Privacy Policy

This notice explains what personal data Jenna Green collects, why, how it is used and stored, and what your rights are. It applies to coaching clients, prospective clients, corporate contacts, and anyone who contacts us directly.

This notice should be read alongside your Coaching Agreement and Welcome Guide, which contain additional detail on how session data is handled.

1. Who We Are

Jenna Green, trading as Jenna Green, of 124 City Road, London, EC1V 2NX, is the data controller responsible for the personal data described in this Privacy Notice.

You can contact us about this Privacy Notice or the way your personal data is handled at:

Email: hello@jennagreen.co.uk

Address: Jenna Green, 124 City Road, London, EC1V 2NX

Jenna Green is registered with the Information Commissioner’s Office (ICO) under registration number ZC241404.

2. The Personal Data We Collect and How We Use It

We may collect and process different types of personal data depending on how you interact with Jenna Green. This may include:

  • your name, address, email address, telephone number and other contact details;

  • information you provide when making an enquiry or booking a discovery call;

  • information contained in your Coaching Agreement, booking records and correspondence;

  • information you choose to share during coaching sessions, exercises or communications with us;

  • session recordings, transcripts, summaries and notes where you have consented to the use of Fathom;

  • information relating to your employment, career, family or personal circumstances;

  • health or other sensitive information where you choose to discuss this as part of the coaching relationship;

  • payment, invoice and transaction information;

  • marketing preferences and communications;

  • technical and website usage information, including information collected through cookies and analytics tools; and

  • information provided to us by a corporate Sponsor where you are receiving coaching through your employer or another organisation.

We may use your personal data to:

  • respond to enquiries and assess whether our coaching services are suitable for you;

  • enter into and perform our Coaching Agreement with you;

  • arrange, manage and deliver coaching sessions;

  • maintain appropriate records of the coaching relationship;

  • communicate with you about the Services;

  • process payments and maintain financial and accounting records;

  • use recording, transcription, summarising or analysis tools where you have given the appropriate consent;

  • manage corporate coaching arrangements and communicate with sponsoring organisations where applicable;

  • operate, secure and improve our website and business systems;

  • send marketing communications where permitted;

  • comply with legal and regulatory obligations;

  • establish, exercise or defend legal claims; and

  • obtain professional, technical or business support where reasonably necessary.

Depending on the circumstances, we may rely on one or more lawful bases for processing your personal data, including:

  • performance of a contract with you or taking steps at your request before entering into a contract;

  • our legitimate interests in operating and protecting our business and providing our services;

  • your consent, where consent is required;

  • compliance with a legal obligation; and

  • where relevant, the establishment, exercise or defence of legal claims.

Where we process special category personal data, such as health information, we will also identify an appropriate additional condition for processing under data protection law.

3. Session Data and AI Tools

Where you have given the relevant consent, we may use Fathom, an AI notetaking tool, during coaching sessions to record the session and generate outputs such as transcripts, summaries, notes and other meeting information.

Where you have separately consented to cross-session analysis, Fathom may also analyse information from more than one coaching session in order to identify themes, patterns or recurring topics and generate reports to support the coaching relationship.

Information discussed during coaching may include personal, employment-related, health or other sensitive information. Where Fathom is used, that information may therefore be captured and processed as part of the recording, transcription, summarising or analysis process.

Fathom acts as a service provider in connection with this processing and may use third-party subprocessors to help provide its services. This means that personal data may be transmitted through or stored on the systems of those providers. Fathom’s current terms state that third-party providers are not authorised to use User Content to train their own AI models.

Personal data processed through Fathom may be transferred or processed outside the UK. Where this occurs, we will ensure that appropriate safeguards are in place in accordance with applicable data protection law.

Recordings, transcripts, summaries and other outputs may be retained within Fathom and, where appropriate, within our own secure systems. Recordings and associated content remain within Fathom unless manually deleted. The Coach therefore applies a manual retention process in accordance with the periods set out in section 4 below.

4. How Long We Keep Your Data

We will only keep your personal data for as long as reasonably necessary for the purposes for which it was collected, including to meet any legal, accounting, regulatory or professional requirements and to establish, exercise or defend legal claims.

As a general guide:

  • Coaching agreements and core client records: normally retained for up to 7 years after the coaching relationship ends, where this is reasonably necessary for business records or potential legal claims.

