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Client Privacy Notice 

This notice applies to clients and parents who have entered into a coaching relationship with Talk To Irene.

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Talk To Irene
(Eenmanszaak, based in the Netherlands)
Last updated: [16/01/2026]

1. What this notice is for

This Privacy Notice explains how I collect, use, store, and protect personal information once you enter into a coaching relationship with me, including when you complete intake questionnaires, attend coaching sessions, or communicate with me as part of ongoing coaching.


Throughout this notice, the term “parent” also includes legal guardians or primary caregivers.


This notice applies to coaching clients and parents, and is separate from the website privacy policy, which covers website use only.


I process personal data in accordance with the EU General Data Protection Regulation (GDPR) and applicable Dutch privacy laws.

2. What information I collect

Basic contact information​

  • Name

  • Email address

  • Phone number

  • Emergency contact details (where required)

 

Practical and administrative information

  • Availability for sessions

  • Scheduling records

  • Billing and payment information

  • Signed agreements and consent forms

 

For minors (ages 13–18)

  • Parent/guardian contact details

  • Parental consent documentation

 

Coaching-related information

  • Information you choose to share during coaching sessions

  • Intake questionnaire responses

  • Brief non-clinical notes kept to support the coaching process (not shared with anyone)

 

I do not actively request or store special categories of data (such as medical records or diagnoses). If such information is voluntarily shared and directly relevant to coaching, it is handled with additional care.

3. Why I collect this information

Your information is used for the following purposes:

  • To provide coaching sessions and related support

  • To communicate about scheduling, sessions, and practical matters

  • To manage payment and invoicing

  • To meet professional and legal obligations (e.g. record-keeping)

  • To support safeguarding responsibilities if a serious wellbeing or safety concern arises

 

I do not use client data for marketing purposes without explicit consent.

4. Legal basis for processing (GDPR)

I process personal data under the following legal bases:

  • Contract — to deliver coaching services

  • Consent — particularly for coaching with minors

  • Legitimate interest — to maintain minimal records supporting safe, professional coaching

  • Legal obligation — for tax, accounting, and administrative requirements

 

Consent may be withdrawn at any time, subject to legal retention obligations.

5. How your information is stored

  • All data is stored in secure, password-protected digital systems

  • Session notes are kept separately from billing and contact information

  • Access is restricted to me (Irene Tsui) only

  • Information is not shared with third parties unless:

    • you explicitly request it, or

    • disclosure is required by law or safeguarding duty

6. How long your data is kept

  • Coaching records (agreements, invoices, notes): up to 7 years

  • Emails and scheduling information: for the duration of the coaching relationship

  • Parental consent forms: 7 years

  • Enquiries that do not lead to coaching: up to 6 months, then securely deleted

 

You may request deletion earlier where legally permitted.

7. Confidentiality and safeguarding

Everything shared in coaching is treated as confidential.

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Exceptions apply only where:

  • there is a serious risk of harm to you or others

  • disclosure is legally required

  • minimal anonymised information is used in professional supervision

 

Where possible, I will discuss any need to share information with you first, unless doing so would increase risk.

8. Your rights under GDPR

You have the right to:

  • Access your personal data

  • Request correction of inaccuracies

  • Request deletion (where legally possible)

  • Restrict processing

  • Withdraw consent

  • Request a copy of your data

 

Requests can be made via the contact details below.

9. How to raise a concern

If you have questions or concerns about how your data is handled, please contact me directly.

If you remain dissatisfied, you may contact the Dutch Data Protection Authority:
Autoriteit Persoonsgegevens — https://autoriteitpersoonsgegevens.nl/

10. Contact details

Data Controller
Irene Tsui
Talk To Irene
Amsterdam, the Netherlands

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Email: privacy@talktoirene.nl

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