Privacy Policy

Updated 28 October 2026

1. Who we are

This policy explains how Diverse Perspectives Ltd ("we", "us", "our") collects, uses and looks after your personal information. It covers visits to diverseperspectives.net, booking an introductory call, coaching, and work with organisations.

We follow the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Data (Use and Access) Act 2025. Diverse Perspectives Ltd is the data controller for your information, which means we decide how it is used and are responsible for looking after it.

Company: Diverse Perspectives Ltd, registered in England and Wales
Company number: 16068115
ICO registration number: ZB867990
Data protection lead: Melanie Carr
Email: info@diverseperspectives.net

2. The information we collect

We collect only what we need for the work we do together.

When you visit our website or book an introductory call: your name, email address, phone number if you give it, the time you book, and anything you choose to tell us in the booking form. The website also collects technical information automatically, such as your IP address, browser and device type.

When you become a coaching client: your contact details, your introductory form, our session notes, transcripts if you agree to them (see section 5), invoices and payment records, and our emails with you. If you give us an emergency contact, please check they are happy for you to share their details.

When you work with us as an organisation: the names, job titles and work contact details of the people we work with, and attendance or feedback information from talks and workshops.

When you subscribe to our newsletter: your name and email address.

3. How we use your information

The law asks us to name a lawful basis for each way we use your information. Each item below gives the purpose first, then the lawful basis.

Replying to your enquiries and arranging your introductory call: steps you have asked us to take before entering a contract
Providing coaching, keeping session notes and sending invoices: contract
Keeping financial and tax records: legal obligation
Working with organisations and keeping in touch with the people we work with: legitimate interests in running our business and our professional relationships
Sending our newsletter: consent, which you can withdraw at any time by unsubscribing
Keeping our website working and understanding how it is used: legitimate interests, plus consent for non-essential cookies
Using health information and session transcripts: explicit consent (see sections 4 and 5)
Sharing information to protect someone's safety: vital interests, or where the law requires or allows it

We use your information only for these purposes. We never sell or rent it, and no decisions about you are made by automated means.

4. Health and other personal information in coaching

Coaching often involves talking about neurodivergence, mental health, wellbeing and other personal matters. Data protection law treats health information as special category data, which carries extra protection.

We use this information only with your explicit consent, which we ask for in your coaching agreement before we start working together. You choose what you share, and we record only what is useful to the coaching.

You can withdraw your consent at any time by telling us. Because coaching relies on being able to talk about these things, we would then talk with you about what that means for our work together.

5. Session transcripts

Sessions are not recorded. Once you have decided to go ahead with coaching, and only with your explicit agreement, Zoom can produce a written transcript of a coaching session.

We use transcripts in two ways: to review and improve our coaching, and to help work out which tools and techniques might suit you. For the second, the transcript is reviewed using Claude, an AI assistant provided by Anthropic.

We ask about this at the start of your first session as two separate questions: whether you agree to a transcript being taken, and whether you agree to it being used as described. If you say no to either, no transcript is taken and the rest of our work together carries on as normal.

You can withdraw your agreement at any time, and we will delete any transcripts we hold.

6. Confidentiality, supervision and safeguarding

What you share in coaching is treated as confidential, in line with the Universal Coaching Alliance Code of Professional Conduct and Ethics.

As is standard professional practice, Melanie takes her coaching work to supervision. When she does, she shares only what is necessary and you are referred to anonymously.

If we believe you or someone else is at significant risk of harm, we may need to share information with your emergency contact, or with emergency or social services, as safeguarding practice requires. Wherever possible, we will talk with you first.

7. Who we share your information with

We share information only where it is needed, and only with organisations that keep it secure. Each of the services named below has its own privacy policy on its website.

Wix: hosts our website, handles introductory call bookings and website forms, and sends our newsletter if you subscribe
Zoom: runs online sessions and, where you agree, produces transcripts
Anthropic (Claude): reviews transcripts, only where you have agreed
Our email, storage and accounting providers: store our emails, notes and financial records securely
Our accountants: prepare our accounts and tax returns
Our coaching supervisor: professional supervision, with you referred to anonymously
Our insurers and professional advisers: where needed to deal with a claim or protect our legal position
Emergency contacts, emergency services or social services: only where someone is at significant risk of harm
Courts, regulators or law enforcement: only where the law requires it

8. Information stored outside the UK

Some of the services we use are based outside the UK, mainly in the United States, so your information may be stored or processed there.

Where that happens, it is protected by UK adequacy regulations or by safeguards approved under UK law, such as the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

9. How long we keep your information

We keep information only for as long as we need it, then delete it securely.

Session notes and transcripts: six months after our work together ends
Invoices and payment records: six years, as required for company and tax records
Introductory call details, if you decide against coaching: six months after the call
Contact details of people at organisations we work with: while we work together, and up to two years afterwards
Newsletter subscription: until you unsubscribe

If a complaint or claim is made, or looks likely, we keep the information related to it until it is resolved.

10. Your rights

You have the right to:

see a copy of the information we hold about you
ask us to correct anything inaccurate or incomplete
ask us to delete your information
ask us to pause how we use it
object to us using it where we rely on legitimate interests
receive your information in a format you can take elsewhere
withdraw your consent at any time, where we rely on it
complain about how we have handled your information (see section 11)

To use any of these rights, email info@diverseperspectives.net. We will reply within one month, and there is usually no charge.

11. Making a complaint

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You can email info@diverseperspectives.net or raise it with us in whatever way suits you.

We will acknowledge your complaint within 30 days, look into it promptly, keep you updated, and let you know the outcome.

If you are still unhappy, you can complain to the Information Commission's Office (ICO) at ico.org.uk.

12. Cookies

Our website uses cookies, which are small files stored on your device. Essential cookies keep the site working and are set automatically.

Other cookies, such as those that help us understand how the site is used, are set only if you agree to them through the cookie banner when you first visit. You can change your choice at any time through the cookie settings on our site or in your browser.

13. Security, age, other websites and changes

We use appropriate technical and organisational measures to keep your information safe, including secure, password-protected systems.

Our services are for adults aged 18 and over, and we do not knowingly collect information about anyone younger.

Our website may link to other websites, which have their own privacy policies.

We may update this policy from time to time. The date at the top shows when it last changed, and we will tell current clients about any significant changes.

14. Contact us

Email: info@diverseperspectives.net

DIVERSE PERSPECTIVES LTD