  • Session summaries, coaching notes and cross-session reports: normally retained for up to 6 years after the coaching relationship ends where they form part of the client record and are reasonably required for business records or potential legal claims.

  • Fathom recordings and associated content: retained for 12 months after the relevant coaching session and then manually deleted from Fathom. Deleting the recording also removes the associated transcript, notes and other Fathom-generated content.

  • Enquiries where no coaching relationship begins: normally retained for up to 12 months after our last contact.

  • Financial and accounting records: retained for the period required by applicable tax and accounting law.

  • Marketing information: retained until you unsubscribe, withdraw your consent where applicable, or we determine that the information is no longer required.

We may retain information for longer where we are required to do so by law or where it is reasonably necessary in connection with an actual or potential legal claim.

When personal data is no longer required, we will securely delete or anonymise it.

5. Who We Share Your Data With

We do not sell your personal data or share it with third parties for their own marketing purposes. 

We may share personal data with trusted third parties where this is reasonably necessary to operate our business or provide the services. This may include:

  • Fathom and its subprocessors, where you have consented to the use of recording, transcription or AI functionality;

  • video conferencing, email, cloud storage, booking and other technology providers;

  • payment, accounting and financial service providers;

  • professional advisers, including lawyers, accountants and insurers;

  • professional coaching supervisors, where information will be anonymised wherever reasonably practicable;

  • corporate Sponsors, where you receive coaching through an organisation, but only to the limited extent explained in the Corporate Coaching Agreement or otherwise agreed with you; and

  • regulators, courts, law enforcement bodies or other authorities where disclosure is required or permitted by law.

Where we use third-party service providers to process personal data on our behalf, we require them to handle personal data appropriately and in accordance with applicable data protection law.

We will only share personal data where there is an appropriate reason for doing so and will limit the information shared to what is reasonably necessary for that purpose.

6. Where Your Data Is Stored

Some of the third-party service providers we use may process or store personal data outside the UK. This may include providers used for AI and transcription, video conferencing, email, cloud storage, booking, marketing, payment or other business systems.

Where personal data is transferred outside the UK, we will ensure that the transfer is made in accordance with applicable data protection law. Depending on the country and provider involved, this may include relying on:

  • UK adequacy regulations;

  • an approved International Data Transfer Agreement or UK Addendum to the EU Standard Contractual Clauses; or

  • another lawful transfer mechanism or safeguard recognised under UK data protection law.

Where required, appropriate assessments will also be carried out in relation to the transfer and the protections available for your personal data.

In particular, personal data processed through Fathom may be processed outside the UK, including through Fathom and its subprocessors. Further information about our use of Fathom is set out in section 3 above.

7. Your Rights

Under UK data protection law you may have the following rights in relation to your personal data, depending on the circumstances: 

  • Right of access — to request a copy of the personal data we hold about you.

  • Right to rectification — to ask us to correct inaccurate data.

  • Right to erasure — to ask us to delete your data in certain circumstances.

  • Right to restrict processing — to ask us to limit how we use your data in certain circumstances.

  • Right to data portability — to receive certain personal data in a structured, commonly used and machine-readable format, where this right applies.

  • Right to object — to object to certain processing, including processing based on our legitimate interests.

  • Right to withdraw consent — where we rely on your consent, you may withdraw it at any time. This will not affect the lawfulness of any processing carried out before consent was withdrawn.

To exercise any of these rights, please contact us at: hello@jennagreen.co.uk We will respond to requests without undue delay and normally within one calendar month. In some circumstances, including where a request is complex or you make a number of requests, the law allows us additional time to respond. We will let you know if this applies.

8. Complaints

If you have any concerns about how we have handled your personal data, please contact us in the first instance at hello@jennagreen.co.uk

We will acknowledge any data protection complaint within 30 days of receiving it. We will then take appropriate steps to investigate the complaint without undue delay, keep you informed where appropriate and let you know the outcome of our investigation.

We may ask you for further information where reasonably necessary to investigate your complaint or to confirm your identity.

If you are not satisfied with how we have handled your complaint, you also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection matters.

Further information about making a complaint is available on the ICO’s website at ico.org.uk.

9. Changes to This Notice

We may update this notice from time to time. Where changes are material, we will notify active clients directly. The current version will always be available on our website and provided to new clients at the start of the coaching relationship.

Last updated: 03/09/2026

Version: 1.0