Privacy Policy

1. Data Controller

The controller responsible for the processing described in this Privacy Policy is:

2. Data We Collect

The personal data processed depends on the interaction with YourCoach.

When Registering Interest or Making an Enquiry

• Name and email address.
• Current ICF credential or credential level, where provided.
• The content of an optional message or email.
• Communication history related to the enquiry.

During Enrollment and Program Administration

• Contact and identification details required to administer the enrollment.
• Billing details, company name, country, VAT number and payment information where applicable.
• Professional information relevant to Program eligibility, including ICF credential and mentor coaching experience.
• Attendance records, completion information, certificate details and CCE documentation.
• Program-related correspondence and participant support requests.

During Program Participation

• Contributions to discussions, reflections and practical exercises.
• Feedback and evaluation information generated during the Program.
• Coaching recordings, transcripts or extracts voluntarily shared for a Program exercise, where the required client consent has been obtained.

Recordings and transcripts submitted to YourCoach are used only for the stated educational purpose and are deleted when they are no longer required for that purpose, unless a legal obligation or explicit agreement requires a longer period.

Technical Website Data

• Limited server log data that may be recorded by the hosting provider for website operation and security, such as IP address, browser type, requested page, date and time, and referring page.
• Technical data transmitted when Google Fonts is loaded, as explained in section 10.

This website does not use analytics tools to create visitor profiles or analyze browsing behavior.

3. How We Use Personal Data

Personal data may be processed for the following purposes:

• Responding to enquiries and providing requested Program information.
• Assessing Program fit and eligibility.
• Managing enrollment, invoicing and payment.
• Delivering the Program, including scheduling, communication, attendance monitoring, learning activities and participant support.
• Issuing certificates and maintaining CCE and completion records.
• Managing professional, ethical, confidentiality and security requirements.
• Operating and securing the website and related systems.
• Complying with accounting, tax, accreditation and other legal or regulatory obligations.
• Sending optional promotional communication where valid consent has been provided.

4. Legal Bases for Processing

Under the General Data Protection Regulation (GDPR), YourCoach relies on the following legal bases:

• Steps taken at the individual's request before entering into a contract: responding to enquiries, providing Program information and processing an application.
• Performance of a contract: managing enrollment, payment, attendance, Program delivery, support and certification.
• Legal obligation: maintaining tax, accounting and other records required by law.
• Legitimate interests: securing the website and systems, maintaining appropriate Program and accreditation records, preventing misuse, and managing professional and administrative operations, provided these interests do not override individual rights and freedoms.
• Consent: sending optional promotional communication or carrying out another processing activity where consent is specifically requested. Consent may be withdrawn at any time.

5. Data Sharing

YourCoach does not sell personal data. Personal data may be shared only where necessary with:

• Website, hosting and email providers: for website operation, hosting, security and communication.
• Zoom: for the delivery of live online Program sessions.
• Accounting, invoicing and payment providers: for financial administration and payment processing.
• ICF or accreditation bodies: where information is required for accreditation, audit or credential verification, or where a participant requests or authorizes the sharing.
• Professional advisers and public authorities: where necessary for legal advice, claims, compliance with law, court orders or regulatory obligations.

Service providers acting on behalf of YourCoach are required to process personal data under appropriate contractual and security safeguards. Some recipients, including ICF, Google, Zoom, payment providers or public authorities, may process personal data as independent controllers under their own legal responsibilities and privacy policies.

6. International Data Transfers

Some service providers, including Google and Zoom, may process personal data outside the European Economic Area. Where GDPR transfer rules apply, YourCoach relies on an appropriate transfer mechanism, such as an adequacy decision, Standard Contractual Clauses or another safeguard recognized under applicable data protection law.

External providers may also act as independent controllers. Their own privacy notices explain where and how they process personal data.

7. Data Retention

Personal data is retained only for as long as necessary for the purpose for which it was collected, subject to legal and professional requirements:

• Enquiry data: up to 12 months after the last interaction, unless the person enrolls or asks to remain informed.
• Participant, attendance, certificate and CCE records: up to 7 years after Program completion to support certificate verification, complaints, professional records and accreditation requirements.
• Financial and accounting records: 10 years in accordance with applicable Belgian tax and accounting requirements.
• Coaching recordings and transcripts submitted for learning activities: only for as long as required for the relevant activity and then securely deleted.
• Technical server logs: normally up to 12 months, unless a longer period is required to investigate a security incident or legal claim.
• Optional marketing data: until consent is withdrawn or the communication is no longer relevant.

Data may be retained longer where required by law, a legal claim, an accreditation process or an ongoing dispute.

8. Your Rights

Subject to the conditions and limitations in the GDPR, individuals may have the following rights:

• Access: request information about the personal data held and receive a copy.
• Rectification: request correction of inaccurate or incomplete data.
• Erasure: request deletion where there is no overriding legal or legitimate reason to retain the data.
• Restriction: request that processing be limited in certain circumstances.
• Data portability: receive eligible data in a structured, commonly used and machine-readable format.
• Objection: object to processing based on legitimate interests and object at any time to direct marketing.
• Withdrawal of consent: withdraw consent at any time without affecting processing that was lawful before withdrawal.
• Complaint: lodge a complaint with a competent data protection supervisory authority.

Requests can be sent to the contact details in section 13. Additional information may be requested only where reasonably necessary to verify identity.

9. Data Security and Personal Data Breaches

YourCoach applies appropriate technical and organizational measures designed to protect personal data against unauthorized access, accidental loss, alteration, disclosure or destruction. These measures include, where appropriate:

• Encryption of data in transit using TLS/SSL.
• Access controls limited to authorized personnel.
• Secure storage and account protection measures.
• Staff awareness and periodic review of data protection practices.
• Contractual and security requirements for service providers acting on behalf of YourCoach.

No transmission or storage method can be guaranteed to be completely secure.

Where required by the GDPR, YourCoach will notify the competent supervisory authority without undue delay and, where feasible, within 72 hours after becoming aware of a personal data breach. Affected individuals will be informed without undue delay where the breach is likely to result in a high risk to their rights and freedoms.

10. Cookies and External Resources

This website does not set cookies and does not use analytics or advertising technologies to track visitors. More information is available in the Cookie Policy.

Google Fonts

The website loads Source Sans Pro directly from Google Fonts. When the font is requested, the visitor's browser connects to Google servers. Google may receive technical data such as the IP address, browser and device information, the requested resource, and the date and time of the request. YourCoach does not use Google Fonts to track visitors.

Google may process this information as an independent controller under its own Privacy Policy.

11. Automated Decision-Making

YourCoach does not use personal data for automated decision-making or profiling that produces legal or similarly significant effects.

12. Changes to This Policy

YourCoach may update this Privacy Policy to reflect changes in practices, services or legal requirements. The current version will be published on this page with a revised "last updated" date.

Where a material change significantly affects individual rights, an additional notice may be provided by email or through a prominent notice on the website, where appropriate.

13. Contact and Complaints

Questions, requests or concerns about personal data can be sent to:

YourCoach will respond without undue delay and normally within one month. Where permitted by the GDPR, this period may be extended by up to two additional months because of the complexity or number of requests. The individual will be informed of any extension and the reason for it within the initial one-month period.

Belgian Data Protection Authority

If a concern is not resolved, a complaint may be lodged with the competent supervisory authority. In Belgium, this is:

Individuals located in another EEA country may also contact the data protection authority in their country of residence or work.