Privacy Policy
Last updated: 29th May 2026. This policy is a starting template and not legal advice — please review the bracketed details and have it checked by a professional before relying on it.
1. Who we are
Viktorija Coaching (“we”, “us”, “our”) is a sole trader based in Luton, United Kingdom. Viktorija is the data controller responsible for your personal data. You can contact us at viktorija@viktorijacoaching.com.
2. Who this policy covers
This policy applies to visitors to our website, people who submit a coaching application or enquiry, and our coaching clients.
3. The information we collect
- Website visitors: basic technical data such as your IP address, browser type and pages visited, collected through our hosting and any analytics or cookies we use.
- Applicants: your name, email address, phone number and the answers you give in our application form, which may include information about your wellbeing, goals and circumstances.
- Clients: the above plus session notes, scheduling details and payment information needed to deliver and administer coaching.
4. How and why we use your information
We use your information to respond to enquiries and assess fit (legitimate interests and steps taken at your request before a contract); to provide coaching and administer our agreement with you (performance of a contract); to send marketing where you have opted in (consent); and to meet our legal and accounting obligations (legal obligation).
5. Special category data
Coaching can involve sensitive information about your health or wellbeing. Where this is the case we rely on your explicit consent, which you give by sharing it with us, and you can withdraw it at any time.
6. Marketing
We only send marketing emails to people who have opted in. Every marketing email includes an unsubscribe link, and you can opt out at any time by emailing us.
7. Third parties we share data with
We use trusted service providers who process data on our behalf, including scheduling (Calendly), video calls (MS Teams), email and website hosting (including cloud infrastructure such as AWS), and email delivery. These providers act on our instructions under appropriate agreements. We do not sell your personal data.
8. International transfers
Some of our providers may process data outside the UK. Where they do, we rely on appropriate safeguards such as UK adequacy regulations or standard contractual clauses.
9. How long we keep your information
We keep enquiries and unsuccessful applications for up to 12 months and then delete them. Client records are kept for the duration of our work together and for up to six years afterwards — this reflects the period in which a legal claim could be brought and HM Revenue & Customs' requirement to keep financial records — after which they are securely deleted.
10. How we protect your information
We use appropriate technical and organisational measures to keep your data secure and limit access to those who need it.
11. Your rights
Under UK GDPR you have the right to access, correct, delete or restrict the use of your data, to object to processing, to data portability, and to withdraw consent. To exercise any of these, email viktorija@viktorijacoaching.com. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.
12. Cookies
Our website does not use advertising or analytics cookies. It sets only the essential cookies needed for the site to work (for example to keep your session secure). Our booking provider, Calendly, sets its own cookies, but only if you choose to open the booking calendar — nothing from Calendly loads until you click to book. Because we set no non-essential cookies before that point, no cookie consent banner is needed. You can control or delete cookies at any time through your browser settings.
13. Changes to this policy
We may update this policy from time to time. The latest version will always be available on this page.
14. Contact us
For any questions about this policy or your data, email viktorija@viktorijacoaching.com.