Privacy & Data Protection Policy
Last updated: July 2026
1. Introduction
At The Leadership Workspace, trust, discretion and confidentiality are fundamental to the way we work.
Executive coaching, leadership team coaching and organisational advisory work often involve commercially sensitive information, personal reflection and confidential conversations. Protecting that information is not simply a legal responsibility—it is an essential part of the professional relationship we build with every client.
This Privacy & Data Protection Policy explains how we collect, use, store, protect and share personal information when you interact with The Leadership Workspace, whether you are visiting our website, making an enquiry, subscribing to our newsletter, participating in a leadership assessment or engaging us to provide coaching, consulting or advisory services.
We are committed to processing personal information fairly, lawfully and transparently in accordance with applicable data protection legislation, including the EU General Data Protection Regulation (EU GDPR), the UK GDPR as it applies in Gibraltar, and any other applicable privacy legislation.
We regularly review this policy to ensure it continues to reflect both legal requirements and the way we work.
2. Our Data Protection Principles
The way we handle personal information is guided by a number of simple principles.
We aim to:
- collect only the personal information that is genuinely needed;
- explain clearly why we are collecting it;
- use it only for legitimate professional purposes;
- keep it accurate and up to date;
- protect it through appropriate technical and organisational safeguards;
- treat all personal information with professionalism, discretion and confidentiality;
- never sell personal information to third parties; and
- respect the rights of every individual whose information we hold.
These principles underpin every aspect of our coaching, consulting and advisory work.
3. Who We Are
The Leadership Workspace is operated by Rebecca Jackson, a sole trader providing executive coaching, leadership team coaching, leadership consulting and organisational advisory services.
For the purposes of applicable data protection legislation, The Leadership Workspace is the Data Controller. This means we are responsible for deciding how personal information is collected, used, stored and protected.
If you have any questions about this Privacy & Data Protection Policy, or how your information is handled, you can contact us at:
The Leadership Workspace
Email: rebecca@theleadershipworkspace.com
Website: www.theleadershipworkspace.com
4. Who This Policy Applies To
This policy applies to anyone who interacts with The Leadership Workspace.
This includes:
- visitors to our website;
- prospective clients making enquiries;
- individual executive coaching clients;
- representatives of organisations engaging our services;
- leadership team coaching participants;
- workshop and programme participants;
- leadership assessment participants;
- newsletter subscribers;
- suppliers and professional contacts.
It applies whether personal information is collected through our website, email, telephone, Microsoft Teams, Google Meet, Slack, WhatsApp, social media, leadership assessments or any other professional interaction.
5. Confidentiality
Confidentiality sits at the heart of our work.
While this Privacy Policy explains how we process personal information, our professional commitment to confidentiality goes further than our legal obligations under data protection legislation.
Information shared during executive coaching, leadership team coaching and consulting engagements is treated as confidential and handled with appropriate professional discretion.
Unless you have expressly agreed otherwise, we will not disclose the content of coaching conversations, coaching notes or personal reflections to your employer, sponsoring organisation or any other third party.
The only exceptions are where:
- you have given your explicit permission;
- disclosure is required by law;
- disclosure is necessary to protect someone’s vital interests or safety; or
- disclosure is otherwise required or permitted under applicable law.
Where coaching is sponsored by an organisation, we may provide progress updates that have been agreed at the outset of the engagement. These updates are normally limited to matters such as agreed objectives, attendance, progress against coaching goals and overall themes. They do not include confidential coaching conversations unless you have agreed that they may.
This commitment to confidentiality applies equally to written coaching notes, assessment feedback, stakeholder interviews and any other information gathered as part of an engagement.
6. The Personal Information We Collect
The personal information we collect depends on how you interact with The Leadership Workspace and the services you receive.
We collect only information that is relevant to providing our services, operating our business effectively and meeting our legal and professional obligations.
Contact information
If you contact us through our website, by email, telephone or another communication channel, we may collect information including:
- your name;
- email address;
- telephone number;
- organisation;
- job title;
- country or region;
- any information you choose to include in your enquiry.
We use this information to respond to your enquiry, communicate with you and, where appropriate, discuss potential coaching, consulting or advisory services. We do so because it is necessary to respond to your request and because it is in our legitimate interests to manage relationships with prospective and existing clients.
Client information
When you engage us to provide executive coaching, leadership team coaching or consulting services, we may collect information necessary to deliver those services professionally and effectively.
Depending on the nature of the engagement, this may include:
- contact information;
- organisational role and responsibilities;
- billing information;
- coaching objectives;
- agreed outcomes;
- information shared during coaching sessions;
- action plans;
- leadership development goals;
- stakeholder feedback;
- assessment results;
- workshop participation;
- notes created during or after coaching sessions.
