We ask that you read this privacy policy carefully as it contains important information on who we are and how we collect, use and protect your personal information when you engage with us for coaching services, use our website, or communicate with us in any other way.

By providing us with your data, you warrant to us that you are over 18 years of age.

It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at [email protected].

This privacy policy is divided into the following sections:

•  Who we are

•               Our website

•               Our collection and use of your personal information

•               Our legal basis for processing your personal information

•             How long we will keep your data

•               Whether information has to be provided by you, and if so why

•               Transfer of your information out of the UK and EEA

•               Cookies and similar technologies

•               Marketing

•               Your rights

•               Keeping your personal information secure

•               How to complain

•               Changes to this privacy policy

•               How to contact us

•               Do you need extra help?

Who we are

We are Charmian Johnson Limited, registered company number 16299761, trading as Charm Johnson Coaching.

We collect, use and are responsible for certain personal information about you due to the General Data Protection Regulations which apply across the European Union and the United Kingdom.

We are responsible as ‘controller’ of that personal information for the purposes of those laws.

Our website

Throughout our website we may link to other websites owned and operated by certain trusted third parties (for example, to make additional products and services available to you). These other third party websites may also gather information about you in accordance with their own separate privacy policies.

For privacy information relating to these other third party websites, please consult their privacy policies as appropriate.

Our collection and use of your personal information

We collect personal information about you when you engage with us for coaching services, use our website, or communicate with us in any other way.

We collect this personal information from you either directly, such as when you engage with us for coaching services, register with us, contact us or purchase products or services via our website, or indirectly, such as your browsing activity while on our website (see ‘Cookies’ below).

This information includes:

•       your name;

•        designation(s);

•        your profession and/or job title

•        postal address;

•        email address;

•        telephone number(s);

•        billing information, including payment card information; transactions are processed securely, and we only use your card information to process your transaction and this is not stored;

•        your contact history with us;

•        details of any feedback you give us by phone, email, post or via social media

•        information about the services we provide to you

In providing our services to you we may collect more sensitive data from you to which additional protections apply under data protection law. You are not obliged to provide this information, but it may limit the support we can offer.  This may include but is not limited to:

•        your date of birth;

•        your gender;

•        social media handles;

•        information relating to your health, including details of medical conditions, medication, weight and lifestyle;

•        information revealing your racial or ethnic origin; and

•        information on your sex life or sexual orientation or religious or philosophical belief that may be relevant to your health

•        job history

We use this personal information to:

•        verify your identity

•        provide goods and services to you

•        understand your wellbeing needs and tailor our coaching approach

•        customise our website and its content to your particular preferences

•        notify you of any changes to our website or to our services that may affect you

•        improve our services

This website is not intended for use by children and we do not knowingly collect or use personal information relating to children.

Our legal basis for processing your personal information

When we use your personal information we are required to have a legal basis for doing so. There are various different legal bases on which we may rely, depending on what personal information we process and why.

The legal bases we may rely on include:

•        consent: where you have given us clear consent for us to process your personal information for a specific purpose

•        contract: where our use of your personal information is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract

•        legal obligation: where our use of your personal information is necessary for us to comply with the law (not including contractual obligations)

•        legitimate interests: where our use of your personal information is necessary for our legitimate interests or the legitimate interests of a third party (unless there is a good reason to protect your personal information which overrides our legitimate interests)

The legal basis for us processing special category personal data is consent; consent you can withdraw at any time by notifying us – see section on ‘How to contact us’.

You may decline to share your personal information with us, and you may withdraw your consent for us to use it, at any time. This may limit your access to certain aspects of our services.

We routinely share personal information with our trusted third party suppliers, including email service providers, client relationship management systems, communication platforms, web hosting provider, cloud storage services, freelancers, accountants and payment processors. For a list of our third party suppliers you can contact us.  (See ‘How to contact us’ below.)

This data sharing enables us to provide our services to you.

Some of those third party recipients may be based outside the United Kingdom and European Economic Area.

We will share personal information with law enforcement or other authorities if required by applicable law.

We will not share your personal information with any other third party.

How long we will keep your data

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.

For tax purposes the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers.

In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Whether information has to be provided by you, and if so why

We require you to provide name, address, email address to enable us to provide our services and market to you where we have your consent. We will inform you at the point of collecting information from you, whether you are required to provide the information to us.

