The SelfLed Mind (Rebecca Courtney)
Email: info@theselfledmind.com
Data Protection Officer: Not applicable — as a sole practitioner, The SelfLed Mind does not meet the threshold requiring a formal DPO.
Full company and registration details are available on our Terms & Conditions page.
1. Why this privacy statement?
We value your privacy. In this statement, we explain what personal data The SelfLed Mind collects, why, and what your rights are — whether you're a coaching client, a workshop participant, a corporate sponsor, or simply a visitor to our website.
2. What do we collect and how?
We collect and use the following personal data:
Name, business contact details, email address, and telephone number
Invoice, payment, and billing information
Communications relating to coaching engagements, workshops, or enquiries (email, scheduling)
Intake information and coaching session notes, including reflections and agreed actions from 1:1 sessions
Recordings of coaching sessions, made only with your agreement and used only for coaching supervision
Scheduling data (Google Calendar booking)
For corporate/team clients — sponsor and team member contact details, and any agreed coaching goals or success measures shared as part of three-way contracting
Photos taken at team workshops, used for marketing or internal purposes. Participants are told before any photos are taken and can opt out
Website usage data, cookies, and visitor IP addresses: Non-essential cookies (including analytics) are only placed with your active consent, given via the cookie banner on our website. You can change your preferences at any time via the "Cookie Preferences" link.
Newsletter subscriber details (email address, engagement data)
Because coaching sessions are a confidential, reflective conversation, they may touch on personal circumstances — including health, family, or wellbeing — that we do not ask for and do not record as structured data. Where this occurs, we only retain what is relevant to the coaching objective, and your signed coaching agreement sets out your explicit consent to this.
3. Why do we use your data?
We may only use your personal data if we have a valid reason — a legal basis — to do so. We use your data on the following bases:
To perform our contract with you — for example, to deliver a coaching engagement or team workshop you've booked
To comply with our legal obligations — for example, accounting and BTW (VAT) records
Because you have given consent — for example, to receive our newsletter, to have a coaching session recorded, or for any health, family, or personal circumstances that incidentally arise during coaching
Because we have a legitimate interest — for example, in running and improving our practice, following up on an enquiry, or sharing workshop photos (you can object at any time)
4. Who do we share your data with?
We only share your personal data with other organisations when this is necessary, or legally required.
We may share your data with these partners:
Bookkeeper / ZZP accountant — for administration, invoicing, and BTW returns
Bank ASN — for payment processing
Google Workspace — for email, scheduling, video calls, and secure document storage, under a data processing agreement
Squarespace — for hosting theselfledmind.com/.nl, processing website form submissions, and sending our newsletter
Coaching supervisor — for confidential professional supervision, an ICF accreditation requirement. Session details are discussed with care for your confidentiality
Corporate sponsor / buyer (B2B engagements only) — limited to the coaching goals, success measures, and progress updates agreed with you at the outset, never full session content, in line with ICF ethics
Some of these providers, including Google and Squarespace, are based in the United States and may process data outside the European Economic Area. We only use providers that have an approved safeguard in place for this, such as certification under the EU-U.S. Data Privacy Framework or the European Commission's Standard Contractual Clauses.
We are legally required to share data with:
The Dutch Tax and Customs Administration (Belastingdienst)
Supervisory authorities during inspections
Police, justice, or judicial authorities, where legally required
5. How do we protect your data?
We take reasonable steps to keep your personal data secure:
Your data is secured using modern technology and access controls
Only Rebecca has access to client data, session notes, and recordings. Recordings are only ever reviewed with our coaching supervisor
Regular backups are maintained via Google Workspace
If a data breach is likely to put your rights at high risk, we will tell you without undue delay, in line with our legal obligations
We use AI tools for business administration and to help draft general content, such as website text and newsletters. We never enter your personal data into AI tools, including your contact details, anything you share in sessions, notes, forms or messages. AI is never used to make decisions about you: all coaching is carried out by your coach personally. If this changes, we will update this policy first and ask for your consent where required.
We do not keep your data longer than necessary:
Client & invoice data — 7 years (Dutch tax law)
Signed contracts — 7 years after the engagement ends
Coaching session notes — 12 months after the coaching engagement ends
Coaching session recordings — deleted within 30 days of the session
Workshop photos — until you ask us to remove them, or when no longer used
Newsletter subscriber data — until you unsubscribe
Website log files / analytics — 1 year
6. What are your rights?
When we use your personal data, you have the right to:
Access — ask what data we hold about you
Rectification — ask us to correct or complete inaccurate or incomplete data
Erasure — ask us to delete your data
Restriction — ask us to temporarily stop processing your data
Data portability — request your data in a commonly used format
Objection — object to certain processing activities
Withdraw consent — for example, for a session recording or the newsletter
Human review — ask for a decision made by automated means to be reviewed by a person
Sometimes we cannot fulfil a request because an exception applies — for example, when we're legally required to keep invoice records. If we decline a request, we will explain why.
How can you exercise your rights?
Send an email to info@theselfledmind.com. We will respond to your request within one month.
Do you have a complaint?
Are you unhappy with how we handle your personal data? Contact info@theselfledmind.com directly, or you can submit a complaint to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).
7. Changes to this privacy statement
We may amend this privacy statement — for example, when we introduce new services or when the law changes. The current version is always available on this page.
Last updated: 21/10/2026
8. Contact
Do you have questions about this privacy statement or about how we handle your personal data? Please get in touch:
The SelfLed Mind
Email: info@theselfledmind.com