Privacy Policy
Last updated: 5 October 2026
DeerHeart is a trading name of Agnieszka Teresa Jelen (“DeerHeart”, “I”, “me”, “my”).
I am the data controller for personal information processed through DeerHeart.
This Privacy Policy explains what personal information I collect, why I use it, how it is stored and protected, who may process it in connection with my services, and your rights under UK data protection law, including the UK GDPR and Data Protection Act 2018.
What Information I Collect
Depending on how you interact with DeerHeart, I may collect:
your name;
email address;
telephone number;
booking and appointment information;
information you provide through client intake forms;
communications between you and DeerHeart;
payment and transaction information;
coaching notes and records; and
information you choose to provide about your health, wellbeing or personal circumstances.
I aim to collect only information that is relevant and reasonably necessary for providing and managing my services.
How I Use Your Information
I may use your personal information to:
provide and manage coaching services;
arrange and manage appointments;
communicate with you about your coaching;
process and administer payments;
maintain appropriate coaching and business records;
respond to enquiries, concerns or complaints;
meet accounting, tax or other legal obligations;
maintain the security and administration of the business; and
establish, exercise or defend legal claims where necessary.
I do not sell your personal information.
Legal Bases for Processing
Under UK data protection law, I need a lawful basis for processing your personal information.
Depending on the purpose, I may rely on:
Contract – where processing is necessary to provide coaching services you have requested or purchased, including managing bookings, appointments, communications and payments.
Legal obligation – where I am required to keep or use information to comply with legal, tax, accounting or regulatory requirements.
Legitimate interests – where reasonably necessary for the administration, security and protection of DeerHeart, including handling complaints, preventing misuse and establishing or defending legal claims, provided those interests are not overridden by your rights and interests.
Consent – where I specifically ask for your permission to process information for a particular purpose. Where I rely on consent, you may withdraw it at any time.
Health and Wellbeing Information
Information concerning your health may be classed as special category personal data under UK data protection law and requires additional protection.
You are not expected to provide detailed medical information to receive general coaching services unless you choose to share information that is relevant to your coaching.
Where you choose to provide health or wellbeing information that constitutes special category data and I process that information on the basis of your consent, I rely on your explicit consent under Article 9(2)(a) of the UK GDPR.
Where applicable, I will ask for this consent separately and explicitly.
You may withdraw your consent at any time by contacting me at aga@deerheart.co.uk. Withdrawal of consent does not affect the lawfulness of processing that took place before consent was withdrawn.
I aim to collect and record only health and wellbeing information that is relevant and reasonably necessary for your coaching.
DeerHeart provides coaching and does not provide medical treatment, psychotherapy, counselling, diagnosis or crisis services.
Website Usage Data
When you visit the DeerHeart website, certain technical information may be collected automatically, such as your IP address, browser or device information, and information about how you use the website.
This information may be processed to operate and secure the website, understand how it is used and improve its performance.
Cookies
The DeerHeart website uses cookies and similar technologies.
Essential cookies may be required for the website to function. Where required, you will be asked for consent before non-essential cookies or similar technologies are used.
For more information, please see the DeerHeart Cookie Policy.
Service Providers and How Your Information Is Handled
DeerHeart is a small, independently run coaching business. I use a limited number of third-party services to operate the business and provide coaching services.
Depending on how you interact with DeerHeart, your information may be processed using:
Squarespace – to operate and host the DeerHeart website;
Acuity Scheduling (Squarespace) – to manage appointments, bookings and client intake forms;
Google – including Gmail for email communication, Google Meet for online coaching sessions, and Google Drive and Google Docs for storing and managing relevant business and client records;
WhatsApp – where used to communicate with clients;
PayPal and Square – to process payments and maintain associated transaction information;
Meta / Instagram – where you interact with DeerHeart through Instagram or its social media and messaging features; and
banking services – for receiving and making payments and maintaining financial transaction records.
These providers may process personal information on my behalf or act as independent data controllers, depending on the service and circumstances. They operate under their own privacy and data protection arrangements.
I only provide or make available personal information to service providers where reasonably necessary for the relevant service.
I do not sell personal information or share it with third parties for unrelated purposes.
Client Notes and Records
I may keep relevant notes and records relating to coaching sessions and the management of the coaching relationship.
Digital records may be created and stored using Google Docs and Google Drive. Access is restricted and protected using appropriate account and security measures.
I may also keep handwritten paper notes. Paper records are stored securely in my private home office and are kept inaccessible to unauthorised people. Paper records are securely destroyed when they are no longer required.
I aim to keep client records relevant, proportionate and limited to what is reasonably necessary for providing and managing coaching services.
Data Security
I take reasonable and appropriate steps to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
This includes restricting access to client information, using appropriate security measures for digital accounts and devices, and securely storing paper records.
However, no method of electronic communication or storage can be guaranteed to be completely secure.
International Processing
Some of the technology providers used by DeerHeart are international organisations and may process or store personal information outside the UK.
Where personal information is transferred internationally, I take reasonable steps to ensure that the transfer is made in accordance with applicable UK data protection requirements and that appropriate safeguards or other lawful transfer mechanisms are in place where required.
Further information about a provider's international processing arrangements can be found in that provider's privacy information or requested from DeerHeart.
How Long I Keep Your Information
Client coaching records, including relevant intake information and coaching notes, will normally be kept for 12 months after the coaching relationship ends and will then be securely deleted or destroyed unless there is a legitimate or legal reason to retain them for longer.
Financial, payment, accounting and tax records may be kept for longer where required to meet applicable legal and tax obligations.
Your Data Protection Rights
Depending on the circumstances, UK data protection law gives you rights in relation to your personal information. These may include the right to:
request access to personal information I hold about you;
ask for inaccurate or incomplete information to be corrected;
ask for your personal information to be deleted in certain circumstances;
ask me to restrict the processing of your information in certain circumstances;
object to certain types of processing;
request transfer of certain information to you or another organisation where the right to data portability applies; and
withdraw consent at any time where processing is based on consent.
These rights are not absolute and may depend on the circumstances and the lawful basis for processing.
To exercise your rights, contact aga@deerheart.co.uk.
I may need to verify your identity before responding to a request.
Complaints
If you have a concern about how your personal information has been handled, please contact me first at:
You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's data protection regulator.
Information about making a data protection complaint is available from the ICO.
Changes to This Privacy Policy
I may update this Privacy Policy where my services, systems, service providers or legal obligations change.
The latest version will be published on the DeerHeart website with the date it was last updated.
Contact
For questions about this Privacy Policy, your personal information, or your data protection rights, contact:
DeerHeart
Agnieszka Teresa Jelen
Email: aga@deerheart.co.uk