Transfer of your information out of the UK

We are subject to the provisions of the UK General Data Protection Regulations (UK GDPR) that protect your personal data. Where we transfer your data to third parties outside of the UK, we will ensure that certain safeguards are in place to ensure a similar degree of security for your personal data. As such:

●       We may transfer your personal data to countries that the United Kingdom regulatory authorities have approved as providing an adequate level of protection for personal data; or

●       If we use US-based providers that are part of the UK-US Data Bridge (the UK Extension to the EU-US Data Privacy Framework), we may transfer data to them, as they have equivalent safeguards in place; or

●       Where we use certain service providers who are established outside of the UK, we may use specific contracts approved by the ICO (the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses), or codes of conduct or certification mechanisms approved by the UK government, which give personal data the same protection it has in the UK.

If none of the above safeguards are available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.

Cookies and other tracking technologies

A cookie is a small text file which is placed onto your device (eg computer, smartphone or other electronic device) when you use our website. We use cookies on our website. These help us recognise you and your device and store some information about your preferences or past actions.

For further information on cookies and similar technologies, eg web beacons, action tags, single-pixel gifs, our use of them, when we will request your consent before placing them and how to disable them, please email [email protected] to request our Cookie Policy.

Marketing

We would like to send you information about products and services, competitions and special offers, which may be of interest to you. Where we have your consent or it is in our legitimate interests to do so, we may do this by post, email, telephone, text message (SMS) or automated call.

We will only ask whether you would like us and other businesses to send you marketing messages when you tick the relevant boxes when you complete our online form for the first time.

If you have previously agreed to being contacted in this way, you can unsubscribe at any time by:

•        contacting us at [email protected]

•        using the ‘unsubscribe’ link in emails or ‘STOP’ number in texts

It may take up to 30 days for this to take place.

For more information on your rights in relation to marketing, see ‘Your rights’ below.

Your rights

Under the UK General Data Protection Regulations you have a number of important rights free of charge.

In summary, those include rights to:

•        fair processing of information and transparency over how we use your use personal information

•        access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address

•        require us to correct any mistakes in your information which we hold

•        require the erasure of personal information concerning you in certain situations

•       receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations

•        object at any time to processing of personal information concerning you for direct marketing

•        object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you

•        object in certain other situations to our continued processing of your personal information

•        otherwise restrict our processing of your personal information in certain circumstances

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

•        email or call us

•        let us have enough information to identify you

•        let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and

•        let us know the information to which your request relates including any account or reference numbers, if you have them

When responding to a request to access your personal data, we are only required to carry out searches that are reasonable and proportionate in the circumstances (as now expressly recognised in the Data (Use and Access) Act 2025). This means we will take into account factors such as the nature of the information sought, the context in which it is held, any difficulty involved in locating it and the potential benefit to you of receiving it.

We try to respond to all legitimate requests within one month of receiving the request (or, where applicable, of receiving the identity verification information or clarification we have asked for - the response period is paused, or "stopped", while we wait for that information, in line with the Data (Use and Access) Act 2025).

Occasionally it may take us longer than one month if your request is particularly complex or you have made a number of requests, in which case we may extend the response period by up to a further two months. We will notify you within one month of receiving your request if an extension is needed and explain why.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

How to complain

If you have a complaint about how we handle your personal data, we ask that you contact us first so that we can try to resolve it for you.

You can submit a data protection complaint to us by:

●      emailing us at [email protected]

●      writing to us at Charmian Johnson Limited, 14 Beech Hill, Otley, West Yorkshire LS21 3AX.

We will acknowledge your complaint within 30 days of receiving it. We will investigate your complaint without undue delay, keep you informed of our progress, and communicate the outcome to you clearly with sufficient detail for you to understand how we reached our conclusion.

If you are within the UK and are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).

Changes to this privacy policy

This privacy policy was published on 7 May 2026 and last updated on 29 July 2026.

We may change this privacy policy from time to time, when we do we will inform you via our website.

How to contact us

Please contact us if you have any questions about this privacy notice or the information we hold about you.

If you wish to contact us please send an email to [email protected], or write to us at Charmian Johnson Limited, 14 Beech Hill, Otley, West Yorkshire LS21 3AX.

Do you need extra help?

If you would like this website privacy policy in another format (for example: audio, large print, braille) please contact us (see ‘How to contact us’ above).