PRIVACY STATEMENT

Marianna Philippou | Leadership Coach for Women

Last updated: 16 October 2026

1. Who I am

I am Marianna Philippou, an independent leadership coach for women. I am responsible for the personal information I collect and use in connection with my coaching and related services. For questions about this statement or your information, contact coach@mariannaphilippou.com. Website: www.mariannaphilippou.com.

2. Information I collect

Depending on how we work together, I may collect your name, email address, telephone number, organisation or role, enquiry and booking details, coaching goals, session summaries and agreed actions, correspondence, contractual details, invoices, payment status and records of sessions delivered. I may prepare client-specific training or presentation materials containing names or organisational information. Coaching discussions may involve personal or sensitive matters; I aim to record only what is necessary.

3. How I use information and my lawful bases

I use information to respond to enquiries; arrange appointments; deliver coaching and agreed training; send session summaries and actions by email; keep track of sessions and packages; prepare client materials; administer invoices and payments; and maintain appropriate business and legal records.

My usual lawful bases are steps taken at your request before entering into a contract and performance of a contract (coaching and bookings); compliance with legal obligations (such as accounting and tax records); and legitimate interests (appropriate business administration, responding to enquiries and maintaining proportionate records), where these are not overridden by your rights. Where information requires additional protection under data protection law, including special category data, I will identify an appropriate additional condition before processing it. I do not rely on this statement alone as consent to record sessions.

4. Coaching notes and session summaries

I currently make handwritten notes during or after sessions. These are for my own reflection and to support our coaching work. I also send clients email summaries of relevant insights, agreed actions or next steps. Handwritten notes are not routinely shared with anyone else and are stored securely. Email summaries form part of our correspondence and are accessible to their recipients.

5. Professional coaching supervision

I may seek confidential professional coaching supervision to reflect on my practice, discuss dilemmas and improve the quality of coaching. When discussing situations, I remove names and other identifying details and avoid combinations of information that could identify a person or organisation. If a situation cannot be discussed without making someone identifiable, I will not treat it as anonymous and will consider whether further permission or another lawful basis is required.

6. Services and sharing

I use Gmail and Google Workspace, including Google Docs, Drive, Calendar and spreadsheets, for correspondence, client documents, scheduling and administration. I also use Calendly for bookings and may use a payment provider if you choose a payment link. I may use OpenAI's ChatGPT for business administration and preparing documents or templates, subject to the safeguards described below. These providers may process personal information to deliver their services. I do not sell client information. I may share information where required by law or where appropriately necessary to address a serious safeguarding concern. Employer-funded coaching does not automatically entitle the employer to confidential coaching content; any agreed reporting arrangements will be explained separately.

7. Use of AI-assisted tools

I may use AI-assisted tools, including ChatGPT provided by OpenAI, to support business administration, develop documents and templates, and improve the organisation and delivery of my coaching services. I aim to use these tools responsibly, with particular regard for confidentiality, privacy and the trust placed in me by my clients.

I do not routinely use AI tools to record, transcribe, summarise or analyse confidential coaching conversations. Where possible, I use generalised or anonymised information when working with AI-assisted tools.

If I propose using an AI tool in a way that involves identifiable client information or the recording or transcription of a coaching session, I will explain the proposed use, the information involved and the relevant privacy arrangements beforehand. Any such processing will be subject to an appropriate lawful basis, confidentiality safeguards and any consent required.

AI-assisted tools do not replace my professional judgement, responsibilities or commitment to client confidentiality.

7A. Future use of AI recording and transcription

I do not currently use AI to record or transcribe coaching sessions. If I propose to introduce AI-assisted recording, transcription or note-taking, I will explain the tool, purposes, access, storage, retention, provider arrangements and relevant risks before use, and seek your separate informed agreement. Sessions will not be recorded or transcribed by AI without that prior discussion and agreement. This statement will be updated before any such new processing begins.

8. How long I keep information

I keep personal information only for as long as it is needed for the relevant purpose. Handwritten coaching notes are normally destroyed when no longer needed, and in any event within one year of the relevant session unless a specific reason justifies longer retention. Session summaries and related correspondence may normally be kept for up to five years after the coaching relationship ends, subject to review and earlier deletion where appropriate. Client agreements, administrative and financial records are kept for the period needed for legal obligations and legitimate business purposes; accounting records are retained for applicable HMRC periods. Enquiries that do not lead to coaching are normally reviewed for deletion within 12 months of last contact. I review records periodically, normally annually, and securely dispose of information no longer required.

9. Security and international processing

I take reasonable steps to keep paper records and electronic information secure and to limit access to those who need it. Some service providers may process information outside the UK. Where applicable, I will check the provider's arrangements and appropriate UK data transfer safeguards. [Before publishing: confirm the actual providers, transfer locations and safeguards.]

10. Your rights

Subject to applicable conditions and exemptions, you may have rights to access, correct or erase personal information; restrict or object to certain processing; and request portability of information. Where processing is based on consent, you can withdraw that consent without affecting processing already carried out. Contact me at coach@mariannaphilippou.com to exercise your rights or raise a concern. You may also complain to the Information Commissioner's Office at www.ico.org.uk.

11. Website cookies

My website may use cookies or similar technologies, including those provided through Squarespace. [Before publishing: check the website's actual cookies, analytics and consent settings and provide or link to accurate cookie information and choices.]

12. Changes to this statement

I may update this statement as my services or information-handling practices change. The current version will be made available on my website. I will provide additional information before introducing materially new uses of personal information.