Emilie Is A Coach · Policies
Privacy Notice
1. Purpose of This Privacy Notice
This Privacy Notice explains how Olsen Digital Media Limited and Emilie Beck Olsen (“we”, “us” or “our”) collect, use, store and disclose personal information in connection with coaching services and related business activities.
The coaching service is intended for adults who may parent, care for, support, teach, supervise or work with children and young people.
We respect the privacy of Clients and aim to collect only personal information reasonably required to provide and administer the coaching service.
2. Data Controller
For the purposes of applicable data-protection law, Olsen Digital Media Limited is responsible for determining how and why personal information is processed in connection with the coaching service.
The Coach may process personal information on behalf of the Company or in connection with providing the coaching service.
3. Information We Collect
We may collect the following categories of information:
Contact and Booking Information
This may include:
- Name;
- Email address;
- Telephone number;
- Billing information;
- Appointment details;
- Time-zone information; and
Communications concerning bookings, cancellations or rescheduling.
Payment Information
Payments may be processed by third-party payment providers.
We may receive limited payment-related information, such as:
- Payment status;
- Transaction reference;
- Amount paid;
- Currency;
- Payment date; and
Limited card or payment-method information.
We do not ordinarily receive or store full payment-card details.
Coaching Information
During coaching you may voluntarily provide personal information concerning:
- Parenting;
- Caring for or supporting children;
- Teaching or working with children;
- Relationships and interactions with children or young people;
- Family relationships;
- Professional circumstances;
- Workplace or educational environments;
- Personal circumstances;
- Stress;
- Relationships;
- Wellbeing;
- Habits;
- Goals;
- Challenges; and
Other matters relevant to coaching.
We may maintain limited coaching notes where reasonably necessary.
Information About Children, Young People and Other People
Because coaching may involve relationships or work involving children and young people, Clients may discuss children, students, family members, colleagues, parents, guardians or other third parties.
Children and young people discussed during coaching are ordinarily not Clients.
We encourage Clients not to provide unnecessary identifying information concerning children, young people or other third parties.
Where such information is provided, we will seek to use it only to the extent reasonably necessary for the coaching relationship or another lawful purpose described in this Privacy Notice.
Technical and Usage Information
Depending on the services used, we may receive information such as:
- IP address;
- Device type;
- Browser type;
- Operating system;
- Approximate location;
- Login or access information;
- Website activity;
- Cookies or similar technologies; and
Technical error information.
Communications
We may retain emails, messages, forms, complaints, feedback and other communications sent to us.
4. How We Use Personal Information
We may use personal information to:
- Provide and administer coaching services;
- Schedule and manage appointments;
- Process payments;
- Communicate with Clients;
- Respond to enquiries;
- Maintain business and coaching records;
- Prepare limited coaching notes;
- Provide requested materials;
- Manage cancellations and refunds;
- Improve services and client experience;
- Maintain security;
- Prevent fraud, misuse or unlawful activity;
- Handle complaints;
- Obtain professional advice;
- Comply with legal and regulatory obligations;
- Respond to lawful requests from authorities;
- Establish, exercise or defend legal rights; and
Manage the Company's business.
We will not use personal information for purposes incompatible with the purposes described in this Privacy Notice unless permitted or required by law.
5. Legal Bases for Processing
Depending on the circumstances, we may process personal information because:
- Processing is necessary to perform a contract with the Client;
- Processing is necessary to take steps at the Client's request before entering into a contract;
- Processing is necessary to comply with a legal obligation;
- Processing is necessary to protect someone's vital interests;
- Processing is necessary for legitimate business interests, provided those interests are not overridden by the Client's rights; or
The Client has provided consent.
Where we rely on consent, the Client may withdraw consent at any time. Withdrawal does not affect processing that occurred before withdrawal.
6. Sensitive Personal Information
Coaching discussions may involve sensitive information, including information concerning:
- Health;
- Mental health;
- Emotional wellbeing;
- Family circumstances;
- Children or young people;
- Abuse or safeguarding;
- Relationships;
- Professional circumstances; or
Other personal matters.
We aim to process sensitive information only where reasonably necessary, with appropriate safeguards and on a lawful basis.
Clients should avoid providing unnecessary sensitive information about themselves or other people.
7. Child and Vulnerable-Person Safeguarding
Because coaching may involve information about children and young people, safeguarding concerns may occasionally arise.
Where we reasonably believe that a child, young person or vulnerable person may be experiencing abuse, neglect, exploitation or serious harm, information may be used or disclosed as reasonably necessary to seek safeguarding advice or take action permitted or required by applicable law.
