ACSIS Cookies / Privacy Policy

Last updated: 1 January 2026

At ACSIS Life Coaching (“ACSIS”, “we”, “us”), we are committed to safeguarding your privacy and handling your personal data fairly, lawfully, and transparently.

This policy explains what we collect, why we collect it, how we use it, how long we keep it, who we share it with, and your rights.

If you do not agree with this policy, please do not use our website or submit your information.

Who we are (Data Controller)

Data Controller: ACSIS Life Coaching Ltd (represented by Samantha Kinsey-Briggs)

ICO registration (data protection fee) reference: ZC037006

Registered office: Orange Cottage, Bletchinglye Lane, Rotherfield, Crowborough, England, TN6 3NN

Website: www.acsis.co.uk

Email: contact@acsis.co.uk

If you have questions about this policy or want to exercise your rights, email contact@acsis.co.uk.

Who this policy applies to

This policy applies to people who:

visit our website
enquire about coaching or services
book sessions or purchase services/products
subscribe to emails/newsletters
create a member account and/or use our member areas, community spaces, or app (where available)

What personal data we collect

We may collect:

Identity and contact data

name, email address, phone number, postal address (if provided)

Account and membership data

Coaching and support information

information you choose to share during enquiries or coaching (for example goals, challenges, background, reflections, progress notes)
this may include sensitive information about wellbeing or mental health (see “Special category data” below)

Transaction data

purchases, invoices, payment status, refunds
we do not store full card details; payments are handled by payment providers

Technical and usage data

IP address, browser/device type, operating system, approximate location (based on IP), pages viewed, clicks and interactions

Marketing and communication preferences

newsletter subscription status, consent records, opt-out requests, and communication preferences

How we collect your data

We collect data when you:

complete website forms (contact, booking, newsletter, membership)
book sessions, purchase services, or register an account
email or message us
browse our website (via cookies and similar technologies)

We may also receive data from:

service providers we use to run our website, membership, email communications, bookings, payments and analytics (see “Who we share your data with”)
publicly available sources where relevant (rare), for example to verify a business enquiry

Is providing your data required?

Some information is necessary to provide services:

If you book coaching, we need enough details to contact you and deliver the session.
If you create a member account, we need details to create and manage that account.

If you do not provide required information, we may be unable to:

book or deliver coaching sessions
create or maintain your membership/account
process payments or provide customer support

How we use your data and our lawful bases

We only use personal data where we have a lawful basis to do so.

Responding to enquiries and providing customer support

Purpose: answer questions, arrange calls, provide information, resolve issues
Lawful basis: legitimate interests and/or steps before entering a contract

Delivering coaching services and managing bookings

Purpose: provide sessions, manage scheduling, send reminders, maintain reasonable coaching admin records
Lawful basis: contract (performance of a contract)

Subscribers and members (important)

When you enter your details to subscribe or become a member, you acknowledge that we will hold and use your data to:

set up and administer your subscription and/or membership account
provide services, updates, and account-related communications

If you would like your details removed, email contact@acsis.co.uk. We will delete or anonymise your data where we have no lawful reason to keep it. Please note we may need to retain limited records for legal, accounting, fraud-prevention, or tax purposes (see “How long we keep your data”).

Marketing emails (newsletter and offers)

Purpose: send newsletters, content and offers
Lawful basis: consent and/or “soft opt-in” where permitted for existing customers receiving marketing about similar services

You can opt out at any time using the unsubscribe link in any marketing email or by emailing contact@acsis.co.uk. We may keep a minimal suppression record to ensure we respect your opt-out.

Payments, refunds, fraud prevention and legal obligations

Purpose: take payment, issue invoices, manage refunds, prevent fraud and comply with legal and tax obligations
Lawful basis: contract, legal obligation, and legitimate interests (fraud prevention)

Website security and performance (analytics)

Purpose: keep our website secure, understand how it’s used and improve it
Lawful basis: legitimate interests (and consent for non-essential cookies where required)

Special category data (sensitive information)

Coaching may involve information about your health or mental wellbeing, which can be “special category data”.

We only process special category data where appropriate safeguards are in place and where we have a valid legal basis under data protection law. In most cases, this will be because:

you choose to share the information as part of coaching support, and
we process it with your explicit consent and/or another applicable condition for special category data.

You do not have to share sensitive details via website forms. If you need to share sensitive information, please do so via a private method we provide (for example direct email) rather than public comments or open forums.

We are not an emergency service. If you are in immediate danger or crisis, contact emergency services in your country.

