Jay Macleod Coaching Privacy Policy

Last updated: 10/02/2026

1. Introduction

This privacy policy explains how I collect, use, store and protect your personal information when you engage with my coaching services, including:

  • 1 to 1 coaching sessions

  • Coach Jay ai hosted on the CoachVox platform

  • Email communications and enquiries

I handle personal data in accordance with UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any questions about this policy or how your data is handled, you can contact me at: jay@jaymacleod.com

2. Who Is Responsible for Your Data

For the purposes of data protection law:

  • I, Jay Macleod, am the data controller for personal data I collect directly from you.

  • CoachVox Ltd is the provider of the AI platform and acts as:

    • A data processor for end-user account data.

    • A joint controller with me for AI chat content.

    • An independent controller for platform security, safety and compliance logs.

CoachVox’s privacy policy explains how they handle data on their platform.

3. What Personal Data I Collect

Depending on how you work with me, I may collect:

a. Enquiries and email communications

  • Name

  • Email address

  • Information you choose to include in messages

b. 1 to 1 coaching clients

  • Contact details such as name and email address

  • Coaching session notes and records

  • Action points, reflections, and progress notes related to your coaching

c. AI coaching interactions

  • Content of conversations with Coach Jay ai, processed and stored by CoachVox

I do not collect or store payment card details.

4. Coaching Session Notes and Records

For clients receiving 1 to 1 coaching:

  • I keep session notes to support the coaching process, continuity between sessions, and your progress.

  • Notes are stored electronically on my business computer.

  • Access to these records is restricted to me only.

  • My computer is protected by appropriate security measures, including password protection and system security controls.

Session notes are treated as confidential and are not shared with third parties except in the limited circumstances set out below.

5. Confidentiality and Professional Ethics

I maintain confidentiality in line with the EMCC Global Code of Ethics for Coaches, Mentors and Supervisors.

This means:

  • Information shared during coaching sessions is kept confidential.

  • I will not disclose identifiable client information without your explicit consent.

Confidentiality may be broken only where:

  • I am legally required to disclose information.

  • There is a serious and immediate risk of harm to you or others.

  • Disclosure is required to prevent or report illegal activity.

Supervision

As part of my professional practice and ethical obligations, I undertake supervision. In this context:

  • Client cases may be discussed anonymously.

  • No identifying information is shared.

  • The supervision relationship itself is confidential.

6. Lawful Basis for Processing

Under UK GDPR, I rely on the following lawful bases:

  • Contract: to deliver coaching services you have engaged me to provide.

  • Legitimate interests: to maintain professional coaching records and improve the quality of my services, without overriding your rights.

  • Consent: for optional communications such as newsletters or updates.

  • Legal obligation: where I am required to retain certain records.

7. How I Use Your Data

I use personal data only to:

  • Provide coaching services.

  • Maintain coaching records and session continuity.

  • Communicate with you about your coaching.

  • Respond to enquiries.

  • Meet legal, ethical, and professional obligations.

I do not sell your data or use it for advertising profiling.

8. Email Communications

If you provide your email address:

  • You may unsubscribe or request removal at any time.

  • I will delete your details promptly unless I am legally required to retain minimal records.

9. Coach Jay ai and CoachVox

When you interact with Coach Jay ai:

  • Chat content is processed and stored by CoachVox.

  • CoachVox and I act as joint controllers for this conversation data.

  • I may review interaction data to improve the AI coach.

Please avoid sharing sensitive personal information in AI conversations.

10. Data Storage and Security

I take reasonable technical and organisational measures to protect your data, including:

  • Secure, password-protected devices.

  • Limiting access to personal data to myself only.

  • Keeping electronic records rather than paper files where possible.

CoachVox secures AI-related data using encryption in transit and at rest.

11. Data Retention

Personal data is retained only for as long as necessary:

  • 1 to 1 coaching records are typically retained for up to 6 years after the end of the coaching relationship, reflecting best practice for professional services in the UK.

  • Email correspondence is retained only as long as needed.

  • AI chat data is retained in line with CoachVox’s retention policies.

You may request deletion of your data at any time, subject to legal or ethical obligations.

12. Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data.

  • Request correction of inaccurate or incomplete data.

  • Request deletion of your data.

  • Restrict or object to processing.

  • Withdraw consent at any time.

  • Lodge a complaint with the Information Commissioner’s Office (ICO).

To exercise your rights, contact me at [your email address].

For AI chat data, you may contact either me or CoachVox.

13. International Data Transfers

CoachVox may process data outside the UK or EEA, including in the United States. Appropriate safeguards are in place in line with UK GDPR.

14. Children’s Privacy

My services are not intended for individuals under the age of 18. I do not knowingly collect personal data from children.

15. Changes to This Policy

I may update this privacy policy from time to time. The date at the top shows when it was last updated.

16. Contact Details

If you have any questions about this privacy policy or your personal data, please contact:

Jay Macleod
Email: jay@jaymacleod.com

You also have the right to contact the Information Commissioner’s Office at www.ico.org.uk.