Privacy Policy

Effective Date: 4th October 2026

Privacy Policy

At Kahu Wellness Coaching, I understand that choosing to share personal information takes trust. Whether you contact me for an Unstuck Session, personal training, workplace support or simply make an enquiry, I am committed to protecting your privacy and handling your information responsibly.

This Privacy Policy explains what information I collect, why I collect it, how it is used, and the choices you have regarding your personal information.

Kahu Wellness Coaching complies with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable privacy legislation.

1. Who I Am

Kahu Wellness Coaching is owned and operated by:

Lesley Harper

Kahu Wellness Coaching

Email: lesley@kahuwellnesscoaching.co.uk

Website: www.kahuwellnesscoaching.co.uk

For the purposes of UK data protection law, Kahu Wellness Coaching is the Data Controller for the personal information described in this policy.

2. Information I Collect

Depending on how you interact with Kahu Wellness Coaching, I may collect:

Personal information

  • Name

  • Email address

  • Telephone number

  • Postal address (where applicable)

Appointment information

  • Booking details

  • Session dates and times

  • Payment status

  • Attendance records

Coaching information

Where relevant to the service you have requested, you may choose to share information relating to:

  • your wellbeing

  • work

  • relationships

  • life circumstances

  • personal goals

  • challenges you wish to discuss

You only need to share information you feel comfortable sharing.

Personal Training information

Where you book personal training, I may collect information relevant to providing safe exercise sessions, including health screening information that you choose to provide.

Making Sense of Fitness After 50

If you join Making Sense of Fitness After 50, I may collect:

● your name, date of birth, email address and telephone number;

● emergency contact details;

● health and exercise-readiness information you provide on your screening form;

● your goals, confidence levels and exercise progress, including simple strength test results;

● your individual exercise programme; and

● messages exchanged between us in relation to the service.

Emergency contact

I ask for the name and telephone number of one person I can contact in an emergency. I will only use these details if there is an emergency involving you.

Please let your emergency contact know that you have provided their details to me.

Website information

When you visit my website, certain technical information may be collected automatically through cookies and website analytics.

3. How I Collect Your Information

Your information may be collected when you:

  • contact me by email or through my website

  • book a session

  • complete a pre-session questionnaire

  • subscribe to my newsletter

  • complete a contact form

  • purchase services

  • communicate with me during or after your sessions

  • complete an optional feedback questionnaire

4. Why I Collect Your Information

I use your information to:

  • respond to enquiries

  • arrange appointments

  • provide coaching and personal training services

  • prepare for your sessions

  • send your written session summary where applicable

  • provide your Day 10 follow-up

  • process payments

  • maintain accurate business records

  • improve my services

  • meet legal and regulatory obligations

  • check whether exercise is suitable for you and adapt your programme where appropriate;

  • contact your nominated emergency contact if there is a medical emergency involving you.

5. Lawful Basis for Processing

Under UK GDPR, I process your information using one or more of the following lawful bases:

  • Contract – to provide the services you have requested.

  • Legitimate Interests – to manage and improve my business.

  • Legal Obligation – where required by law.

  • Consent – where you have chosen to receive marketing communications or agreed to another optional activity.

Health information you give me, such as your health screening or exercise-readiness information, is special category personal data.

Where this information is necessary to provide a service you have requested, my lawful basis for processing it is normally the performance of our contract. I also rely on your explicit consent as the additional condition required to process health information, which I ask for separately on the relevant screening form.

You can withdraw your consent at any time by contacting me. If you withdraw consent, I may be unable to continue providing a service where that health information is necessary for me to do so safely.

6. Confidentiality

Confidentiality is one of the foundations of Kahu Wellness Coaching.

Information shared during coaching sessions is treated as confidential and will not be shared with anyone outside Kahu Wellness Coaching except where:

  • you have given your explicit consent;

  • I am legally required to do so;

  • disclosure is necessary to help protect you or another person from serious harm.

Where disclosure is necessary, I will aim to discuss this with you first whenever it is safe and appropriate to do so.

7. Employer-Funded Sessions

Some coaching sessions are funded by an employer through Kahu Workplace.

Your coaching conversation remains confidential.

Your employer will not receive:

  • coaching notes

  • written summaries

  • recordings

  • details of discussions

  • personal opinions or recommendations

The employer may receive limited administrative information necessary to manage their purchased sessions, such as:

  • whether a session was attended;

  • the number of sessions remaining within their purchased package.

Optional Outcome Snapshot

If your session was funded by your employer, you may be invited to complete a short Outcome Snapshot following your session.

Completing the questionnaire is entirely optional.

If you choose to allow your responses to be shared, they will be provided to your employer anonymously and in a way that cannot identify you. The feedback is used to help demonstrate the value of the service.

No details of your coaching conversation will ever be shared as part of the Outcome Snapshot.

8. Third-Party Services

To provide my services I use trusted third-party providers including:

  • Squarespace (website hosting)

  • Acuity Scheduling (appointment booking)

  • Stripe (payment processing)

  • Zoom (online sessions)

  • Wufoo (pre-session questionnaires)

  • MailerLite (newsletter and email communications)

  • WhatsApp (client communications and messages)

    International Transfers

    Some of the third-party services I use may process or store personal information outside the UK, including in the United States.

    Where personal information is transferred outside the UK, I use providers that put appropriate safeguards in place in accordance with UK data protection law. These may include UK adequacy regulations, such as the UK Extension to the EU-US Data Privacy Framework where applicable, or approved contractual safeguards.

These providers process information in accordance with their own privacy policies and applicable data protection legislation.

9. Marketing

If you subscribe to my newsletter, I will only send you information you have chosen to receive.

You can unsubscribe at any time using the unsubscribe link included in every email or by contacting me directly.

I will never sell your personal information to third parties.

10. Cookies

My website uses cookies to help it function correctly and to understand how visitors use the site.

You can control cookies through your browser settings.

Further information is available within my Cookie Policy.

11. How Long I Keep Information

I keep personal information only for as long as it is needed for the purpose for which it was collected and to meet my legal, tax and insurance requirements.

  • Health screening forms, exercise programmes, session records and relevant client communications: 7 years after your service ends, in line with my insurance requirements.

  • Payment and financial records: for the period required by HMRC and applicable tax law.

  • Newsletter subscription details: until you unsubscribe or ask me to remove your details.

  • Enquiries that do not result in you becoming a client: only for as long as reasonably necessary to deal with your enquiry.

When information is no longer required, it will be securely deleted or destroyed.

12. Keeping Your Information Secure

I take reasonable technical and organisational measures to protect your information from loss, misuse, unauthorised access or disclosure.

While no online system can ever be completely secure, I work with reputable service providers and follow good data security practices.

13. Your Rights

Under UK GDPR you have the right to:

  • access your personal information;

  • request correction of inaccurate information;

  • request deletion where appropriate;

  • request restriction of processing;

  • object to certain processing;

  • request transfer of your information where applicable;

  • withdraw consent where processing is based on consent.

Requests can be made by contacting me using the details below.

14. Complaints

If you have concerns about how your information has been handled, I hope you will contact me first so I can try to resolve the issue.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

15. Contact

If you have any questions about this Privacy Policy or how your information is handled, please contact:

Lesley Harper

Email: lesley@kahuwellnesscoaching.co.uk

Website: www.kahuwellnesscoaching.co.uk

16. Changes to This Privacy Policy

This Privacy Policy may be updated from time to time to reflect changes in legislation, technology or the services provided by Kahu Wellness Coaching.

The most recent version will always be available on this website.