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🔐 Privacy Policy

Last updated: 11/06/2025

This Privacy Policy explains how Tracy Kearns Msc, operating as Truly Listening, Dreamweavers, and Unmasked Business, collects, uses, stores, and protects your personal information. I’m committed to protecting your privacy and holding your data with respect, care, and full transparency.

1. Scope

This policy applies only to data collected by me via my websites, forms, sessions, or direct contact. It does not extend to websites you may access via links from mine (e.g. Wix, YouTube, Stripe). Those sites have their own policies, so please check them before sharing your information.

2. Cookies

My website uses cookies to:

  • Understand how you use the site

  • Improve your experience

  • Support any analytics or embedded content (e.g. YouTube, Google Maps)

You can disable cookies via your browser settings at any time. A cookie banner will appear when you visit the site. You can learn more about cookies at https://www.allaboutcookies.org.

3. What I Collect

Depending on your relationship with me (adult client, parent, teen, child), I may collect:

  • Name, contact details

  • Child’s name and age

  • Emergency contact info

  • Intake responses

  • Coaching session notes

  • Health and neurodivergent info (only if relevant and consented)

  • Email/social media communications

  • Website form data

I do not store payment details. All transactions go through secure providers like Stripe, PayPal, Wix, or BACS.

4. Why I Collect It

I collect information to:

  • Deliver coaching, courses, workshops, or resources

  • Personalise and adapt services to your needs

  • Maintain safeguarding and wellbeing practices

  • Manage accounts, communication, and product delivery

  • Conduct market research and improve services

  • Send newsletters (only with your consent)

5. Legal Basis

I collect and process your data under:

  • Consent – you agree by submitting forms or signing contracts

  • Contract – to deliver services you’ve paid for or requested

  • Legitimate Interest – to maintain records, handle safeguarding, or run my business responsibly

6. Session Notes & Record Handling

  • Notes are minimal, focused on progress, goals, and coaching themes

  • They are stored in password-protected and encrypted files or a locked cabinet

  • Access is limited to me only

  • Notes may be discussed anonymously in supervision for professional development

7. Retention Periods

Type of Record Retention Length

Adult session notes 7 years after last session

Child/teen session notes Until they turn 25

Parental consent forms Until child turns 25

Emergency contact info Until client is inactive for 12 months

Payment/financial records 6 years (HMRC requirement)

Legacy Data:
From June 2025, all data is being reviewed and updated to meet current privacy standards. Older data is held under rolling review and deletion policies.

8. Your Rights

Under UK GDPR, you have the right to:

  • Request access to the data I hold about you

  • Request corrections, updates, or deletion

  • Withdraw consent at any time (unless legally required to retain)

  • Complain to the ICO if you believe your rights have been breached

9. Who Has Access?

Only me—Tracy Kearns—unless:

  • You give explicit written permission

  • Safeguarding or legal disclosure is required (e.g. risk of harm, court order)

  • Anonymised discussion occurs in supervision to support best practice

I do not sell or share your information for marketing purposes. Ever.

10. Communications & Social Media

If you contact me via email or social media, I may receive information you share voluntarily. I do not extract, store, or process social media data beyond the platform itself. You're bound by that platform’s privacy terms.

You may unsubscribe from emails or newsletters at any time.

11. Children & Teen Clients

  • Under 13s: Data is collected and stored only with parental/guardian consent

  • 13–17s: Data is stored with the young person’s consent

  • A child-friendly privacy explainer is available upon request

  • Safeguarding concerns will always be shared appropriately and legally

12. Security

All digital files are:

  • Encrypted and password protected

  • Stored with two-factor authentication enabled

  • Accessed only by me

Physical records (if used) are stored in a locked cabinet. Devices are protected by security software and kept updated.

13. Changes to This Policy

This Privacy Policy will be reviewed and updated as necessary. Any major changes will be announced via email or site notification. You are deemed to have accepted the new terms by continuing to use the site after changes are posted.

14. Contact

Tracy kearns
Email:info@trulylistening.co.uk
ICO Registration Number: [Insert when ready]

To access your data or ask a question, just email me.
You’ll get a response within 30 days.

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