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Privacy Policy

Effective Date: 02 May 2026

Practice Name: Mariposa Coaching / Mariposa BWRT

Data Controller: Sukan Nair

At Mariposa Coaching, your privacy is taken seriously. This is a space built on trust, care, and respect, and that includes how your personal information is collected, used, and protected.

This Privacy Policy explains what information may be collected, why it is needed, how it is stored, and your rights in relation to it.

Who is responsible for your data?

Mariposa Coaching is the data controller responsible for your personal information.

If you have any questions about this Privacy Policy or how your data is handled, you can contact:

What information is collected?

Depending on the service you enquire about or receive, Mariposa Coaching may collect the following information:

  • Your name, date of birth, email address, and phone number

  • Information shared during your initial consultation or sessions

  • Relevant health, wellbeing, or medical information

  • Session notes and progress summaries

  • Payment and booking information

  • Email and message correspondence

  • Recordings of sessions (audio/video via Google Meet or other approved platforms), but only where you have given clear, explicit permission beforehand.

Only information that is necessary and relevant to your coaching or therapy support is collected.

How is your information collected?

Your information is usually collected directly from you when you:

  • Complete a contact form or make an enquiry

  • Book an appointment

  • Take part in an initial consultation

  • Attend coaching or therapy sessions

  • Communicate by email, phone, or message

Why is your information used?

Your information is used to:

  • Respond to your enquiry

  • Arrange and manage appointments

  • Provide coaching or therapy support

  • Understand your needs and goals

  • Keep accurate professional records (including session notes)

  • Process payments

  • Meet legal, ethical, and professional responsibilities

Your personal information is only used where there is a valid reason to do so.

Lawful basis for processing your data

Under the UK GDPR, Mariposa Coaching relies on the following lawful bases for processing personal data:

  • Contract – where processing is necessary to provide the service you have requested

  • Legal obligation – where records must be kept or information must be disclosed by law

  • Legitimate interests – where processing is necessary for the safe and effective running of the practice

  • Explicit consent – where special category data, such as health or wellbeing information, or session recordings, is processed

Confidentiality

Everything you share is treated with respect and in confidence.

There are, however, some important limits to confidentiality. Information may need to be shared where:

  • There is a serious risk of harm to you or another person

  • There are safeguarding concerns involving a child or vulnerable adult

  • Disclosure is required by a court or by law

  • You have given permission for information to be shared

  • A report is required by a referring GP or other healthcare professional, in which case a copy can be made available on request

Where possible, this would always be handled carefully and appropriately with your awareness.

Is your information shared with anyone else?

Your information is never sold or shared for marketing purposes.

It may only be shared when necessary and appropriate, for example:

  • With your consent

  • When legally required

  • Where there is a safeguarding concern or serious risk

  • In professional supervision or consultation, with identifying details removed wherever possible

How is your data stored and secured?

Mariposa Coaching takes reasonable steps to keep your data secure. We process information using Google Workspace, which complies with UK GDPR through their Cloud Data Processing Addendum (CDPA) and EU/UK data hosting standards.

This includes:

  • Password-protected devices and systems

  • Secure storage of digital notes and records in encrypted folders with restricted access

  • Secure, limited-access communication methods

  • Data Retention: Client notes, transcripts, and records are retained for 7 years following the date of your final session (or until the age of 25 for minors), as required by professional insurance and UK legal guidelines.

Your rights

Under UK GDPR, you have the right to:

  • Request access to the personal data held about you

  • Ask for inaccurate information to be corrected

  • Request that your data be erased where appropriate

  • Ask for processing to be restricted

  • Object to certain types of processing

  • Withdraw your consent at any time where consent is the basis for processing

  • Make a complaint to the Information Commissioner’s Office (ICO)

To exercise any of these rights, please contact the Data Controller at info@mariposabwrt.co.uk.

Website use and cookies

The website may collect limited technical information such as IP address, browser type, and general website usage data to help improve performance and user experience.

If cookies are used on the website, these should be managed through your browser settings or any cookie banner provided.

Third-party services

To provide our services securely, Mariposa Coaching utilizes compliant third-party platforms. These providers are bound by strict data protection terms and are expected to handle your information securely:

  • Google Workspace & Meet (Data processed under a Cloud Data Processing Addendum and hosted securely)

  • Microsoft Office 365

  • Stripe & PayPal (Payment processing)

  • Calendly (Appointment scheduling)

  • Google Forms

Complaints

If you have any concerns about how your personal data is handled, please raise them directly in the first instance so they can be addressed.

If you are not satisfied with our handling of your data, you also have the right to contact the Information Commissioner’s Office:

  • Information Commissioner’s Office (ICO)

  • Website: ico.org.uk

  • Phone: 0303 123 1113

Changes to this Privacy Policy

This Privacy Policy may be updated from time to time to reflect changes in legal, regulatory, or business requirements. The most current version will always appear on this website.

Contact

If you have any questions about this Privacy Policy or how your information is handled, please get in touch:

  • Facebook
  • LinkedIn

© 2023 by Mariposa Coaching

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