Privacy notice
Last updated: 7 September 2026
This notice explains what personal information Tom Charles Coaching collects through this website, why it is collected, how it is stored and what rights you have over it.
Who is responsible for your information
This site is run by Tom Smith, trading as Tom Charles Coaching, from Thame, Oxfordshire. Tom Smith is the data controller for information collected through this site.
For any question about your data, or to exercise any of the rights below, email tom@tomcharles.co.uk.
What is collected, and why
Consultation requests
When you request a free consultation, the form collects your name, email address, mobile number, how you would prefer to be contacted, the areas you would like to focus on, anything you choose to write in your own words, and your preferred time for a call. This is used solely to contact you and to make the first conversation useful.
The Pressure Points assessment
The Pressure Points assessment collects your answers to eleven questions along with your first name, email address and, optionally, your phone number. The questions cover life direction, leadership and how you carry a senior role, workload and capacity, confidence, and closeness and intimacy in your relationships.
At the end of the assessment you are also invited to give three optional details: sex, an age band, and a broad description of what you do. These are used only to understand who the assessment is reaching, in aggregate. Every one of them can be left blank or answered "Prefer not to say", and the whole step can be skipped. None of them affects your result, and skipping them makes no difference to how your enquiry is handled.
Please note: some of these answers may reveal information about your health or your personal relationships. UK data protection law treats that as a special category of personal data, which is why the assessment asks for your explicit consent before your result is sent to you. You can complete the questions and see your strongest theme without submitting anything. If you would rather not share the answers at all, close the assessment before the details step, or simply email me instead.
Booking a call
Consultation times are booked through Calendly, which collects your name, email address and any details you add when booking, and processes that information under its own privacy policy. Calendly acts as a processor for the booking on my behalf.
Legal basis
- Consent - for the Pressure Points assessment, and for any information within it that relates to health or your personal life. You may withdraw consent at any time.
- Legitimate interests - for responding to a consultation enquiry you have made, and for the ordinary running and security of the practice.
- Contract - where you go on to become a client, for arranging and delivering sessions.
- Legal obligation - for accounting and tax records where a payment has been made.
Where your information is stored
Website form submissions are received and stored by Netlify, which hosts this site. Booking information is held by Calendly. Correspondence is held in my email system. Some of these providers may process data outside the UK; where that happens they operate under the safeguards required by UK data protection law.
How long it is kept
- Enquiries that do not lead to coaching: deleted within 12 months.
- Pressure Points submissions, including any optional demographic details: deleted within 12 months, or sooner on request.
- Client records: kept for the duration of our work together and for 6 years afterwards, in line with insurance and accounting requirements.
Who your information is shared with
Your information is not sold, and it is not shared with anyone for marketing. It is shared only with the service providers named above, who process it on my behalf, and where the law requires disclosure. Session content is confidential; the limited circumstances in which confidentiality might be broken are set out in the terms.
Your rights
You have the right to ask for a copy of the information held about you, to have it corrected or deleted, to restrict or object to how it is used, to withdraw consent, and to receive it in a portable format. Email tom@tomcharles.co.uk and I will respond within one month.
If you are unhappy with how your information has been handled, you can complain to the Information Commissioner’s Office at ico.org.uk.
Cookies
This site sets no advertising or tracking cookies of its own. Fonts are loaded from Google Fonts, and the booking calendar is loaded from Calendly only at the point you reach the booking step; both may set cookies necessary for those services to function.