Privacy notice
Last updated 26 October 2026
This sets out what I do with personal information: what I hold, why I hold it, how long I keep it, and what you can ask me to do with it. If any of it is unclear, please ask and I'll explain properly.
1. Who I am
I'm Dr Jo Cranwell and I run Jo Cranwell Coaching as a sole trader. I'm the data controller for everything described here, which means the decisions about your information are mine, and so is the responsibility for it.
You can write to me at [email protected]. If you need my postal address, for a formal notice or to cancel in writing, email me and I'll send it to you.
2. If you're only visiting this website
Very little happens here. There are no contact forms, no adverts, no tracking pixels and no cookies. You can give me your details in two places: my free guide, which section 4 explains, and my Life Wheel snapshot, which section 5 explains. I do count visits, so I know roughly how many people find the site. When a page opens, your browser tells my Portal which page it was and the name of the website that sent you, if any (Google, for example). I also count how often the booking buttons are pressed: “Book a discovery call”, and “Book a conversation” on the page for employers. All I keep is a running total for each day. Your IP address, your device and anything else that could tell you apart from another visitor are not stored, so I can see how many people visited but never who. My server does use your IP address for a moment to stop anyone flooding the counter, and forgets it within a minute. It also glances at the name your browser gives itself, only to skip automated programs that announce themselves, and doesn't keep that either. If your browser sends a “Do Not Track” or “Global Privacy Control” signal, nothing is counted at all.
The site is hosted by DigitalOcean on servers in London. Their systems keep a brief technical record of requests, including your IP address and the page you asked for. That's normal for any web host and it's there for security. The fonts are loaded from Google, so your browser fetches them when the page opens and Google sees your IP address as a result. Apart from the visit count and, if you take it, your Life Wheel snapshot, both of which go to my own Portal on the same servers, nothing else on the page contacts anyone.
Two buttons take you off this page. One is the booking page on Proton Calendar, which is a service I use rather than one I run, so Proton's own privacy terms apply there as well as this notice. The other is the sign-in for my coaching Portal, which only I use, and which the rest of this page covers.
3. If you book a call with me
Bookings, whether a discovery call or a conversation about your organisation, go through Proton Calendar. I receive your name, your email address, the time you chose and anything you wrote in the message box. If we speak, I may make a short note afterwards about what you were looking for.
After you book, my practice system sends you one email with a few optional questions, to help us make the most of the call. Answering is entirely up to you, and anything you reply goes only to me. That is the only automatic email, and booking a call doesn't add you to my mailing list. I use what you share to hold the call and to reply to you, and if we don't go on to work together, I delete your enquiry within twelve months of our last contact.
4. If you ask for my free guide
If you ask for my guide, you give me your first name and email address. I send you an email with a button to confirm it was really you, and once you click it, the guide is yours. After that I'll send you occasional emails about coaching and wellbeing.
These emails are sent by Kit (kit.com), a mailing list service based in the USA, which holds your name and email address on my behalf and tells me whether my emails are opened. Every email has a link to unsubscribe in one click, and you can also just reply and ask me to remove you. Signing up for the guide doesn't make you a client, and nothing about it reaches my coaching records.
5. If you take my Life Wheel snapshot
My Life Wheel snapshot asks 18 short questions about nine areas of your life and draws your wheel on screen. To see your results and have a copy emailed to you, you give me your first name and email address.
What I keep is your first name, your email address, your score for each of the nine areas, your overall score, the area you chose as making the biggest difference, whether you ticked the box for occasional emails, and the date. Your answers to the individual statements are used to draw your wheel and are then discarded.
The optional “Your health and your life” questions work differently. They run entirely on your own device. Your answers are used to add a section to your results on screen, and then they’re gone: they’re never sent to me, never saved on your device or anywhere else, never included in your email, and I can’t tell whether you answered them. If you’d like to keep that section, you can save or print the page yourself.
I use what I keep to email you your results, which my practice system sends through Proton. If you ticked the box, Kit adds your first name and email address to my mailing list, as in section 4, and you’ll get an email asking you to confirm first. If you book a discovery call, I’ll look at your wheel beforehand so we can start with the area you chose. I also look at totals across everyone who takes it, such as which areas score lowest, to shape what I write about. Your snapshot doesn’t make you a client, and it isn’t added to my coaching records.
Your snapshot is deleted automatically twelve months after you took it, whether or not you ticked the box. If you did tick it, you stay on my mailing list until you unsubscribe, as in section 4. You can ask me to delete your snapshot sooner at any time, and section 11 sets out your other rights.
6. If you become a client
Coaching produces a real record, and I'd rather set it out than describe it vaguely. What I hold is:
- your name, email address and phone number, and whether you're currently active, paused or finished
- your signed Client Agreement, including what you consented to and the date
- your intake form, including what you told me about your health
- the date and time of each session, and my written notes from it
- your goals, and how they progressed
- worksheets and coaching Tools you complete
- documents you upload, or that I produce for you
- what was agreed for payment, what's been paid and when
- emails between us about arranging and doing the work
You never have to create an account. My coaching system has one account on it and it's mine. When I need something from you I send a single-use link addressed to you by name, which opens your form and nothing else.
My working calendar is synced with the Portal so I don't get double booked, but only the time itself is shared. A session shows as "Coaching session" and blocked time as "Busy". No client name or note ever leaves the Portal to reach a calendar.
Paying me
Payment is by card, through a link I send you. You pay on the payment company's own secure page, so your card details go to them and never to me. I don't see them, and nothing about your card is stored in my system. All I record is the amount and the date.
