Protecting your data

data protection

At Mitchell Consultancy we prioritise privacy and comply with the UK GDPR / GDPR and relevant aspects of the EU AI Act. We handle your personal data lawfully, transparently, and securely. We ensure the use of AI tools, including CoachVox, is responsible and respects your rights.

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Personal Data We Collect

We may collect and process:

• Full name

• Company name (where relevant)

• Email address

• Telephone number (where necessary)

• Coaching session notes and reflections

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We only collect what is necessary for your coaching relationship and only with your consent or other lawful basis under GDPR.

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How We Collect Information

You provide contact details when entering into a coaching contract, booking services, or engaging with tools we use as part of service delivery.

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How We Use Your Data

Your personal data is used to:

• Arrange meetings and coaching sessions

• Communicate with you about your coaching

• Support the coach’s professional development

• Enable plug-in or AI-assisted features where explicitly agreed

We retain coaching reflections for up to 3 years (securely stored) or destroy them once the contract ends if in paper form.

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AI Tools and Transparency

We use AI tools such as CoachVox (coach bot) to support interactions and reflections. CoachVox holds a GDPR-compliant privacy policy, and during AI interactions, you are informed you are interacting with an AI system. Conversations are processed jointly by CoachVox and us, and you may exercise your rights with either party.

Before using any AI tool in a session, you will be told what it is and how it will be used, and you may opt out.

We do not use your data to train AI models beyond the session’s context, and we always opt out where tools give that option.We comply with applicable provisions of the EU AI Act, including transparency obligations where clients interact with AI systems.

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Ethical Standards and Responsible Use of AI

Mitchell Consultancy operates in accordance with the ethical framework and professional standards of the Association for Coaching (AC), with whom Kathryn Mitchell holds accreditation. This means that:

• Coaching remains a human-led, professionally accountable relationship.

• AI tools are used only to support the coaching process and never replace professional judgement.

• You will always be informed when you are interacting with an AI system, including our CoachVox coach bot.

• You may opt out of AI-supported tools at any time.

• Confidentiality, respect, and client autonomy remain central to our practice.​

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In line with the EU AI Act transparency requirements, you will be clearly informed when engaging with AI systems and how your data is processed. All AI use is proportionate, transparent, and subject to appropriate human oversight.

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Legal Basis for Processing

We rely on:

• Contractual necessity (to deliver coaching services)

• Legitimate interests (business communication and service improvement)

• Your consent when required (especially for AI tools)

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Sharing and Disclosure

We do not share personal data with third parties except where:

• You give explicit consent, or

• We are legally required to do so.

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Your Rights Under GDPR

You have the right to:

• Access your personal data

• Correct inaccuracies

• Request erasure (“right to be forgotten”)

• Restrict or object to processing

• Data portability

• Withdraw consent at any time

For AI chat content held by CoachVox, you can raise rights requests with either CoachVox or us.

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Security and International Transfers

We take appropriate technical and organisational measures to protect your personal data and ensure any international data transfers meet GDPR standards.

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Contact

For privacy questions, data access requests, or complaints, contact Kathryn Mitchell via the details in your coaching agreement: Kathryn@mitchellconsultancy.com

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policy review date

This policy was last reviewed on the 03/03/26.