Privacy Policy

Effective Date: 03/10/2025

Form and Flame Ltd (“we”, “our”, “us”) respects your privacy and is committed to protecting your personal data. This policy explains how we collect, use and protect personal information in connection with our executive coaching services.

1. Who We Are

Form and Flame Ltd
Company No: 14284453
Registered Address: 153 Kenilworth Road, Basingstoke, Hampshire, RG23 8JR
Email: tim@formandflame.com

We are the “data controller” for your personal information under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What Information We Collect

We may collect and process the following personal data:

Name, contact details (email, phone, address)
Professional information (job title, employer)
Information you share during coaching sessions
Billing and payment details
Website usage data if you visit our site (e.g. IP address, cookies)

We do not collect special category data unless you voluntarily share it during coaching and it is necessary for the service.

3. How We Use Your Information

We use your personal data to:

Provide and manage coaching services
Process payments and invoices
Communicate with you about appointments and services
Improve our services and maintain records
Comply with legal obligations

4. Legal Bases for Processing

We process your data on the following lawful bases:

Contract: to deliver the services you have requested.
Legitimate Interests: to manage and improve our business, including quality monitoring.
Consent: where you explicitly agree to marketing or sharing sensitive data.
Legal Obligation: to comply with tax or regulatory requirements.

5. Sharing Your Information

We do not sell your data. We may share it only with:

Service providers or subcontractors acting on our instructions (e.g. IT support, payment processors)
Regulators or authorities where required by law
Professional advisers (e.g. accountants) where necessary

All third parties are required to keep your data secure and use it only for the purposes agreed.

6. International Transfers

We generally store your data in the UK. If we transfer it outside the UK, we will ensure appropriate safeguards are in place (such as standard contractual clauses).

7. Data Retention

We keep personal data only for as long as necessary to provide our services, meet legal obligations, or resolve disputes. After this period it will be securely deleted or anonymised.

8. Your Rights

You have the following rights under UK GDPR:

Access to your personal data
Rectification of inaccurate data
Erasure (“right to be forgotten”)
Restriction or objection to processing
Data portability
Withdraw consent at any time (where processing is based on consent)

To exercise your rights, email tim@formandflame.com.

9. Security

We take appropriate technical and organisational measures to protect your personal data against loss, misuse, unauthorised access, alteration or disclosure.

10. Cookies

If our website uses cookies, we will provide a separate Cookie Notice explaining the types of cookies used and how you can manage them.

11. Marketing

We will only send you marketing communications if you have opted in. You can opt out at any time by using the unsubscribe link or contacting us at tim@formandflame.com.

12. Complaints

If you have concerns about how we handle your data, please contact us first at tim@formandflame.com. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO): www.ico.org.uk.

13. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on request or on our website.