HAPI Privacy Policy (UK GDPR / DPA 2018)
Privacy Policy
Last updated: 21st August 2026
Who we areHAPI is a life and relationship coaching practice based in Crowthorne, Berkshire, led by Dom Keohane. We provide 1-to-1 life coaching, relationship coaching, corporate services, group circles and related resources.
Our website is www.hapime.co.uk. When this policy says “we”, “us” or “HAPI”, it means:
· Business name: HAPI
· Operated by: [Dom Keohane]
· Contact email: dom@hapime.co.uk
· Phone: +44 7534 319667
· Address: [Bucklers Park Hub, Crowthorne, RG45 6NB — confirm this is the address you want published]
1. The short version
· We collect only the personal information we genuinely need to run the business.
· We never sell your data. We never share it for third-party marketing.
· Your coaching conversations are treated as confidential, within the professional limits we explain at the start of working together.
· You can ask us at any time to see, correct or delete the information we hold about you.
· We process a very small amount of “special category” data (for example, information about your relationships or health that may come up in coaching). We do this on the basis of our professional duties.
2. What information we collect and why
What we collect
When
Why (lawful basis)
Name, email address, phone number, enquiry message
When you contact us via the website form, email, phone or social media
To respond to your enquiry. Legitimate interests (running and replying to a coaching practice)
Session history, notes and progress
When we work together as clients
To deliver coaching services under our agreement with you. Contract; explicit consent for sensitive information
Payment and invoicing details
When you pay for sessions/books or are invoiced
To take payment and keep proper business accounts. Contract and legal obligation (tax/accounting)
Marketing preferences and email address
When you opt in to our newsletter
To send you the updates you asked for. Consent — you can unsubscribe at any time
Basic technical data (e.g. pages viewed, device type)
When you browse the site
To understand how the site is used and improve it. Consent-based via cookie banner (once analytics/tracking is switched on)
We do not collect more data than we need, and we do not collect data about children.
3. Special category (sensitive) data; Life and relationship coaching can involve sensitive personal information — for example about your health, relationships, beliefs or personal circumstances. We only collect this where you choose to share it, and we only use it to provide the service you’ve asked for. Our lawful basis for this is your explicit consent, which you give when we begin working together and which you can withdraw at any time (withdrawal doesn’t affect work already carried out).
4. Lawful bases we rely on Under the UK GDPR, we process your information on these bases:
· Consent — for marketing emails and for sensitive information you share in coaching.
· Contract — to deliver the services you’ve booked.
· Legitimate interests — to respond to enquiries and operate our business, unless your rights override this.
· Legal obligation — to keep proper records for accounting and tax.
5. Who we share information with; We only share information where it’s needed to run the service, and we only share the minimum necessary:
Processor
Why
Where data is held
Squarespace
Website hosting, contact forms, and (if used) website analytics/customer records
USA / EU — Squarespace processes data under appropriate safeguards
Email provider (e.g. Squarespace Email Campaigns / Gmail via Google Workspace)
Sending our newsletter and email correspondence
USA / EU
Payment processor
Taking payments
Monzo Bank, Stripe
Accountant / accounting software (e.g. Xero)
Bookkeeping and tax records
Xero Accounting
We never sell your personal information and never use it for purposes unrelated to the ones above.
6. How long we keep information
Information
How long
Enquiry messages
[2 years] after the last contact, then deleted
Coaching records and notes
We’ll agree a retention period with you at the start; typically [6 years] to match legal/professional record-keeping, then securely deleted. [Confirm your professional body’s guidance]
Payment/invoice records
[6 years] (HMRC/accounting requirement)
Newsletter subscription
Until you unsubscribe
Website analytics
[26 months] maximum for standard GA4 retention
7. CookiesWe use a few cookies to make the site work, and — once we switch on analytics/tracking — we’ll only load tracking tools with your consent via the cookie banner. Full details in our Cookie Policy.
8. Your rightsUnder UK data protection law you have the right to:
· Access — ask for a copy of the data we hold about you (a subject access request)
· Rectification — ask us to correct anything inaccurate
· Erasure — ask us to delete your data (“right to be forgotten”)
· Restriction — ask us to limit how we use your data
· Portability — receive your data in a portable format where it applies
· Object — object to processing based on legitimate interests, including direct marketing
· Withdraw consent — at any time, for anything we do on the basis of consent (e.g. the newsletter)
To exercise any of these, contact us at hello@hapime.co.uk. We’ll respond within one month (UK GDPR requirement) and we’ll never charge you for it, except as the law allows.
9. Security; We take reasonable technical and organisational measures to protect your information — secure email, password-protected accounts, limited access to client records, and working from a private, confidential setting. We review these measures regularly.
10. Your rights to complain; If you’re unhappy with how we handle your data, please tell us first at hello@hapime.co.uk and we’ll do our best to put it right. You always have the right to complain to the Information Commissioner’s Office (ICO) — www.ico.org.uk, 0303 123 1113.
11. Changes to this policy; We’ll post any changes on this page and update the “last updated” date. If we change how we use your data in a way that needs your consent, we’ll ask for it again.
12. Contact
· Data controller: HAPI
· Email: hello@hapime.co.uk
· Phone: +44 7534 319667
· Address: [Bucklers Park Hub, Crowthorne RG45 6NB]