Privacy Policy
Last updated: October 2026
1. Who We Are
New Terrain Health is the trading name of the Coach, who is the data controller responsible for your personal information.
This Privacy Policy explains how New Terrain Health collects, uses, stores and protects your personal data when you visit the website, make an enquiry or use the coaching services.
If you have any questions about this policy or how your information is handled, you can contact me through the contact details on newterrainhealth.com.
2. What Data We Collect
The information collected depends on how you interact with New Terrain Health.
Website visitors
Technical information, such as IP address, browser type and device information, collected through cookies and analytics where applicable.
Information submitted through contact or enquiry forms, such as your name, email address and message.
Newsletter sign-up details, where you choose to subscribe.
Coaching clients
Contact details, including your name, email address and telephone number.
Information you share during an initial enquiry or discovery call, including your reasons for exploring coaching and any relevant information about your circumstances.
Information provided through your Health & Lifestyle Assessment, including relevant health information, lifestyle habits, goals and personal circumstances.
Information you choose to share during coaching sessions.
Relevant emergency contact or healthcare professional details, where provided.
Booking, payment and transaction information.
Coaching notes and records relating to your sessions, goals, progress and agreed actions.
AI-assisted transcription and note-taking
Online coaching sessions take place through Google Meet. With your consent, Read AI joins the meeting and processes the audio, video and conversation content to generate a transcript and summary. Read AI's audio and video recording retention feature is switched off, and I do not retain audio or video recordings of coaching sessions.
I review the AI-generated transcript and summary and use relevant information to maintain your formal coaching record in Google Drive. I may also retain a full transcript for a limited period, as explained in Section 6.
If you decline or withdraw consent to AI-assisted transcription and summaries, I will take notes manually instead.
3. How We Use Your Data
Your personal information may be used to:
Respond to enquiries and provide information about coaching.
Assess suitability and support the safe and effective delivery of coaching.
Manage bookings, payments and communication.
Understand your health, lifestyle, circumstances and goals.
Maintain records of coaching discussions, progress and agreed actions, supporting continuity between sessions.
Use AI-assisted tools to support transcription and documentation, where you have consented.
Send newsletters or updates where you have opted in.
Improve the website and services through appropriate analytics.
Meet legal, regulatory, insurance and professional requirements.
4. Our Legal Basis for Processing
Under UK data protection law, I must have a lawful basis for processing your personal information.
Depending on the information and purpose, these bases include:
Contract (Article 6(1)(b)): processing personal information that is necessary to provide the coaching service you have requested and fulfil our agreement.
Legitimate interests (Article 6(1)(f)): responding to general enquiries, managing the business, maintaining appropriate records and improving services, where these interests do not override your rights.
Consent (Article 6(1)(a)): for activities such as receiving marketing communications or using optional AI-assisted transcription, where consent is the appropriate lawful basis.
Legal obligation (Article 6(1)(c)): where information must be processed to meet legal requirements.
Health information is special category personal data under UK GDPR. Where I process your health information, I rely on explicit consent (Article 9(2)(a)), alongside an appropriate Article 6 lawful basis.
You may withdraw your explicit consent at any time. However, if the health information is necessary for the safe and appropriate delivery of coaching, withdrawing consent may mean I am unable to continue providing the service. This does not affect the lawfulness of processing carried out before consent was withdrawn.
5. Who We Share Your Data With
Your information may be processed by trusted service providers where necessary to operate New Terrain Health and deliver the coaching service. These include:
Google Workspace: Google Meet, Google Docs and Google Drive for online sessions and document storage.
Read AI: AI-assisted meeting transcription and reporting.
Stripe: payment processing. I do not store your full payment card details.
Website and communication providers: website hosting, forms, email, scheduling and newsletter services, where applicable.
I have opted out of Read AI using meeting data to train its AI models. Further information about how Read AI collects, processes and protects your data is available in its Privacy Policy.
These providers process information in accordance with their own privacy terms and applicable data protection requirements.
I may also share relevant information with your GP or another healthcare professional with your consent, or where necessary in an emergency or where there is another lawful basis to do so.
Information may be shared with my insurer, professional body, legal advisers or relevant authorities where required or permitted by law. Where cases are discussed for professional supervision, I will remove identifying details wherever possible.
Some service providers may process information outside the UK. Where this happens, appropriate safeguards will be used where required, such as UK adequacy regulations, the International Data Transfer Agreement or the UK Addendum.
6. How Long We Keep Your Data
I keep personal information only for as long as necessary for the purposes for which it was collected, including legal and professional requirements.
The usual retention periods are:
Formal coaching records: up to seven years after the end of coaching. These include relevant health information, session notes, goals, progress and agreed actions.
Full AI-generated transcripts stored in Google Drive: up to 12 months after your final coaching session, to support continuity if you return to coaching. They may be deleted sooner if no longer needed.
Read AI meeting reports and transcripts: these are used as temporary working material. After I have reviewed them and transferred relevant information into your formal coaching record, I normally delete them within seven days of the relevant session.
General enquiries and discovery calls: If you enquire about coaching but do not proceed, your contact details and any brief discovery-call notes will be retained for up to twelve months after the last contact, then securely deleted.
Newsletter information: retained until you unsubscribe or withdraw consent. A limited record may be kept to record your preference.
I do not retain audio or video recordings of coaching sessions. Some financial and business records may need to be retained for longer where required by law.
7. Your Rights
Under UK data protection law, you have rights in relation to your personal information. These may include the right to:
Request access to the personal information I hold about you.
Ask for inaccurate information to be corrected.
Request deletion of your information in certain circumstances.
Request that processing is restricted.
Object to certain types of processing.
Request a copy of information you have provided in a portable format, where applicable.
Withdraw consent where processing is based on consent.
To exercise any of these rights, please contact me using the details on the website.
I will normally respond within one month. In more complex cases, this period may be extended by up to a further two months, and I will let you know if this applies.
You also have the right to raise a concern with the Information Commissioner's Office (ICO): www.ico.org.uk.
8. Automated Decision-Making
I do not use your personal information to make decisions about you solely through automated processing where those decisions would have legal or similarly significant effects.
AI-assisted tools may help with transcription and documentation, but I review the information and remain responsible for coaching records and decisions.
9. Keeping Your Data Secure
I take reasonable technical and organisational measures to protect your personal information against unauthorised access, loss, misuse or disclosure.
These include using password-protected accounts, restricting access to client records and using reputable service providers with appropriate security measures.
No method of electronic storage or transmission is completely secure, but I take reasonable steps to protect the information entrusted to me.
10. Cookies
The website may use cookies and similar technologies to support its operation, understand website usage and improve the visitor experience.
Further information about the cookies used and how to manage your preferences is provided in the separate Cookie Policy on the website.
11. Changes to This Policy
This Privacy Policy may be updated from time to time to reflect changes in the services, the way personal information is handled or legal requirements.
The latest version will always be available on the New Terrain Health website.