Information about your health
Health coaching means holding information about your health, and the law treats that as needing your explicit consent rather than assuming it. That's why the Client Agreement asks for it as a separate question with a real second option, instead of folding it into a single tick box.
You can withdraw that consent at any time in writing. I'll stop using the information and delete it, unless something specifically requires me to keep it. Withdrawing doesn't undo anything that happened beforehand, and in practice it usually means the coaching has to stop, because that information is the substance of the work.
7. Why I'm allowed to hold it
The law asks me to name a reason for each use. Mine are:
| What | Reason |
|---|---|
| Arranging and delivering your coaching, and keeping the records of it | Carrying out our Client Agreement |
| Information about your health | Your explicit consent |
| Answering an enquiry before there's any agreement | Replying to someone who asked to hear from me |
| Emailing your Life Wheel snapshot, and keeping it to prepare for a call you might book | Doing what you asked for, and my legitimate interest in preparing for a call with you |
| Sending the free guide, and occasional emails to people who ask for them | Your consent, which you can withdraw at any time by unsubscribing |
| Keeping records and accounts after we finish | Tax law, and being able to answer a question or complaint about work I did |
| Passing on information when someone is at serious risk of harm | Protecting someone's vital interests, and safeguarding |
8. Who else can see it
Nobody else has an account on my system. The companies below provide the infrastructure my practice runs on. They handle information on my instructions, under contract, and can't use it for their own purposes.
| Who | What they do | Where |
|---|---|---|
| DigitalOcean | Hosts the website, the Portal and its database | London, UK |
| Proton | Encrypted email, my calendar, and a backup copy of my records that Proton itself cannot read | Switzerland |
| My card payment provider | Takes your payment and holds your card details | UK or EU |
| Kit | Sends my free guide and occasional emails to people who ask for them, including anyone who ticks the box on my Life Wheel snapshot, and holds only their first name and email address | USA |
| Serves the fonts on the public website only, and never touches the Portal | USA |
Two other people may see something, in narrow circumstances, and both are in your Client Agreement. My coaching supervisor, which is part of practising responsibly, though anything I bring is anonymised and my supervisor is held to the same confidentiality I am. And my accountant, who sees payment records rather than coaching content.
Beyond that I share your information only where I believe you or someone else is at serious risk of harm, or where the law requires it. Wherever possible I'll talk to you first. I don't sell your information and I don't share it with anyone for marketing.
Your coaching records are stored in the UK. A backup copy is also held by Proton in Switzerland, along with my email and calendar. Switzerland is recognised by the UK as offering equivalent protection, and the backup is encrypted in a way that means Proton cannot read what is in it. The fonts on the public site are served by Google in the USA, which involves an IP address and nothing else. If you ask for my free guide, your first name and email address are held by Kit in the USA, under a data processing agreement with safeguards the UK accepts for transfers abroad.
9. How long I keep things
| What | How long |
|---|---|
| Coaching records, including notes, forms, worksheets and agreements | Seven years after our last session, then securely deleted |
| Payment and accounting records | Seven years, as tax law requires |
| Enquiries that don't become coaching | Twelve months from our last contact |
| Free guide and mailing list sign-ups | Until you unsubscribe or ask me to remove you, then deleted within twelve months |
| Life Wheel snapshot results | Twelve months from when you took it, then deleted automatically |
| Backups | Thirty days, then deleted automatically. If you ask me to delete your records, they go from my system straight away and out of the backups within thirty days |
Seven years is the usual period for records of this kind. It exists so that a question or a complaint about work I did can still be answered properly.
10. Keeping it safe
Your records live in my own coaching system on servers in the United Kingdom, rather than in a general purpose app shared with other practitioners. Getting into it takes more than a password. Anything you fill in online travels over an encrypted connection through a link addressed to you, email between us goes through Proton, and backups are encrypted both on my own machine and at Proton, kept for thirty days and then deleted automatically. My devices are encrypted and password protected.
No system is perfect and I won't pretend otherwise. If something went wrong in a way that put you at risk, I'd tell you, and I'd report it to the Information Commissioner's Office where the law requires it.
On cookies: this website sets none at all, which is why you haven't been asked to click through a banner. The Portal sets one when I sign in, to keep me signed in between pages. It's there for me, not for you, and it isn't used for tracking or advertising.
11. Your rights
You can ask me for a copy of everything I hold about you, and I'll get it to you within a month, free. You can also ask me to correct anything that's wrong, ask me to delete your records, withdraw your consent to holding health information, object to a particular use, or ask for your information in a form you can take elsewhere. If you ask me to delete everything, I may still need to keep payment records for tax.
Email [email protected] and tell me what you'd like. I may need to check it's really you before sending records out. Nothing in my practice is decided by an automated system. Every decision about your coaching is made by a person, and that person is me.
12. If you're unhappy, and changes to this notice
Please tell me first, at [email protected]. Most things are best sorted out directly and I'd rather know. If that doesn't settle it, you can complain to the Information Commissioner's Office, the UK regulator, at ico.org.uk or on 0303 123 1113. You can go to them at any point and you don't have to come to me first.
If I change how I handle information, I'll update this page and change the date at the top. Where a change matters to current clients, I'll tell you directly rather than leave you to notice.
If you're a client, this notice sits alongside your Client Agreement, which covers the same ground in sections 9 and 10 and goes further on confidentiality. They're written to say the same thing. If they ever appear to disagree, your signed Agreement is what counts, and please tell me so I can put the difference right.