AI-supported admin and service improvement

We may use AI tools to assist with scheduling/admin, progress tracking, and generating coaching prompts or summaries that support your coaching experience. These tools do not replace human coaching.

We do not use your personal data to make solely automated decisions (without human involvement) that produce legal or similarly significant effects.

Who we share your data with

We do not sell your personal data.

We may share data with trusted service providers (“processors”) who help us operate ACSIS, such as:

website hosting and website platform providers
membership and community/app providers (where applicable)
email/newsletter providers
analytics providers (website performance tools)
payment processors and booking providers
professional advisers (for example legal, accounting or insurance)
relevant authorities if required by law

We only share what is necessary for the provider to perform the service and we expect appropriate security and confidentiality safeguards.

International transfers

Your data may be processed in the UK and, depending on the service providers we use, may be transferred and processed in other countries.

Where personal data is transferred internationally, we take steps designed to ensure appropriate safeguards are used (for example, contractual protections and vendor due diligence) to protect your information.

Cookies and similar technologies

We use cookies and similar technologies to:

make the site work properly
measure and improve performance
(where enabled) support marketing

Strictly necessary cookies do not require consent. Non-essential cookies (such as analytics and marketing) are used only where you provide consent via our cookie banner/settings (where available).

You can also control cookies through your browser settings. Disabling some cookies may affect how the website functions.

How long we keep your data (retention)

We keep personal data only as long as needed for the purposes described in this policy, then securely delete or anonymise it.

Typical retention periods (may vary depending on your situation):

enquiry messages: up to 24 months
newsletter subscription data: until you unsubscribe, plus up to 24 months for suppression and consent records
member account data: while your account is active, then typically up to 24 months
coaching admin notes: typically up to 6 years after our last interaction (for managing queries and legal claims)
invoices/financial records: typically 6 years from the end of the relevant financial year (or longer where required)

If you request deletion, we will comply where we can. The right to erasure is not absolute and we may keep limited data where we have a lawful reason (for example legal/tax obligations, fraud prevention, or legal claims).

Backups: even where we delete data from active systems, it may remain in secure backups for a limited period until those backups are rotated.

Keeping your data secure

We use appropriate technical and organisational measures to protect your information from unauthorised access, disclosure, alteration or loss. This includes access controls, secure systems and sensible retention/deletion practices.

No method of transmission or storage is completely secure, but we work to keep your data protected.

Your rights (UK and international)

UK users (UK GDPR)

You have rights including:

right of access (request a copy of the data we hold)
right to rectification (correct inaccurate or incomplete data)
right to erasure (delete your data, where applicable)
right to restrict processing (limit how we use your data in certain situations)
right to data portability (receive your data in a usable format in certain cases)
right to object (including to direct marketing and some legitimate interest processing)
right to withdraw consent (where consent is our lawful basis)

International users

Depending on where you live, you may have additional or similar rights under local laws (for example the EU/EEA GDPR, US state privacy laws, or other national privacy frameworks). Where applicable, we will honour valid rights requests in line with the law that applies to your situation.

How to exercise your rights

Email contact@acsis.co.uk with:

your full name
the email address you used with ACSIS
what you want to do (access, correction, deletion, etc.)

We may need to verify your identity before processing requests.

Marketing preferences (unsubscribe)

You can stop marketing emails at any time by:

clicking the unsubscribe link in any marketing email, or
emailing contact@acsis.co.uk

We may still send non-marketing messages where necessary (for example booking confirmations, service updates, receipts, or important account notices).

Children and minors

Our website, services and membership are intended for adults (18+). We do not knowingly collect personal data from children. If you believe a child (Under 18) has provided us with personal data, please email contact@acsis.co.uk and we will take appropriate steps to delete it.

Links to other websites

Our website may include links to third-party websites (including social platforms). We are not responsible for the content or privacy practices of those websites. Please review their privacy policies separately.

Business transfers (change of ownership)

If ACSIS is sold, merged, reorganised, or otherwise transferred, personal data may be transferred as part of that process. If this happens, we will ensure appropriate protections remain in place and we will inform you where required.

Complaints

If you are unhappy with how we handle your data, please contact us first at contact@acsis.co.uk so we can try to resolve it.

UK users can also complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection. International users may also have the right to complain to their local data protection regulator.

Updates to this policy

We may update this policy from time to time to reflect changes in our practices or legal obligations. Any updates will be posted on this page and the “Last updated” date will be revised accordingly.