Privacy Notice

Last updated: 22 December 2025

1. Who we are

This Privacy Notice explains how personal data is collected and used by Haynes_Shariff Business Consultants Ltd (“we”, “us”, “our”).

Data Controller:
Haynes-Shariff Business Consultants Ltd
Wymering House, 4 Stuart Road, High Wycombe, BUCKINGHAMSHIRE, HP13 6AG
Email: adie@hayneshariff.com

2. What data we collect

We may collect and process the following personal data in a professional coaching and advisory context:

Contact details (name, email address, role, organisation)

Professional information shared during coaching sessions, interviews, or workshops
Audio recordings of coaching sessions (where agreed)
Brief written notes or summaries derived from sessions
Communications with us (emails or messages)
We do not intentionally seek to collect special category data (such as health, political views, or sexual orientation). If such information is voluntarily shared in a coaching context, it is handled with strict minimisation and care.

3. Recording of sessions

Where coaching sessions are recorded:
Recordings are used solely for analysis and reflection purposes
Recordings are deleted once analysis is complete
We do not retain full transcripts of coaching sessions
Recording is discussed in advance and forms part of the agreed coaching process.

4. How we use your data

We use personal data to:

Deliver coaching, facilitation, and advisory services
Analyse coaching sessions or interviews to generate insight and learning
Design and refine leadership programmes and workshops
Communicate with you in a professional context
Meet legal, contractual, and regulatory obligations
Analysis may include the use of secure third-party tools, including AI-based analysis tools, to support synthesis and reflection. Where possible, data is minimised and identifiers are removed.

5. Lawful basis for processing

We process personal data under the following lawful bases:

Contract – where processing is necessary to deliver agreed coaching or advisory services
Legitimate interests – to improve the quality, effectiveness, and design of our work, balanced against your rights and expectations
Consent – where explicitly required (for example, session recording)
You may withdraw consent at any time where consent is the lawful basis.

6. Use of third-party providers and AI tools

We use trusted third-party service providers (such as email, document storage, and AI-based analysis tools) to support our work.

Specifically:
AI tools are used as an analysis aid, not as a decision-maker
Session recordings or notes are processed for analysis and then deleted
We do not allow third-party providers to use personal data for their own purposes
Appropriate contractual and security safeguards are in place with providers where required.

7. International data transfers

Some service providers may process data outside the UK. Where this occurs, appropriate safeguards (such as UK Addendum or Standard Contractual Clauses) are used to ensure protection in line with UK GDPR.

8. Data retention

We retain personal data only for as long as necessary:

Session recordings are deleted after analysis
Notes and summaries are retained only where needed for ongoing professional work
Contact details are retained for the duration of the professional relationship
Data is securely deleted or anonymised when no longer required.

9. Your rights

Under UK GDPR, you have the right to:

Access your personal data
Request correction of inaccurate data
Request erasure of your data
Object to or restrict processing
Withdraw consent (where applicable)
To exercise your rights, contact: adie@haynesshariff.com

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

10. Security

We apply appropriate technical and organisational measures to protect personal data, including access controls, secure systems, and careful handling of recordings and notes.

11. Changes to this notice

This Privacy Notice may be updated from time to time. The most current version will be available on our website.