Privacy Policy

Version 1.1  |  Effective from: 28 April 2026  |  Last updated: 29 April 2026

1. Who We Are

The Speaking Edge is a trading name of Karsten Huttenhain (sole trader), operating as a communication skills coaching and training business.

We are the data controller responsible for your personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What Personal Data We Collect

2.1 Data you provide directly

• Name and contact details (email address, phone number)
• Professional background and role (where relevant to coaching)
• Booking and scheduling information
• Payment information (processed securely via Stripe — we do not store card details)
• Information shared during coaching sessions, assessments or intake forms
• Session recordings, where you have given explicit prior consent
• Communications with us by email or other channels

2.2 Data collected automatically

• Website usage data via cookies and analytics (see Section 9)
• Technical information such as browser type and IP address

2.3 Session recordings and sensitive data

Where coaching sessions are conducted online and are to be recorded, we will request your explicit consent before any recording begins. You may decline or withdraw consent at any time without affecting the delivery of your coaching. Session recordings are stored securely, are not shared with third parties, and are deleted at the end of the coaching relationship or earlier upon request.

Personal information shared during coaching sessions — including information about your professional challenges, personal development goals or career circumstances — may in some cases constitute sensitive personal data. We treat all such information with strict confidentiality and apply the appropriate safeguards required under UK GDPR.

2.4 Data about third parties

If you share personal information about other individuals (for example, in the context of funding applications we assist with), you must ensure you have their consent or a lawful basis to share that information with us.

3. Lawful Basis for Processing

We process your personal data on the following lawful bases:

• Contract: to deliver the coaching, training or course services you have booked with us.
• Legitimate interests: to communicate with prospective clients, improve our services, and manage our business operations, where this does not override your rights.
• Legal obligation: where we are required to process data to comply with legal or regulatory requirements.
• Consent: where we send marketing communications or process data for purposes beyond service delivery, we will ask for your explicit consent. You may withdraw consent at any time.

4. How We Use Your Personal Data

• To confirm, manage and deliver bookings and coaching programmes
• To process payments and issue invoices
• To communicate with you about your bookings, sessions and programmes
• To send you information about our services where you have consented or where we have a legitimate interest
• To comply with our legal and regulatory obligations, including tax and accounting records
• To support funding applications on your behalf, where instructed by you
• To improve and develop our services

5. Who We Share Your Data With

We do not sell your personal data. We share data only where necessary with the following trusted third-party service providers:

• TidyCal (booking and scheduling platform)
• Stripe (payment processing)
• Google LLC (email, calendar and video communications via Gmail, Google Calendar and Google Meet)
• Zoom Video Communications (video sessions, where used)

Each provider operates under their own privacy policy and data processing terms. Where required under UK GDPR, we have data processing agreements in place with these providers.

We may also disclose your data where required by law, regulation or court order, or to protect our legal rights.

6. International Data Transfers

Some of our third-party providers may process data outside the United Kingdom. Where this occurs, we ensure appropriate safeguards are in place, such as UK adequacy regulations or Standard Contractual Clauses, to protect your data in line with UK GDPR requirements.

7. How Long We Keep Your Data

• Client session records and coaching notes: retained for 3 years after the end of the coaching relationship, then securely deleted.
• Financial and invoicing records: retained for 7 years in accordance with HMRC requirements.
• Email correspondence: retained for 3 years unless there is an ongoing legal or contractual reason to retain longer.
• Marketing consent records: retained until consent is withdrawn, plus 1 year.
• Website analytics data: retained in accordance with the relevant platform's retention policy (typically 26 months).

Where data is no longer required, it is securely deleted or anonymised.

8. Your Rights Under UK GDPR

• Right of access: to request a copy of the personal data we hold about you.
• Right to rectification: to request correction of inaccurate or incomplete data.
• Right to erasure: to request deletion of your data in certain circumstances.
• Right to restriction: to request that we limit how we use your data in certain circumstances.
• Right to data portability: to receive your data in a structured, commonly used format.
• Right to object: to object to processing based on legitimate interests or for direct marketing.
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact us at speaking.edge.global@gmail.com. We will respond within one calendar month. We may need to verify your identity before processing your request.

9. Cookies and Website Analytics

Our website may use cookies and similar technologies to improve your experience and to understand how visitors use our site. We may use analytics tools such as Google Analytics to collect anonymised usage data. You can control cookies through your browser settings. Where required by law, we will obtain your consent before placing non-essential cookies.

10. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction or alteration. These include secure email communications, password-protected accounts, and using reputable third-party platforms with strong security standards.

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and inform affected individuals where required.

11. Children's Data

Our services are directed at adults aged 18 and over. We do not knowingly collect personal data from children under the age of 18. If you believe we have inadvertently collected such data, please contact us immediately and we will delete it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The current version will always be available at speakingedgeglobal.com/privacy-policy. We will notify you of significant changes where we have your contact details.

13. How to Complain

If you have concerns about how we handle your personal data, please contact us first at speaking.edge.global@gmail.com and we will do our best to resolve the matter.

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

© The Speaking Edge (Karsten Huttenhain). All rights reserved.