We process this information because it enables us to deliver the services you have asked us to provide, administer our professional relationship with you, fulfil our contractual commitments and continually maintain the quality of our professional practice.
Leadership assessments
Many coaching and consulting engagements include leadership assessments or diagnostic tools.
These may include:
- Insights Discovery;
- Everything DiSC;
- The Five Behaviours;
- 360-degree feedback;
- stakeholder interviews;
- or other assessment tools agreed as part of an engagement.
Assessment information is used solely for the purposes of supporting your development, your team or your organisation in line with the agreed objectives of the engagement.
Where assessment providers process information on our behalf, they do so under their own privacy obligations and applicable data protection legislation.
Website information
When you visit our website, certain technical information is collected automatically.
This may include:
- IP address;
- browser type;
- operating system;
- device information;
- pages visited;
- time spent on the website;
- referring website;
- general usage statistics.
This information helps us understand how visitors use our website, improve its performance, maintain security and enhance the overall user experience.
Where required by law, we will obtain your consent before placing non-essential cookies or analytics technologies on your device.
Marketing information
If you subscribe to our newsletter or leadership insights, we collect your email address and, where you choose to provide it, your name and communication preferences.
We use this information only to send the communications you have asked to receive.
You may unsubscribe at any time using the link included in every email or by contacting us directly.
We never sell subscriber information or allow third parties to use it for their own marketing purposes.
Financial information
Where you engage our services, we process the information necessary to prepare invoices, receive payment and maintain our financial records.
This may include:
- billing name;
- organisation;
- billing address;
- payment information;
- transaction history.
We process this information to fulfil our contractual obligations and to comply with our legal responsibilities relating to taxation, accounting and financial record keeping.
We do not store your full payment card details.
7. How We Receive Personal Information
Personal information is received in a number of different ways depending on the nature of our relationship with you.
Most commonly, information is provided directly by you when you contact us, complete forms on our website, engage our services, participate in coaching or workshops, subscribe to our newsletter or communicate with us by email, telephone, Microsoft Teams, Google Meet, Slack or WhatsApp.
Where coaching or consulting is commissioned by an organisation, we may also receive information from the sponsoring organisation, such as your name, role, business contact details and the agreed objectives of the engagement.
For certain leadership development engagements, we may receive information from leadership assessment providers, stakeholder interviews or 360-degree feedback participants where these form part of the agreed scope of work.
We also receive limited technical information automatically through our website using cookies and analytics technologies in accordance with your cookie preferences.
8. How We Use and Share Personal Information
We use personal information only where it is necessary to deliver our professional services, operate our business responsibly, comply with legal obligations or where you have asked us to do so.
Depending on the nature of our relationship with you, we may use your personal information to:
- respond to enquiries and arrange introductory conversations;
- deliver executive coaching, leadership team coaching, consulting and advisory services;
- administer coaching engagements, workshops and leadership programmes;
- facilitate leadership assessments and development activities;
- communicate with you before, during and after an engagement;
- prepare proposals, coaching agreements and invoices;
- process payments;
- maintain our business records;
- send newsletters or leadership insights where you have chosen to receive them;
- improve our website, services and client experience;
- protect the security of our systems; and
- comply with legal, regulatory and professional obligations.
We review the personal information we hold periodically and aim to ensure it remains accurate, relevant and limited to what is genuinely needed for these purposes.
Sharing personal information
We share personal information only where it is necessary and appropriate.
Depending on the services you receive, this may include carefully selected providers who support the operation of our business, including providers of:
- website hosting and website maintenance;
- website analytics;
- email and productivity services;
- video conferencing;
- secure cloud storage;
- newsletter distribution;
- payment processing;
- leadership assessment platforms;
- accounting and financial administration; and
- professional advice, including legal, insurance and accounting services.
These organisations process information only for agreed purposes and are expected to maintain appropriate standards of confidentiality, security and data protection.
We never sell personal information or allow third parties to use it for their own marketing purposes.
9. Coaching Sponsored by Organisations
Many of our coaching engagements are commissioned and funded by organisations.
In these circumstances, the sponsoring organisation may provide information that enables us to deliver the engagement effectively, such as your role, business contact details and the agreed objectives of the coaching.
Unless otherwise agreed, any communication with the sponsoring organisation is limited to information necessary to manage the engagement. This may include scheduling, attendance, progress against agreed coaching objectives and overall themes.
The content of coaching conversations, personal reflections and coaching notes remains confidential unless you have expressly agreed that information may be shared or disclosure is required by law.
We believe this balance between organisational accountability and individual confidentiality is essential to effective executive coaching.
