Privacy policy
At Isabella Olsén Coaching, we take your privacy very seriously. We do everything we can to ensure that your personal data is handled securely and responsibly, in accordance with applicable laws.
This policy describes how we process, store and manage your personal data when you use our website or services. It also outlines your rights and how you can exercise them. It is important that you read and understand this privacy policy and feel confident in how we handle your personal data.
As a coach certified by the International Coaching Federation (ICF), I strictly adhere to ICF’s ethical guidelines on confidentiality. You can find more information about these guidelines here: ICF Code of Ethics
Responsible party for data handling
Isabella Olsén Coaching (Isabella Olsén) is the data controller for the personal data processing described in this policy.
If you have any questions or wish to exercise any of your rights, you can contact us via our contact form or email us directly at contact@isabellaolsencoaching.com.
How do we collect personal data?
The personal data we collect primarily comes from information you provide when you:
- Use the website and fill out the contact form.
- Contact us via email or phone.
- Become a client and share the information required for us to deliver our services.
What personal data do we process?
If you are a potential client and contact us via email, phone or in person, we may process certain personal data about you to respond to your inquiry or assist you further. This data may include your name, phone number, email address and the nature of your inquiry.
For clients, we store names, email addresses and phone numbers in a register. Only I, Isabella Olsén, as the owner of Isabella Olsén Coaching, have access to this register.
When you become a client, we take notes during meetings and coaching sessions to provide you with the best possible service under our agreement with you. These notes may include information about your goals and situation. We always strive to store as little sensitive information as possible and handle all information with strict confidentiality.
How do we process your personal data?
We primarily process your personal data to fulfill our obligations to you. Our approach is to process no more personal data than necessary for the specific purpose and we always strive to use the least sensitive data possible. Below you'll find information on the types of personal data processing we perform:
Providing and Fulfilling Service Agreements
We process personal data to fulfill our agreements and deliver services to you. This includes handling your data for administrative purposes, billing, assisting you with inquiries when you contact us and otherwise safeguarding our rights and fulfilling our obligations under our agreement with you.
Sales and marketing
We use personal data for sales and marketing purposes, such as sending you emails about our services. You have the right to opt out of receiving such communications by unsubscribing from our emails or contacting us directly.
Fulfilling legal obligations
In certain cases, we are required to process personal data to comply with legal obligations. For example, data related to sales must be recorded and retained according to accounting laws.
What legal basis do we have for processing your personal data?
We process your personal data to manage and provide the agreed-upon service. For processing required by laws such as the accounting act or tax regulations, the legal basis is compliance with legal obligations.
For marketing and sales, the processing is based on our legitimate interest, which allows us to inform you about our services and offers. You always have the right to object to this processing if you do not wish to receive marketing communications from us.
How long do we store your personal data?
At Isabella Olsén Coaching, professionalism is of utmost importance. As a coach certified by International Coaching Federation (ICF), I adhere to their requirements, which include maintaining a coaching log with client names, email addresses and phone numbers. This information is retained to uphold certification standards.
Other personal data is stored for as long as you remain a client and up to 12 months afterward. This includes meeting notes, which are deleted 12 months after the coaching relationship ends. If you wish to resume coaching after more than 12 months, it will be treated as a restart of the coaching relationship.
Some personal data may be stored longer to meet legal obligations, such as accounting and tax regulations. Once the purposes for processing are fulfilled and the retention period has expired, your personal data will be securely deleted or anonymized so that it can no longer be linked to you.
About cookies
A cookie is a small text-based data file that a web server requests to store in your browser. By sending the contents of the cookie back with each request to the website, the server can keep track of the visitor’s preferences, behavior or identity (to the extent that it is known). We currently do not use any cookies on our website. If we begin using cookies in the future, we will update this policy to inform you about how and why we use cookies.
Who do we share personal data with?
Our principle is to not share personal data with third parties unless you have given explicit consent or it is necessary to fulfill our contractual or legal obligations. When we share personal data, we ensure it is handled securely and appropriately.
International Coaching Federation
As part of adhering to ICF’s professional standards, clients are asked to consent to their contact information being shared with ICF. This allows ICF to conduct audits to verify my coaching experience.
Service providers
To deliver our services and comply with legal obligations, we sometimes share personal data with service providers, such as accounting firms or cloud storage providers. These providers can only process personal data in accordance with our agreements and instructions. They are prohibited from using the data for their purposes and must protect it under both law and contract.
Ethical exceptions to confidentiality
In very specific cases, we may need to disclose information without your consent. This applies if we determine there is a serious risk of harm to you or others. For example, if a client expresses suicidal thoughts or plans to harm someone else, we follow strict ethical guidelines to handle the situation appropriately. You are always welcome to ask about our confidentiality practices and any exceptions to them.
Authorities
We may disclose necessary information to authorities if required by law. This may include your personal data. In the case of a legal dispute, we may also transfer relevant information to the parties involved in the dispute.
How is your personal data protected?
At Isabella Olsén Coaching, we safeguard your personal data using a combination of technical and organizational measures. Specific security precautions are in place to protect your data against unauthorized or unlawful access. We continuously develop routines and practices to ensure that your data is handled securely.
Your rights
Under the General Data Protection Regulation (GDPR), you have several rights designed to give you control over how your personal data is used. At Isabella Olsén Coaching, you have the right to:
- Access your data: Request a record of the personal data we hold about you and how it is used.
- Correct inaccurate data: If your data is incorrect or incomplete, you can ask us to update it.
- Request deletion: Under certain conditions, you can ask us to delete your data, such as when it is no longer needed or if you withdraw your consent. However, we may be unable to delete data we are required to retain by law, such as for accounting purposes.
- Restrict processing: If you question how we use your data, you can request that we temporarily stop processing it.
- Object to processing: You can object to our processing of your data based on legitimate interests. You always have the right to opt out of direct marketing.
- Transfer your data: If the processing is based on consent or a contract, you can request that we transfer your data to you or another provider.
For more information about GDPR and your rights, visit the IMY website: https://www.imy.se/en/individuals/data-protection/.
Changes to the privacy policy
Isabella Olsén Coaching reserves the right to update or amend this policy. The most recent version will always be available on our website.
Last updated: 2025-02-24