Our approach to privacy
Quartet Relationship Coaching (“Quartet”, “we”, “us”) respects your privacy. This notice explains what personal information we collect through our website, enquiries, online couples workshops and relationship coaching services, why we use it, who may receive it and the choices available to you.
We aim to collect only what we need, use it fairly and transparently, and treat relationship information with particular care. This notice applies to the Quartet pages on the Possibilities Unlimited website. Where a separate agreement or service notice provides more specific information, we will explain how it applies.
Who is responsible for your information?
Service: Quartet Relationship Coaching.
Current operating business: Possibilities Unlimited, through which Quartet Relationship Coaching is currently provided.
Data controller: The person or legal entity operating Possibilities Unlimited [CONFIRM FULL LEGAL NAME BEFORE PUBLICATION].
Contact email: info@possibilities-unlimited.co.uk.
Postal address for data protection requests: [INSERT VERIFIED BUSINESS POSTAL ADDRESS].
The data controller is the person or organisation that decides why and how personal information is used. Quartet is not currently operating as a separate limited company. If the business structure changes, we will update this notice and explain any relevant change in responsibility for personal information.
Information we may collect
- Enquiries and workshop registration: your name, partner’s name if supplied, email address, workshop interest and any message you choose to send.
- Coaching arrangements: contact details, appointment details, correspondence, consent records, payment and billing information, and information needed to provide the agreed service.
- Relationship discussions: information you voluntarily share in coaching or workshops, which may include sensitive details about your personal life, wellbeing or relationships.
- Relationship Wheel: answers, scores and reports you create using the assessment. The current assessment is designed to save progress in your browser and generate a downloadable PDF on your device. We do not automatically receive your completed Wheel merely because you use the page. We receive a report only if you choose to send it to us.
- Website technical information: information required to deliver and secure the website, such as server logs, browser and device information, and IP addresses, where collected by our hosting provider.
Please avoid including unnecessary medical or highly sensitive details in ordinary website forms or unencrypted emails.
Why we use your information and our lawful bases
We process personal information only where there is a valid basis under Article 6 of the UK GDPR. Depending on the activity, this may be:
- Taking steps towards or performing a contract: responding to service requests, arranging sessions and delivering agreed coaching.
- Legitimate interests: handling general enquiries, administering our services, keeping appropriate business records and protecting the website, where those interests are not overridden by your rights.
- Legal obligation: meeting applicable tax, accounting or other legal duties.
- Consent: where we specifically ask for permission, for example for optional marketing or a separate, voluntary use of a case study.
Registering interest in a workshop allows us to contact you about that enquiry. It does not automatically subscribe you to general marketing emails.
We do not use your assessment scores to make decisions about you that have legal or similarly significant effects through solely automated processing.
Sensitive and special category information
Relationship coaching may involve information about physical or mental health, sexual life or orientation, religious beliefs or other matters classed as special category data. This information requires additional protection. When we need to process it, we must identify both an Article 6 lawful basis and a separate Article 9 condition under the UK GDPR, and explain the applicable condition in our service documentation or at the point of collection.
[BEFORE PUBLICATION: CONFIRM AND DOCUMENT THE ARTICLE 9 CONDITION(S) USED FOR ANY SENSITIVE INFORMATION COLLECTED DURING COACHING.]
We will not use identifiable client experiences as testimonials or case studies without a separate, specific permission process. Changing names alone does not always make information anonymous.
Relationship Wheel and downloadable reports
The Quartet Relationship Wheel is a reflection and conversation tool, not a clinical diagnostic assessment. It may save your answers locally in your browser so you can return to them. You can clear saved answers using the assessment controls or your browser’s site-data settings.
When you download a report, the PDF is created for you to save. If you email it to Quartet or anyone else, that transfer is your choice, and the recipient will then have a copy. If you are completing the assessment together, the report can contain both partners’ answers; please make sure both people understand and agree before sharing it.
We do not currently offer automatic submission of completed Relationship Wheel reports from this webpage.
How long we keep information
We keep information only for as long as reasonably necessary for the purpose for which it was collected, including any applicable legal, accounting, safeguarding or professional record-keeping obligations. Different records may need different retention periods.
[BEFORE PUBLICATION: ADD YOUR VERIFIED RETENTION PERIODS OR CRITERIA FOR ENQUIRIES, WORKSHOP REGISTRATIONS, COACHING RECORDS AND FINANCIAL RECORDS.]
Assessment answers stored solely in your browser remain under your device and browser settings until you clear them or they are otherwise removed.
Security and confidentiality
We use proportionate organisational and technical safeguards designed to protect information against unauthorised access, loss, misuse or disclosure. Access is limited to those who need information for legitimate service purposes. No method of internet transmission or electronic storage can be guaranteed completely secure.
Email is not always an appropriate way to send highly sensitive information. If you need to share sensitive details, contact us to discuss a suitable method.
Transfers outside the UK
Some technology providers may process information outside the UK. Where a restricted international transfer occurs, we will use an appropriate UK GDPR transfer mechanism or other lawful safeguard, as applicable.
[BEFORE PUBLICATION: VERIFY WHICH HOSTING, EMAIL, VIDEO AND OTHER PROVIDERS ARE USED, WHERE THEY PROCESS DATA, AND THE TRANSFER SAFEGUARDS THAT APPLY.]
Your data protection rights
Subject to the circumstances and applicable exemptions, you may have the right to:
- request access to your personal information;
- ask us to correct inaccurate information;
- request erasure or restriction of processing;
- object to processing based on legitimate interests;
- receive certain information in a portable format;
- withdraw consent at any time where processing relies on consent, without affecting earlier lawful processing.
To make a request, email info@possibilities-unlimited.co.uk. We may need to verify your identity before responding. We normally respond within one month, subject to the rules that apply to the request.
Questions and complaints
If you have a privacy concern, please contact us first so that we can investigate it.
You also have the right to complain to the UK Information Commissioner’s Office (ICO), the UK data protection regulator. You can find information and contact options at ico.org.uk/make-a-complaint.
Changes to this notice
We may update this privacy notice when our services, technology or legal obligations change. The date shown at the top of the page identifies the current version. Where a change materially affects how we use your information, we will provide additional notice where required.
Questions about privacy or your personal information?
info@possibilities-unlimited.co.uk