Privacy Policy

Updated 30 September 2026

Privacy and trust matter in our work together. I handle your information with care, collect only what I need and respect your choices.

I am Jon Keen, trading as Jon Keen, a UK-based sole trader and the data controller for my coaching practice. For questions or requests, contact jon@jonkeen.com.

What I collect and why

When you enquire, book or work with me, I receive information such as your contact details, appointment information, correspondence and relevant personal circumstances. I also keep records needed for agreements, payments and accounting. Website providers may collect technical information, including your IP address.

I use this information to respond to you, provide coaching and manage my practice. Basic contact and booking details are necessary to arrange sessions.

The legal bases are our contract, legal obligations and legitimate interests in administering and protecting my practice. I use consent for optional marketing and seek separate explicit consent when processing sensitive information, such as health details or personal beliefs.

You can withdraw consent by contacting me. If this affects our ability to continue working together, we will discuss it.

Sessions and confidentiality

I do not record or transcribe sessions, use AI to review them, or put session-related information into AI tools.

I may make brief handwritten prompts, without names, rather than detailed session notes. These are kept securely and shredded monthly. I treat them as confidential even where they contain no name.

Where I discuss my work in professional supervision, I minimise identifying details and use agreed confidentiality arrangements. If an organisation funds your coaching, we agree beforehand what may be shared with it.

Information may be disclosed where legally required, necessary for a legal claim, or lawfully necessary to respond to a serious risk of harm. Wherever appropriate, I would discuss this with you first.

Services and security

I use Squarespace and Acuity Scheduling for the website and bookings, Gmail and Google Meet for communication, and Stripe or bank transfer for payments. I do not keep full card numbers or sell personal information.

Service providers and professional advisers receive only information needed for their role. I restrict access, protect accounts and devices, and store paper information securely.

Some providers process information outside the UK, including in the United States. Where required, recognised UK transfer arrangements apply, such as adequacy regulations or approved contractual safeguards. Contact me for details.

How long I keep information

  • Handwritten prompts: shredded monthly.

  • Enquiries not leading to coaching: normally deleted within 12 months of our last meaningful contact.

  • Routine booking information, intake responses and non-essential correspondence: normally deleted within 12 months after our work ends.

  • Agreements and essential service records: kept for up to six years after our work ends.

  • Tax records: kept for the statutory period, normally at least five years after the relevant 31 January Self Assessment submission deadline.

Relevant information may be retained longer for an unresolved complaint, legal claim or legal obligation. Information is securely deleted or destroyed when no longer needed.

Cookies and updates

Essential cookies support the website and booking service. Optional cookies requiring consent are used only with your permission. Browser settings also let you manage cookies.

Booking does not automatically subscribe you to marketing. If you choose to receive updates, you can unsubscribe at any time. I retain only the information needed to respect that choice.

Your rights

Depending on the circumstances, you can request access, correction, deletion, restricted use or a portable copy of your information.

You can object to processing based on legitimate interests and stop direct marketing at any time.

Withdrawing consent does not affect earlier lawful processing. Some rights have legal exceptions, which I will explain where relevant.

Please email jon@jonkeen.com with any concern. You can also complain directly to the Information Commissioner’s Office or another relevant data protection authority.

I review this policy as my practice develops and will highlight material changes where appropriate.