Privacy Policy

This privacy notice tells you what to expect us to do with your personal information.

• Contact details

• What information we collect, use, and why

• Lawful bases and data protection rights

• Where we get personal information from

• How long we keep information

• Who we share information with

• Sharing information outside the UK

• How to complain

Contact Details:

Email: richard@richardhooper.uk

What information we collect, use, and why:

We collect or use the following information to provide services and goods, including delivery:

• Names and contact details

• Purchase or account history

• Call recordings

• Records of meetings and decisions

• Information relating to compliments or complaints

We collect or use the following information to comply with legal requirements:

• Name

• Contact information

• Financial transaction information

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details

• Purchase or service history

• Call recordings

• Financial transaction information

• Correspondence

Lawful bases and data protection rights:

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.

• Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.

• Your right to erasure – You have the right to ask us to delete your personal information.

• Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information.

• Your right to object to processing – You have the right to object to the processing of your personal data.

• Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data:

Our lawful bases for collecting or using personal information to provide services and goods are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for legal requirements are:

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

We process personal information to respond to client queries, investigate complaints, and resolve disputes fairly and effectively. This processing is necessary to protect both the client’s interests and our business reputation. It enables us to understand the nature of the concern, review what was agreed and delivered, and reach an appropriate resolution. The information we process is limited to what the client has already provided during service delivery (contact details, service history, correspondence, and session records where relevant). Processing this information benefits clients by ensuring their concerns are handled properly and fairly, while allowing us to maintain professional standards and defend our business against unfounded claims. The processing is proportionate, expected in a professional service relationship, and does not involve excessive collection or retention of data.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from:

• Directly from you

How long we keep information:

We retain personal information only as long as necessary to fulfil the purposes for which it was collected and to meet our legal obligations.

• Client contact details and service records: Retained for 6 years after the last coaching session to allow for potential complaints or disputes, and to meet insurance and business record-keeping requirements.

• Financial transaction records: Retained for 6 years from the end of the tax year in which the transaction occurred, as required by HMRC.

• Call recordings and transcriptions: Retained for the duration of the coaching engagement and deleted within 30 days of the final session, unless the recording is relevant to an ongoing complaint or dispute. The Client may request earlier deletion at any time.

• Session notes and AI-processed content: Session notes derived from recordings or AI-assisted tools are retained as part of client service records for 6 years after the last coaching session. Underlying transcriptions and AI processing outputs are deleted within 30 days of the final session.

• Marketing and research call notes: Retained until consent is withdrawn or the information is no longer relevant.

If you have questions about our retention practices or would like to request deletion of your information, please contact us using the details above.

Who we share information with:

Data processors: Stripe, Calendly, Tally, Fathom, Anthropic (Claude)

These data processors carry out the following activities for us: Stripe processes payments. Calendly manages appointment bookings. Tally manages pre-coaching questionnaire forms. Fathom provides session recording and transcription. Anthropic (Claude) provides AI-assisted session note-taking and preparation.

Others we share personal information with:

• Relevant regulatory authorities

Sharing information outside the UK:

Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Organisation name: Stripe, LLC (formerly Stripe, Inc)

Category of recipient: Payment processing provider

Country the personal information is sent to: United States

How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)

Organisation name: Calendly, LLC

Category of recipient: Appointment scheduling provider

Country the personal information is sent to: United States

How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)

Organisation name: Tally BV

Category of recipient: Online form and questionnaire provider

Country the personal information is sent to: Belgium (European Economic Area)

How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)

Organisation name: Fathom Video Inc

Category of recipient: Session recording and transcription provider

Country the personal information is sent to: United States

How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)

Organisation name: Anthropic PBC

Category of recipient: AI-assisted note-taking and session preparation

Country the personal information is sent to: United States

How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)

How to complain:

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated: 21st May 2026