1. Who We Are

This Privacy Notice explains how Becoming collects, uses, stores and protects personal information when you visit our website, make an enquiry, purchase or participate in our services, access our digital resources or otherwise interact with us.

Data controller: The Becoming Method LTD

Trading as: The Becoming Method

Business address: 1-2 Burland Terrace, Leeds.

Email: Cheryl.rhodes@thebecomingmethod.org

2. What Information We May Collect

We aim to collect only information that is reasonably necessary to operate our business and provide our services safely and effectively. This may include:

·         identity and contact information, such as your name, address, email address, telephone number and date of birth;

·         programme, booking and appointment information;

·         payment and transaction records, although full payment-card details are normally handled by the relevant payment provider;

·         coaching notes, session summaries, agreed action points and other records created during the coaching relationship;

·         communications you send through email or WhatsApp;

·         information you choose to disclose about your physical or psychological health, medication, pregnancy, injury, recent surgery or other circumstances where relevant to safe participation;

·         attendance records and relevant observations from live sessions where necessary for professional record keeping and safety;

·         Fathom recordings, transcripts and session summaries from one-to-one sessions;

·         technical or account information connected with the members area or online services; and

·         photographs, video, testimonials or other promotional material only where you have separately chosen to give permission.

3. Why We Use Your Information

We may use your personal information to:

·         provide and manage our services, including The Becoming Programme, one-to-one coaching, live sessions and digital resources;

·         arrange appointments, live sessions and programme access;

·         communicate with you about our services, your participation, questions, reflections, enquiries or practical arrangements;

·         create and maintain appropriate coaching records, session notes, summaries and agreed action points;

·         consider whether an adaptation, additional precaution, medical clearance or alternative practice may be appropriate for your safety;

·         provide access to relevant digital resources, including The Becoming Guide, members area, recordings and supporting resources where applicable;

·         respond to concerns, complaints or safeguarding issues;

·         maintain appropriate business, accounting, insurance and legal records; and

·         protect the security and integrity of our services and systems.

4. Our Lawful Bases for Processing

Under UK data-protection law, we must have a lawful basis for using personal information. Depending on the purpose, we may rely on the performance of our contract with you, compliance with a legal obligation, our legitimate interests in operating and protecting the business and maintaining appropriate professional records, or your consent where consent is the appropriate basis.

Health and wellbeing information is classed as special-category personal data and receives additional protection. Where you voluntarily provide such information so that we can consider safe participation or appropriate adaptations, we will normally rely on your explicit consent to process it. Where necessary, information may also be retained or used for the establishment, exercise or defence of legal claims.

Optional photographs, video, testimonials and promotional use are handled separately and are not a condition of receiving coaching or participating in the programme.

5. Fathom Recordings, Transcripts and Session Notes

One-to-one coaching sessions may be recorded and transcribed using Fathom for the purpose of creating accurate session notes, summaries and agreed action points. You will be informed when recording is taking place.

Once the transcript and relevant notes have been checked and shared with you, the original audio/video recording will be deleted. The written transcript, summary or coaching record may be retained as part of your professional client record in line with applicable legal, insurance and record-keeping requirements.

Fathom recordings and transcripts are not used for advertising, social media or other promotional purposes unless separate, specific permission has been obtained.

6. Live Group Session Recordings

Meditation, breathwork and nervous-system regulation sessions may occasionally be recorded and made available securely within the private members area. Participants will be informed when a session is being recorded.

Wherever practical, participant galleries, names and personal sharing will be excluded from the recording. Group question-and-answer sessions and personal coaching discussions are not routinely recorded unless you are told in advance and appropriate privacy arrangements are in place.

7. Who We May Share Information With

We do not sell your personal information. We may use trusted service providers to help us operate our business and deliver and administer our services. Depending on the services you use, these may include:

·         Zoom or another online meeting provider;

·         Fathom for one-to-one session recording, transcription and notes;

·         WhatsApp / Meta for client communication;

·         our website, members-area, booking or email-service providers;

·         our payment processor;

·         secure cloud-storage or administrative service providers;

·         OpenAI / ChatGPT where you choose to use Becoming AI;

·         our accountant, insurer, solicitor or other professional advisers where reasonably necessary; and

·         public authorities, regulators, emergency services or safeguarding bodies where disclosure is required or permitted by law.

Where a service provider processes information on our behalf, we aim to use appropriate contractual and security arrangements. Some providers may process information outside the United Kingdom. Where this occurs, we will rely on an appropriate lawful transfer mechanism or safeguard where required.

8. Becoming AI

Becoming AI is an optional reflective tool provided through ChatGPT. You choose what information you enter into the service. You should avoid entering information that you do not wish to provide to an external AI service.

Use of Becoming AI is also subject to the AI provider's own terms and privacy arrangements. The Becoming Method does not have access to your unrelated ChatGPT conversations or the rest of your personal ChatGPT account simply because you use Becoming AI.

9. How Long We Keep Your Information

We keep personal information only for as long as it is reasonably necessary for the purpose for which it was collected, taking account of legal, tax, insurance, safeguarding and professional record-keeping requirements.

Record

Typical retention approach

Client agreement and core client record

At least 7 years after the end of the client relationship or last relevant session, in line with professional insurance and record-keeping requirements.

Coaching notes, summaries and relevant transcripts

At least 7 years after the last relevant session, where they form part of the professional client record.

Relevant health or safety disclosures

Retained with the professional client record where necessary for safety, insurance or legal purposes.

Original Fathom audio/video recording

Deleted once the transcript and relevant notes have been checked and shared with the Client.

Live-session attendance / relevant observations

Retained where required as part of professional or insurance records.

Financial and invoice records

Retained for the period required by applicable tax and accounting rules.

Optional media / testimonial consent records

Retained for as long as the relevant material is used, together with an appropriate record of the permission given.

We may retain information for longer where this is reasonably necessary for an ongoing complaint, legal claim, safeguarding matter or other legal obligation.

10. How We Protect Your Information

We take reasonable steps to protect personal information against accidental loss, unauthorised access, misuse, alteration or disclosure. Measures may include password-protected devices and accounts, access controls, secure service providers and limiting access to information to those who reasonably need it.

No online system can be guaranteed to be completely secure. If we become aware of a personal-data breach, we will assess it and take any notification or remedial action required by law.

11. Your Data-Protection Rights

Depending on the circumstances, you may have rights to request access to your personal information, ask for inaccurate information to be corrected, request deletion, ask us to restrict processing, object to certain processing, request transfer of information, or withdraw consent where processing is based on consent.

Some rights are subject to legal exceptions. For example, we may need to retain certain professional, insurance, financial or legal records even where you ask us to delete information.

To exercise a privacy right or ask a question about your information, contact: Cheryl.rhodes@thebecomingmethod.org

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data-protection regulator.

12. Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes to our services, systems, legal obligations or the way we handle information. The current version will be available through the Becoming website, members area or directly from the Coach. Significant changes will be communicated where appropriate.

13. Contact

If you have any questions about this Privacy Notice or how your information is handled, please contact:

Data controller: The Becoming Method LTD

Trading as: The Becoming Method

Business address: 1-2 Burland Terrace, Leeds.

Email: Cheryl.rhodes@thebecomingmethod.org