1. Introduction  

This Privacy Policy explains how Theia Coaching Academy (“we”, “us”, “our”) collects, uses, stores, and protects your personal data when you use our website www.theiacoachingacademy.com and related services.

We are committed to protecting your privacy and handling your personal data transparently and securely.

2. Data Controller 

We are the data controller for the personal data we collect.

If you have any questions about this policy or your personal data, please contact us at: [email protected]

3. What Personal Data We Collect

We may collect the following types of personal data when you interact with our website or services:

• Your name

• Email address

• Telephone number (if provided)

• Billing information (for paid services)

• IP address, browser type, and device information

• Website usage analytics

• Cookies and tracking data

4. How We Use Your Data & The Legal Basis 

We use your personal data for the following purposes:

• To provide, administer, and manage coaching services, courses, and programs

• To process payments and handle billing

• To send you newsletters, updates, and marketing communications (if you have opted in)

• To improve our website, content, and services

• To respond to inquiries, support requests, or feedback

Newsletter communications:
If you subscribe to our mailing list, we may use your name and email address to send you news and exclusive content. You can unsubscribe at any time by following the link in our emails or contacting us directly at: [email protected]

Our lawful bases include:

• Consent (for marketing, cookies)

• Performance of a contract (to deliver services you’ve purchased)

• Legitimate interests (for analytics and improving services)

5. Sharing & Disclosure of Data

We do not sell your personal data. However, we may share your data with:

• Payment processors and financial service providers

• Email marketing platforms or CRM tools

• Analytics providers (e.g., Google Analytics)

• Legal or regulatory authorities, where required by law

All third parties we share data with are required to comply with UK data protection and security standards.

6. International Data Transfers

Where we transfer personal data outside the UK (for example, when using international service providers), we ensure appropriate safeguards, such as Standard Contractual Clauses, to ensure your data remains protected under UK GDPR standards.

7. Data Retention 

We retain your personal data only as long as necessary for the purposes stated above — for example, while you are an active client, for tax/accounting obligations, or to comply with legal requirements.

After this period, your data will be securely deleted or anonymised.

8. Your Rights 

Under UK GDPR, you have the right to:

• Access your personal data

• Rectify inaccurate data

• Request erasure of your data (“right to be forgotten”)

• Restrict processing

• Request data portability

• Object to processing

• Withdraw consent at any time (for consent-based processing)

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

9. Cookies & Tracking Technologies 

We use cookies and similar technologies to analyse website usage, improve user experience, and personalise content.

When you first visit our website, you’ll see a cookie notice to obtain your consent (unless cookies are strictly necessary). You can withdraw consent or manage cookie settings in your browser at any time.

10. Security

We implement appropriate technical and organisational measures (including encryption, access controls, and secure servers) to safeguard your personal data.

However, no system or online transmission can be guaranteed to be 100% secure, so absolute security cannot be guaranteed.

11. Changes to This Policy

We may update this policy from time to time. If we make significant changes, we will update the “Last Updated” date below. We encourage you to review this policy periodically.

Last Updated: 15 October 2025

12. Complaints & Further Information

If you have concerns or wish to exercise your rights, please contact us at: [email protected]
You also have the right to complain to the UK Information Commissioner’s Office (ICO): www.ico.org.uk