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Privacy Policy

Privacy Policy


Updated: 15th February 2026

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Saara Kuvaja and Saara Kuvaja Coaching (“we”, “us”, or “our”) operates the website www.saarakuvaja.com (“Website”). This Privacy Policy explains how we collect, use, and protect your personal data and your rights under UK data protection laws.

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We are registered with the Information Commissioner’s Office (ICO Registration: ZC039790) and comply with UK GDPR and all relevant data protection laws.

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1. Personal Data We Collect

  • Website visitors: IP address, browser type, device information, operating system, analytics data (pages visited, time spent, clicks, scrolling, searches), and cookies.

  • Coaching clients: Name, email, phone, emergency contact, session notes, coaching goals, and other voluntary information. Sensitive data (health, neurodivergence, etc.) only when shared for coaching purposes.

  • Communications: Emails, contact form submissions, and feedback.

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2. How We Use Your Personal Data

We use your data to provide and manage coaching services (sessions, scheduling, follow-up), respond to enquiries, improve our Website and services through analytics, send marketing communications (with your consent), process payments securely via Stripe, and meet legal obligations and protect rights or property.

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3. Legal Basis for Processing

Our processing is based on:

·       Performance of a contract: Delivering coaching services

·       Consent: Marketing emails, cookies, and sensitive data processing (e.g., Fathom.ai)

·       Legitimate interests: Business operations, website analytics, service improvement

·       Legal obligations: Compliance with law and regulations

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4. Data Storage and Security

Your data is stored securely on WIX, Google Workspace, and Stripe systems. We use encryption, password-protected systems with limited access, and regular reviews of security measures.

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AI-Assisted Session Notes (Fathom.ai):
We may use Fathom.ai to record online sessions and generate session summaries for accurate record-keeping and coaching support. This will only occur with your consent prior to each session. You may withdraw consent at any time and request deletion of any recordings. Session recordings and summaries are securely stored and accessible only to your coach.


Fathom.ai Privacy Policy: https://fathom.video/privacy

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5. Data Retention

·       Coaching records: Retained for 3 years after the end of the coaching relationship, then securely deleted.

·       Website analytics and cookies: Up to 24 months unless anonymised

·       Communications and billing records: Retained as legally required

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6. Your Data Rights

Under UK GDPR, you may access and receive a copy of your data, correct inaccuracies, request deletion (“right to be forgotten”), restrict or object to processing, request data portability, and withdraw consent at any time. Contact us at hello@saarakuvaja.com to exercise these rights. Identity verification may be required.

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7. Sharing Your Data

We share data only with trusted service providers necessary for operations:

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·       WIX: Website hosting and forms (Privacy Policy)

·       Google Workspace: Email, calendar, AI tools (Privacy Policy; Cloud Privacy Notice)

·       Microsoft 365: Email, calendar, document storage, AI tools (Privacy Policy)

·       Stripe: Payment processing (Privacy Policy)

·       Fathom.ai: Session recordings and summaries (Privacy Policy)

·       Calendly: Scheduling and appointment management (Privacy Policy; Terms of Service)

·       Dubsado: Client management, contracts, invoicing, scheduling (Privacy Policy)

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Other disclosures may occur to comply with legal obligations, protect rights or property, or in business transfers (merger, acquisition, sale of assets).

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8. Cookies and Tracking

We use cookies for essential functionality, analytics, and marketing (only with consent via the cookie banner). You can manage cookies via your browser settings; disabling some cookies may affect website functionality.

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9. Special Category Data

Sensitive data shared for coaching (health, neurodivergence, etc.) is stored securely, accessed only by your coach, and used strictly for coaching purposes with your consent.

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10. Data Breach Procedures

In the event of a data breach, affected individuals will be notified promptly, the ICO will be informed as required by law, and measures will be taken to prevent recurrence.

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11. Links to Other Sites

We are not responsible for external sites. Please review their privacy policies separately.

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12. Changes to This Policy

Updates will be posted here with the effective date. Continued use of our Website or services constitutes acceptance.

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13. Website Terms

See: Website Terms and Conditions.

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14. Contact Us

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Saara Kuvaja Coaching
Email: hello@saarakuvaja.com
 

Address:

Concorde House

18 Margaret Street

BRIGHTON

BN2 1TS

England

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