This may include communication with appropriate healthcare professionals, safeguarding services, emergency services, law-enforcement agencies or public authorities.
Clients who work professionally with children remain responsible for complying with safeguarding and reporting obligations that apply independently to their own role.
8. Disclosure of Personal Information
We may disclose personal information to:
- Payment processors;
- Scheduling and booking providers;
- Video-conferencing and communication providers;
- Email and hosting providers;
- Information-technology and security providers;
- Professional advisers;
- Accountants, auditors and insurers;
- Legal advisers;
- Regulators, courts and public authorities;
- Emergency or safeguarding services where appropriate;
- Business purchasers or successors in connection with a business transaction; and
Other persons where the Client has consented or disclosure is permitted or required by law.
We seek to use service providers that provide appropriate confidentiality and security protections.
9. International Transfers
Some service providers may process personal information outside Hong Kong or outside the jurisdiction where the Client is located.
Where personal information is transferred internationally, we will take reasonable steps to ensure that the transfer is lawful and that appropriate safeguards are applied where required.
10. Data Security
We use reasonable administrative, technical and organisational measures intended to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
No method of transmission or storage is completely secure.
The Client is responsible for using secure devices, accounts and connections and for keeping login details confidential.
11. Data Retention
We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Notice, including to:
- Provide services;
- Maintain business records;
- Resolve disputes;
- Handle complaints;
- Comply with legal, tax, accounting or regulatory obligations;
- Establish, exercise or defend legal rights; and
Prevent fraud or misuse.
Retention periods may vary depending on the type of information and the purpose for which it is held.
When information is no longer required, we will take reasonable steps to delete it, anonymise it or securely dispose of it.
12. Data Minimisation
We aim to collect only information that is adequate and reasonably necessary for the purpose for which it is collected.
Clients are encouraged not to send unnecessary:
- Medical records;
- Psychological records;
- Children's or young people's full identifying information;
- School or educational records;
- Employment or personnel files;
- Safeguarding records;
- Legal documents;
- Court files; or
- Other sensitive third-party information
unless the Coach has specifically requested the information and there is an appropriate reason for providing it.
13. Cookies and Similar Technologies
Our website or online services may use cookies or similar technologies to:
- Operate essential functions;
- Remember preferences;
- Understand website usage;
- Improve performance;
- Maintain security; and
Support analytics or marketing where permitted.
The Client may be able to control cookies through browser settings.
Disabling certain cookies may affect website functionality.
14. Marketing Communications
We may send service-related communications where necessary to administer the coaching relationship.
We will send marketing communications only where permitted by applicable law.
The Client may unsubscribe from marketing communications by using the unsubscribe option provided or by contacting us.
Unsubscribing from marketing communications will not prevent us from sending essential service or administrative messages.
15. Data Minimisation
We aim to collect only information that is adequate and reasonably necessary for the purpose for which it is collected.
Clients are encouraged not to send unnecessary:
- Medical records;
- Psychological records;
- Children's or young people's full identifying information;
- School or educational records;
- Employment or personnel files;
- Safeguarding records;
- Legal documents;
- Court files; or
- Other sensitive third-party information
unless the Coach has specifically requested the information and there is an appropriate reason for providing it.
16. Client Rights
Subject to applicable law, the Client may have rights to:
- Request access to personal information;
- Request correction of inaccurate or incomplete information;
- Request deletion of information;
- Request restriction of processing;
- Object to certain processing;
- Withdraw consent where processing is based on consent;
- Request data portability where applicable; and
Complain to a relevant data-protection or privacy authority.
These rights may be subject to legal exceptions and limitations.
Requests should be sent to:
emilieolsencoach@gmail.com
We may need to verify the Client's identity before responding.
17. Privacy of Other People
If you provide information about a child, young person, parent, guardian, partner, family member, colleague, student or other person, please consider that person's privacy.
Only provide information reasonably necessary for the coaching relationship.
You should not send documents or sensitive third-party information simply because they relate generally to an issue being discussed.
18. Third-Party Websites and Services
Our website or communications may contain links to third-party websites or services.
We are not responsible for the privacy practices, security or content of third parties.
The Client should review the privacy notices of third-party services before using them.
19. Changes to This Privacy Notice
We may update this Privacy Notice from time to time.
The updated version will be posted or otherwise made available with a revised effective date.
Where required, we will provide additional notice or obtain consent.
20. Contact
Questions, requests or complaints concerning privacy should be sent to:
emilieolsencoach@gmail.com