Last Updated: 01 December 2025

KatSem Coaching, operated by Kateryna Semenchenko ("we," "us," "our," or "the Coach"), is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our coaching services, you acknowledge that you have read and understood this Privacy Policy.

1. DATA CONTROLLER

The data controller responsible for your personal data is:

KatSem Coaching

Kateryna Semenchenko

Email: hello@katsemcoaching.com

Instagram: @katesemenchenko

2. INFORMATION WE COLLECT

We collect and process the following types of personal data:

2.1 Information You Provide Directly

•         Contact details: name, email address, phone number, location

•         Payment information: billing details (processed securely by our payment provider)

•         Booking details: service type, session dates and times, preferences

•         Information shared during coaching: goals, challenges, personal circumstances, progress updates, and any other information you choose to disclose during sessions

•         Depending on what you choose to share, this may include ‘special category’ personal data under UK GDPR, such as information about your physical or mental health, emotional wellbeing, or other sensitive circumstances relevant to coaching.

2.2 Information Collected Automatically

•         Session recordings: video and audio recordings and AI-powered notes of all coaching sessions via Zoom

•         Technical data: IP address, browser type, device information when accessing our website or booking system

•         Communication records: emails, messages via WhatsApp/Telegram, and other correspondence

3. HOW WE USE YOUR INFORMATION

We process your personal data for the following purposes:

3.1 To Provide Coaching Services

•         Delivering coaching sessions and between-session support

•         Creating and maintaining session notes and progress tracking

•         Recording sessions for quality assurance and your benefit

•         Analysing session content to provide insights and support your goals

3.2 For Business Administration

•         Processing payments and maintaining financial records

•         Managing bookings and scheduling

•         Communicating with you about your sessions

•         Maintaining records for legal and regulatory compliance

3.3 For Professional Development and Service Improvement

•         Supporting the Coach's professional development and learning logs

•         Reviewing and enhancing coaching services

•         Developing new coaching programs and offerings

•         Meeting requirements for professional coaching accreditation, including supervisions and intervisions by professional third parties.

3.4 For Marketing (With Your Consent)

• Sharing testimonials and marketing content on social media (only with your explicit, separate consent)

4. LEGAL BASIS FOR PROCESSING

We process your personal data based on the following legal grounds under UK GDPR:

(a)   Contractual necessity: to perform our contract with you and provide coaching services, which includes recording sessions, generating AI-powered notes, managing bookings and payments, and maintaining records of your coaching journey.

(b)   Legitimate interests: to run and improve our business, support the Coach’s professional development, meet supervision and accreditation expectations, maintain quality assurance, and prevent or defend legal claims. We only rely on this basis where our interests are not overridden by your rights and freedoms.

(c)   Consent: for optional activities such as using your testimonials, sending you certain types of marketing communications, and processing special category data where required by UK GDPR. Where we rely on consent, you may withdraw it at any time.

(d)   Legal obligations: to comply with applicable laws, regulations and professional standards, including tax, accounting and data-protection requirements.

Where you choose to share information that reveals special category personal data (for example information about your physical or mental health), we process that information only to the extent necessary for the coaching services you have requested and in reliance on the combination of contractual necessity, our legitimate interests in providing coaching, and your explicit consent given when you enter into our coaching agreement and choose to share such information.

5. SESSION RECORDING

Recording Platform & AI-Powered Notetaking

All coaching sessions are recorded using Zoom or another secure video platform. These recordings, together with AI-powered notes and transcripts generated from them, are integral parts of how our coaching services are delivered and documented. Recording helps maintain accurate records of your coaching journey, supports the quality and consistency of the service, and enables you to revisit key insights. By entering into a coaching agreement with us and booking sessions, you acknowledge and agree that your sessions may be audio- and/or video-recorded and that AI-powered tools may be used to generate and store session notes. You will be reminded of the recording at the start of each session. 

Your Rights Regarding Recordings

You have the right to request access to your session recordings and AI-powered notes, and to request correction of any inaccurate personal data contained within them. You may also object to certain uses of your recordings (for example use for professional development) or ask us to restrict processing in specific circumstances. Your rights are not absolute and may be limited where continued retention or processing of recordings is required for legal, regulatory or contractual reasons, or to establish, exercise or defend legal claims. We will explain our reasoning if we are unable to fully comply with a request.

Recordings and notes remain confidential but may be disclosed if required by law.

If you choose to object to the processing of your personal data in the form of session recordings in a way that prevents us from recording sessions at all, we may not be able to continue providing coaching services, as recording and structured note-taking are integral to how we deliver and quality-assure our services. In that situation, the consequences will be managed in accordance with our Terms and Conditions.

6. DATA SHARING AND THIRD PARTIES

We do not sell your personal data. We may share your data with the following third parties:

6.1 Service Providers (Data Processors)

•         Zoom (or similar video platforms): for video conferencing, session recording and AI-powered notetaking.

•         AI transcription and note-taking tools: to generate, structure and store session notes and transcripts on our behalf.

•         Secure cloud and productivity tools: for email, document storage, client relationship management, scheduling and general business administration.

•         Payment processors (such as Tide and PayPal): for secure payment processing.

•         Communication platforms (such as WhatsApp, Telegram and email providers): for between-session support and correspondence.