10. Professional Standards, Accreditation and Supervision
Maintaining high professional standards is an important part of our practice.
From time to time, we may be required to provide limited administrative information to recognised professional bodies in connection with professional accreditation, membership or quality assurance processes. This may include organisations such as the International Coaching Federation (ICF) or the European Mentoring and Coaching Council (EMCC).
Where this is required, we will disclose only the minimum information necessary, which may include details such as the existence of a coaching engagement, the dates of coaching and the number of coaching hours completed.
We do not disclose coaching conversations, coaching notes, assessment results or confidential personal information for accreditation or audit purposes unless you have provided your explicit consent or we are legally required to do so.
As part of maintaining professional standards, we may also participate in professional supervision or peer consultation. Where coaching engagements are discussed for professional development purposes, all reasonable steps are taken to preserve confidentiality and avoid identifying individuals unless this is necessary and appropriate, or you have given your consent.
11. International Transfers of Personal Information
Some of the organisations that help us deliver our services may process or store personal information outside Gibraltar, the United Kingdom or the European Economic Area (EEA).
These may include providers of cloud storage, email services, video conferencing, website analytics, newsletter distribution, payment processing and other business systems.
Where personal information is transferred internationally, we seek to ensure that appropriate safeguards are in place. Depending on the provider and the country involved, these safeguards may include adequacy decisions recognised by the European Commission, Standard Contractual Clauses or other recognised transfer mechanisms.
We work with reputable providers that maintain appropriate standards of information security and data protection.
12. Keeping Personal Information Secure
Protecting personal information is a core responsibility of The Leadership Workspace.
We maintain appropriate technical and organisational measures designed to protect personal information against accidental loss, unauthorised access, misuse, alteration or disclosure.
These measures include, where appropriate:
- secure password management;
- multi-factor authentication where available;
- encrypted cloud-based services;
- secure storage of paper records;
- restricted access to personal information;
- routine review of the systems and providers we use;
- secure disposal of confidential records when they are no longer required; and
- regular review of our working practices.
While no electronic system can ever be completely secure, we continually review our security practices to maintain appropriate protection for the information entrusted to us.
13. How Long We Keep Personal Information
We retain personal information only for as long as it is reasonably necessary to fulfil the purposes for which it was collected, meet our legal, regulatory and professional obligations, and protect our legitimate business interests.
As a guide:
- enquiries that do not lead to an engagement are normally retained for up to 12 months;
- client records are retained for 12 months following the completion of an engagement;
- personal coaching notes are retained only for as long as they are reasonably required to support the coaching relationship or meet professional obligations, after which they are securely destroyed;
- financial records are retained for the period required by applicable accounting and taxation legislation; and
- newsletter subscription information is retained until you unsubscribe or ask us to remove your details.
Where personal information is no longer required, it is securely deleted, destroyed or anonymised where appropriate.
14. Your Rights
Under applicable data protection legislation, you have a number of rights in relation to your personal information.
These include the right to:
- request access to the personal information we hold about you;
- request correction of inaccurate or incomplete information;
- request deletion of personal information where there is no lawful reason for us to continue processing it;
- request that we restrict how we process your information in certain circumstances;
- object to certain types of processing;
- receive certain personal information in a portable format where this is technically feasible; and
- withdraw your consent at any time where we rely on consent as the legal basis for processing.
If you would like to exercise any of these rights, please contact us using the details at the end of this policy.
We aim to respond to all requests promptly and, in most cases, within one month.
15. Cookies
Our website uses cookies and similar technologies to ensure the website functions effectively and to help us understand how visitors use it.
Essential cookies are used to support the operation and security of the website.
Where you choose to accept them, analytics cookies help us understand how our website is used so that we can continue to improve it.
You can manage your cookie preferences through our cookie banner or through your browser settings at any time.
16. Links to Other Websites
Our website may include links to third-party websites, including professional organisations, social media platforms and other external resources.
We are not responsible for the privacy practices or content of those websites. We encourage you to read the privacy policies of any external websites that you visit.
17. Changes to This Policy
We review this Privacy & Data Protection Policy periodically to ensure it continues to reflect our services, the technology we use and our legal obligations.
The most recent version will always be published on our website, together with the date it was last updated.
18. Contact Us
If you have any questions about this Privacy & Data Protection Policy or how we process personal information, please contact:
The Leadership Workspace
Email: rebecca@theleadershipworkspace.com
Website: www.theleadershipworkspace.com
We hope to resolve any questions or concerns promptly and fairly.
If you believe that we have not handled your personal information appropriately, you also have the right to make a complaint to the relevant data protection supervisory authority.
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