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PRIVACY POLICY

Last updated: 7 October 2026

1. Introduction

This Privacy Policy explains how Marcela Aguirre, trading as Dr Marcela Aguirre Coaching (β€œwe”, β€œus”, β€œour”, β€œI”) collects, uses, and protects your personal data when you visit our website or engage with our coaching services.

We are committed to protecting your privacy and handling your data openly and transparently, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

Data controller: Marcela Aguirre, trading as Dr Marcela Aguirre Coaching
Business address: 26 Ravenshaw Street, London NW6 1NN, United Kingdom
Contact email: [email protected]

3. Personal Data We Collect

We may collect and process the following personal data:

  • Name, email address and telephone number
  • Billing address and payment information (processed securely by third-party payment providers; we do not store full card details)
  • Information you provide through enquiry forms, intake questionnaires, discovery calls and applications
  • Information you share during coaching sessions, including notes, goals, and matters relating to your work, business and personal circumstances
  • Audio and video recordings of coaching sessions, together with transcripts, AI-generated summaries and session notes, where you have consented to recording
  • Messages exchanged with us by email, WhatsApp or through our client portal
  • Website usage data (IP address, browser type, pages visited) and cookie data

Our services are for adults only. We do not knowingly collect data from anyone under 18.

4. Special Category Data

Some information you choose to share β€” for example, telling us that you are neurodivergent, have an ADHD diagnosis, or are navigating a health-related life transition β€” is classed as special category data under Article 9 of the UK GDPR, because it concerns health.

We only process this information where you have given your explicit consent, and only so far as it is relevant to supporting you well within the coaching relationship. You are never required to disclose it, and you may withdraw your consent at any time by emailing us.

Coaching is not a medical or clinical service. We do not diagnose, assess or treat any condition, and we do not create or hold clinical records.

5. Session Recordings

Coaching sessions are recorded only where you have given separate, specific consent to this. Consent to recording is not a condition of working with us β€” you may decline and still take part in the full programme, and you may withdraw your consent at any time.

Where recordings are made, they are stored in your private client portal and in restricted cloud storage, and may be processed to produce transcripts and AI-generated summaries. Access is limited to you, to Marcela Aguirre, and to authorised support staff bound by confidentiality obligations.

6. How We Collect Your Data

We collect data when you:

  • Visit our website
  • Sign up to our email list or free resources
  • Book a call or complete an intake form
  • Apply for or purchase coaching services
  • Take part in coaching sessions and correspond with us between them
  • Contact us via forms, email or messaging

7. How We Use Your Data

We use your data to:

  • Provide coaching services and digital products
  • Communicate with you (emails, updates, support between sessions)
  • Process payments, issue invoices and manage bookings
  • Maintain session notes and records so we can support you effectively over time
  • Improve our website and services
  • Comply with legal, tax and regulatory obligations

8. Legal Basis for Processing

We process your data under one or more of the following legal bases:

  • Performance of a contract β€” to deliver the coaching services you have purchased
  • Consent β€” for marketing emails, session recordings, and any special category data you choose to share
  • Legitimate interests β€” to run and improve our business, and to keep records needed to defend potential claims
  • Legal obligations β€” including tax and accounting requirements

9. Email Marketing

If you join our mailing list, we will send you emails related to coaching, resources, and updates. You can unsubscribe at any time using the link in any email.

10. Data Sharing & Third Parties

We use the following trusted third-party service providers, who process data on our behalf under written terms and in line with data protection law:

  • Kajabi β€” website, client portal, course hosting and email marketing
  • Zoom β€” video coaching sessions, session recordings, transcripts and AI-generated summaries
  • Descript β€” occasional transcription and editing of session or content recordings
  • Calendly β€” appointment scheduling and intake questions
  • Google Workspace β€” email and secure cloud storage of notes and recordings
  • WhatsApp β€” messaging support between sessions
  • Stripe and PayPal β€” payment processing
  • Starling Bank β€” invoicing and payment records
  • Google Analytics β€” website analytics

We may also share limited data with an authorised virtual assistant who supports our administration and is bound by written confidentiality and data protection obligations.

We do not sell your personal data, and we do not share it for third-party marketing purposes.

11. International Data Transfers

Some of our service providers are based outside the UK, and we work with international clients, so your data may be processed outside the UK. Where this happens, we rely on appropriate safeguards such as UK adequacy regulations or the International Data Transfer Addendum to the EU Standard Contractual Clauses.

12. Data Retention

We keep personal data only for as long as necessary:

  • Session recordings, transcripts and AI summaries β€” retained in your client portal for 12 months after your programme ends, then deleted. We will remind you before deletion so you can download anything you wish to keep.
  • Coaching notes and correspondence β€” retained for 6 years after the end of our working relationship, matching the limitation period for contractual claims in England and Wales.
  • Financial and invoicing records β€” retained for 6 years, as required by HMRC.
  • Marketing contact details β€” retained until you unsubscribe.

You may request earlier deletion at any time, subject to any records we are legally required to keep.

13. Data Security

We take appropriate technical and organisational measures to protect your data, including restricted-access storage, two-factor authentication on key accounts, and limiting access to those who need it. No method of transmission or storage is completely secure, but we review our practices regularly.

14. Your Rights

You have the right to:

  • Access a copy of your personal data
  • Request correction or deletion
  • Withdraw consent at any time, including consent to recording
  • Object to or restrict processing
  • Request transfer of your data to another provider
  • Lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk

To exercise any of these rights, email [email protected]. We will respond within one month.

15. Cookies

Our website uses cookies to improve functionality and user experience. You can manage cookie preferences via your browser settings.

16. Changes to This Policy

We may update this Privacy Policy from time to time. The date at the top shows when it was last revised.

17. Contact

If you have any questions about this Privacy Policy or your data, please contact:
πŸ“§ [email protected]