain our reasons for doing so.

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8. Storing and Sharing Your Data

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Data security is very important to us and we take appropriate technical and organisational measures to safeguard and secure your data.

We store data using secure, cloud-based systems. Our devices are password-protected and we use two-factor authentication on our key business systems.

We endeavour to keep all your personal information in the UK or countries and territories covered by UK GDPR Adequacy Regulations. A list of those countries and territories can be found at https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/international-transfers/international-transfers-a-guide/#Q1.

In limited and necessary circumstances, your information may be transferred to a country or territory not covered by the UK GDPR Adequacy Regulations. This will only happen where it cannot be avoided, and we will put appropriate protections in place.

We will never sell your personal data to any third party. We may share your data in the following circumstances:

 

• With trusted third-party service providers who support the delivery of our services, including our online learning platform, scheduling tool, payment processor, AI note-taking tool, email marketing platform, and automation tools. Data is shared with these providers only to the extent necessary, and all providers we use are required to comply with applicable data protection requirements.

• With professional bodies such as the ICF for credential verification purposes. Where this applies, only your name, contact details, and the start and end dates and hours of your engagement will be shared. No session content will be disclosed.

• With Walayance's own supervisors, for the purposes of professional supervision. Any information shared in this context will be anonymised.

• Where we are required to do so by law, a court order, or a regulatory or statutory authority.

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9. Use of Artificial Intelligence (AI)

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We may use AI tools and technologies to support the delivery of our services and improve our communications and professional practice. Where we use AI, we do so in a controlled and secure manner.

We currently use AI tools for the following purposes:

 

• Session note-taking: we may use a third-party AI note-taking tool to record sessions and generate transcripts and summaries, where you have given your consent. You may withdraw your consent at any time by letting us know verbally.

• Content development and professional communications: we may process anonymised information using AI tools for the purposes of developing our content, research, and professional communications. No personally identifiable information is used for this purpose.

 

All AI tools we use are subject to appropriate data protection safeguards. As AI technology develops, we may expand our use of AI tools. Any significant changes to how we use AI to process your data will be reflected in updates to this Privacy Policy.

 

10. Cookies

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Like many other websites, ours uses cookies. Cookies are small pieces of information sent by an organisation to your computer or device and stored on your computer or device to allow a website to recognise you when you visit. They help us collect statistical data about your browsing actions and patterns but should not contain personal data (other than the cookie itself, which is defined as personal data under GDPR).

All cookies used by and on our website are used in accordance with current cookie law.

By giving us your consent, you are allowing us to provide the best possible experience of our website. You may refuse consent to cookies; however, certain parts of our website may not then function correctly. You can alter your browser settings to refuse all cookies.

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11. Links to Other Websites

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Our website may contain links to other websites. When you click on these links, you will leave our website and be taken to another site.

We are not responsible for the privacy practices or content of external sites. We encourage you to read the privacy policy of any website you visit before providing any personal information.

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12. Changes to Our Privacy Policy

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We may change this Privacy Policy from time to time, for example if the law changes or our services change. Any changes will be posted on our website. We recommend that you check this Privacy Policy regularly to remain up to date.

 

 

This Privacy Policy was last updated in August 2026.