Privacy policy
How we look after your information.
This page explains what information ActionCOACH Liverpool collects, how we use it, including how we use AI tools in our coaching, and the choices you have.
1. Who we are
ActionCOACH Liverpool is the business coaching practice of Luke Kay, based at The Plaza, 100 Old Hall Street, Liverpool L3 9QJ. We are the data controller for the personal information described in this policy, which means we decide how and why it is used.
ActionCOACH Liverpool is independently owned and operated under licence from ActionCOACH. ActionCOACH head office has its own privacy policy for the information it holds.
If you have any questions about this policy or how we use your information, drop us a message at lukekay@actioncoach.co.uk or call 0151 440 2410.
2. What we collect
We only collect what we need to run the coaching, the events and this website. Depending on how you work with us, that can include:
If you enquire, book a call or come to an event
- Your name, email address, phone number, company name and job title
- What you tell us about your business and what you want from coaching
- Booking details, event attendance and any dietary requirements you give us for an event
If you become a coaching client
- Business information you share with us: accounts, management figures, plans, KPIs, team structure and the goals you set
- Personal goals you choose to share as part of the coaching, because the business plan starts with the life you want from it
- Notes, summaries and action plans from your sessions, 90-day planning days and masterclasses
- Recordings and transcripts of sessions and calls, where you have agreed to them (see section 5)
- Focus sheets, surveys and other forms you complete between sessions
- Billing and payment records. Card details are handled by our payment provider and we never see or store the full card number
If you use this website
- Technical information such as your IP address, browser, device and the pages you visit, collected through cookies and analytics (see section 12)
We do not ask for special category information (such as health, religion or ethnicity). If you choose to share something like that with us during coaching, we will only record it where it is relevant to the work and you are comfortable with that.
3. How we use it
UK data protection law means we need a lawful reason for every use. These are ours:
| What we do | Why we are allowed to |
|---|---|
| Reply to your enquiry and book your free business review | Taking steps at your request before a contract, and our legitimate interest in running the business |
| Deliver your coaching: sessions, planning days, masterclasses, notes, action plans and follow-up | Performing our contract with you |
| Prepare for and review sessions, including with AI tools (see section 4) | Performing our contract with you, and our legitimate interest in coaching you well |
| Run events you have booked | Performing our contract with you |
| Invoice you and keep accounting records | Performing our contract, and our legal obligations |
| Send you useful content, event invitations and offers | Your consent, or our legitimate interest where you are an existing client or have asked about our services. You can opt out at any time |
| Improve the website and understand how it is used | Our legitimate interest, and your consent for non-essential cookies |
| Share client results and testimonials | Only ever with your written permission |
We never sell your information.
4. How we use AI
We use AI tools to do a better job for you and to spend more of our time on the coaching itself. This is what that means in practice.
What we use AI for
- Session notes and summaries. Recordings and transcripts of sessions and calls can be summarised by AI so your notes, decisions and actions are captured accurately and sent to you quickly.
- Preparing for sessions. We may use AI to review your numbers, previous notes and plans so we come into each session with the right questions.
- Drafting materials. Plans, templates, worksheets and follow-up emails may be drafted with AI help and then checked and finished by us.
- Running the business. Admin, scheduling, research and content for this website and our social media.
What we do not do
- No automated decisions about you. AI never decides anything that affects you on its own. Every recommendation you get from us comes from Luke, and AI is a tool that helps him get there.
- No training on your data. We use accounts and settings with our AI providers that stop your information being used to train their public models.
- No sharing beyond what is needed. We only put into an AI tool what is needed for the task, and we do not use AI to profile you or to build a picture of you beyond the coaching.
Which tools
The AI providers we currently use are Read AI (meeting recording, transcription and summaries) and Anthropic (Claude). Each is a data processor working under our instructions and a written contract, and we review the providers we use regularly. We will update this policy if that changes.
Your choices
If you would prefer that your sessions are not recorded, or that your information is not processed with AI tools, tell us and we will work another way. It will not affect the coaching you get from us. You can change your mind at any time.
5. Recording sessions and calls
Coaching sessions, discovery calls and online meetings may be recorded and transcribed so that we can give you accurate notes and so that we can review our own coaching. We will always tell you at the start when a recording is running, and you can ask us to stop at any point.
Recordings and transcripts are stored securely, used only for your coaching and our own review, and are never shared outside ActionCOACH Liverpool and the processors listed in section 6 without your permission. Group events may be recorded as well, and we will tell you when that is the case.
7. Where your data is stored
Some of the companies above store information outside the UK, mainly in the United States and the European Economic Area. Where that happens, the transfer is covered by UK adequacy regulations, the UK extension to the EU-US Data Privacy Framework, or the UK International Data Transfer Agreement, so your information gets the same protection it would here.
8. How long we keep it
| Information | How long |
|---|---|
| Enquiries that do not go ahead | Up to 2 years from our last contact |
| Client coaching records, notes and plans | For the length of the coaching and 6 years after it ends |
| Session recordings and transcripts | Up to 12 months after the session, unless you ask us to delete them sooner or we agree to keep them for a specific purpose |
| Invoices and accounting records | 6 years after the end of the financial year, as the law requires |
| Marketing contact details | Until you unsubscribe or we have had no engagement from you for 2 years |
| Website analytics | Up to 26 months |
9. Keeping it safe
Your information is stored on secure, access-controlled systems with two-factor authentication, and only the people who need it to do their job can see it. We review who has access and keep our devices and accounts up to date. If anything ever went wrong with your information, we would tell you and the Information Commissioner’s Office where the law requires it.
10. Your rights
You are in control of your information. You can ask us to:
- Show you the information we hold about you
- Correct anything that is wrong
- Delete it, where we no longer need it
- Stop or limit how we use it, including stopping recording or AI processing
- Give you a copy in a format you can take elsewhere
- Stop marketing to you at any time
- Withdraw consent where consent is what we rely on
To do any of these, drop us a message at lukekay@actioncoach.co.uk. We will reply within one month. If you are not happy with how we handle your information, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would rather you came to us first so we can put it right.
11. Marketing
If you are a client or have asked about our coaching, we may send you content, event invitations and offers we think will be useful. Every email has an unsubscribe link, and you can opt out at any time by replying to any email or messaging us. We do not share your details with other companies for their marketing.
13. Changes to this policy
We will update this page when the way we use your information changes, for example if we start using a new AI tool. The date at the top shows when it was last updated. If a change affects how we use existing clients’ information, we will tell you directly.
14. Contact us
ActionCOACH Liverpool
The Plaza, 100 Old Hall Street, Liverpool L3 9QJ
Email: lukekay@actioncoach.co.uk
Phone: 0151 440 2410
Any questions?
If anything here isn’t clear, or you want to know exactly what we hold about you, drop us a message and we’ll sort it.