Privacy | Nicolaellwood

Last updated: 19th August 2025

Who we are

This privacy policy explains how we, Nicola Ellwood Ltd (Nicola Ellwood), collect, use, and protect your personal information.

Email: nicola@nicolaellwood.co.uk
Telephone: 07813066634
Post: 20 Upper Long Leys Rd, Lincoln LN1 3NH

We are committed to protecting your privacy and handling your data in a transparent, secure, and lawful way.

The types of information we collect and store

Depending on how you interact with us, we may collect and store the following types of information:

At the time of making contact and arranging a contract:
- Your name, contact number, and email address.
If engaged in a coaching contract:
- With your consent, we may capture coaching summary notes as part of our working contractual obligation. These notes include information required to carry out our contract.
If you sign up for newsletters or marketing materials:
- Your name and email address, as well as preferences related to marketing communications.
If you make a purchase or payment:
- Payment and billing information necessary to process your transaction. We do not store your full card details. All payments are securely processed by Stripe, our payment provider, which may collect and use data in line with its own Privacy Policy.
Automatically collected information:
- Technical data such as IP address, browser type, device identifiers, and pages visited on our website.
- Cookies and similar technologies used for website functionality, analytics, and marketing.

How we use and store your information

We use your information in the following ways:

To arrange, manage, and rearrange coaching sessions.
To capture and share coaching notes (if you consent), stored securely on OneDrive.com and shared back with you by secure link.
To process payments through Stripe.
To deliver Being Our Best newsletter, promotions, and other marketing communications you have consented to receive.
To manage outsourced marketing campaigns where we work with trusted third-party agencies or consultants who may send communications or analyse marketing data on our behalf.
To respond to your enquiries and provide customer support.
To comply with legal, contractual, and insurance obligations.

Storage of information

All client files are stored in a secure cloud database. Coaching notes and shared materials are stored in OneDrive.com, which has its own data protection policies.
Marketing and email information may be stored securely on email and marketing platforms used by Nicola Ellwood or our trusted third-party providers.
Information given through social media messaging platforms is only accessible by Nicola Ellwood.

We do not use your name, email, or phone number for any purpose other than as stated here, unless you have given explicit consent.

Why we need your information

We need your information in order to:

Assess whether we can enter into a coaching or service contract with you.
Perform our contractual obligations to you.
Meet legal and insurance requirements.
Provide you with marketing and communications (only if you have consented).

Sharing of information

We do not sell your personal data. We may share your information in limited ways:

With service providers: Such as Stripe for secure payment processing, and OneDrive for secure file storage.
With outsourced marketing providers: Trusted third-party agencies or consultants may process your information on our behalf for marketing, communication, or analysis. These providers are bound by confidentiality and data protection obligations.
For legal purposes: If required by law, legal process, or regulatory authorities.
Lawful Basis for Processing
Under the UK GDPR (and GDPR if you are based in the EU), we must have a lawful basis for processing your personal information. Below is a summary:

You always have the right to withdraw consent for any processing based on consent (e.g., marketing emails)

Your rights

You have the right to:

Access the information we hold about you.
Request an electronic copy of any data we store (e.g., coaching notes, which are also shared automatically during our work).
Request that we amend or securely erase your information.
Withdraw consent for marketing communications at any time.
Object to or restrict certain types of processing, including outsourced marketing.

Data retention

Coaching client files and contractual notes are stored securely for 7 years after the date of the last session.
Marketing and Being Our Best newsletter subscription data will be retained until you unsubscribe or request deletion.
Payment records will be stored in accordance with tax and accounting laws.

Data security

We take reasonable technical and organisational measures to protect your personal data from unauthorised access, alteration, disclosure, or destruction.

Payment data is handled by Stripe using industry-standard encryption.
Client files and coaching notes are stored securely in OneDrive, accessible only to Nicola Ellwood and her team.
Third-party providers (such as marketing agencies) are required to handle your data securely and only for the purposes we authorise.

Cookies and tracking technologies

Our website uses cookies to:

Provide essential website functionality.
Track and improve website performance.
Support marketing and advertising campaigns (including through third parties).

You can adjust your browser settings to refuse cookies, though some features of our site may not work properly.

Contact and Complaints

If you have concerns or complaints about how your data is handled, you can contact us:

Email: nicola@nicolaellwood.co.uk
Post: 20 Upper Long Leys Rd, Lincoln LN1 3NH

If you are unhappy with our response, you can escalate your complaint to the Information Commissioner’s Office (ICO) at 0303 123 1113 or https://ico.org.uk/concerns/.

Changes to this privacy policy

We may update this Privacy Policy from time to time. Updates will be published on this page with a revised date.