6.2 Legal and Regulatory Requirements

We may disclose your personal data if required by law, court order, or to protect the rights, safety, or property of KatSem Coaching, our clients, or others.

6.3 Professional Supervision and Accreditation

Information, including extracts from recordings and AI-powered notes, may be shared on a strictly limited basis with professional supervisors, intervision groups and coaching accreditation bodies for the purposes of professional development, quality assurance and accreditation. Wherever reasonably possible, any material shared for these purposes will be anonymised or pseudonymised so that you are not readily identifiable. Any such professionals or organisations will be subject to confidentiality obligations and/or written data-processing agreements. These activities are carried out on the basis of our legitimate interests in maintaining professional standards and complying with accreditation requirements, as described in our Terms and Conditions.

7. INTERNATIONAL DATA TRANSFERS

Some of our service providers (such as Zoom) may store or process data outside the UK or European Economic Area (EEA). Where data is transferred internationally, we ensure appropriate safeguards are in place, including:

•         Standard Contractual Clauses (SCCs) approved by the UK Information Commissioner's Office (ICO)

•         Adequacy decisions recognizing equivalent data protection standards

•         Other appropriate safeguards as required by UK GDPR

8. DATA RETENTION

We retain your personal data for the following periods:

8.1 Session Recordings and Identifiable Data

Session recordings (video and audio), AI-powered notes, and identifiable session notes will be retained for 7 years from the date of your final coaching session. Retention period is based on:

•         UK contract law limitation period (6 years for breach of contract claims)

•         Legal defence and professional liability protection

•         Quality assurance and your ability to access your coaching journey

8.2 After 7 Years

After 7 years, session recordings and identifiable data will be securely deleted. Session insights and analysis will be fully anonymized (with all personal identifiers removed) and may be retained indefinitely for the Coach's professional development and service improvement.

8.3 Financial and Legal Records

Financial records (invoices, payment details) will be retained for 7 years to comply with UK tax and accounting regulations.

8.4 Exceptions

Data may be retained longer if required by law, to establish, exercise, or defend legal claims, or if you have explicitly consented to longer retention.

8.5 Death or Incapacity

In the event of my death or permanent incapacity, your data protection rights continue. Your session recordings and data will be handled by my estate or designated representative in accordance with UK GDPR. Your legal representatives may request deletion or continued secure storage as appropriate.

In the event of your death or incapacity, your legal representatives may exercise your data protection rights on your behalf, including requesting access, deletion, or transfer of your personal data.

9. DATA SECURITY

We take data security seriously and implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction, or alteration. These measures include:

•         Secure encrypted storage of session recordings and notes

•         Password protection and access controls

•         Use of secure, encrypted communication channels (Zoom, WhatsApp, email)

•         Regular security reviews and updates

•         Selection of reputable third-party service providers with strong security credentials

We have taken out Cyber and Data Protection Insurance to provide additional coverage for data security incidents. However, no method of transmission or storage is 100% secure. While we strive to protect your personal data, we cannot guarantee absolute security.

10. YOUR RIGHTS UNDER UK GDPR

Under UK GDPR, you have the following rights regarding your personal data:

•         Right of Access: You can request a copy of the personal data we hold about you.

•         Right to Rectification: You can request that we correct inaccurate or incomplete data.

•         Right to Erasure (Right to be Forgotten): You can request deletion of your personal data in certain circumstances. However, we may retain data if we have legitimate grounds (e.g., legal obligations, defending claims).

•         Right to Restrict Processing: You can request that we limit how we use your data in certain situations.

•         Right to Data Portability: You can request a copy of your data in a structured, machine-readable format.

•         Right to Object: You can object to processing based on legitimate interests or for direct marketing purposes.

•         Right to Withdraw Consent: Where processing is based on consent (e.g., session recording, marketing), you can withdraw consent at any time. This will not affect the lawfulness of processing before withdrawal.

How to Exercise Your Rights

To exercise any of these rights, please contact us using the details in Section 1. We will respond to your request within one month, unless your request is complex, in which case we may extend this by up to two additional months and will inform you.

11. COOKIES AND WEBSITE TRACKING

Our website may use cookies and similar technologies to improve user experience and analyse website traffic. You can manage cookie preferences through your browser settings. We do not use cookies to collect sensitive personal information.

12. CHILDREN'S PRIVACY

Our services are intended for adults aged 18 and over. We do not knowingly collect personal data from children under 18 without parental consent. If you believe we have collected data from a child, please contact us immediately.

13. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service offerings. Significant changes will be communicated via email or prominent notice on our website. The "Last Updated" date at the top of this policy indicates when changes were last made. We encourage you to review this Privacy Policy periodically.

14. COMPLAINTS AND SUPERVISORY AUTHORITY

If you have concerns about how we handle your personal data, please contact us first using the details in Section 1. We take privacy concerns seriously and will investigate promptly.

If you are not satisfied with our response, you have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner's Office (ICO)

Website: https://ico.org.uk

Telephone: 0303 123 1113

Email: casework@ico.org.uk

15. CONTACT US

If you have any questions about this Privacy Policy or how we process your personal data, please contact us at:

KatSem Coaching

Kateryna Semenchenko

Email: hello@katsemcoaching.com

Instagram: @katesemenchenko