LAST UPDATED: 29.04.25

At Luminate Group, your privacy matters. This Privacy Notice explains how we collect, use, store, and protect your personal data when you engage with coaching services provided by Nicky Lowe, including individual coaching, workshops, and the use of digital tools.

1. Who We Are

Luminate Group is committed to protecting your data and operating in compliance with the UK GDPR and Data Protection Act 2018.

2. What Personal Data We Collect

When you engage with our services, we may collect the following information:

• Your name and contact details (email address, phone number)
• Employment and role information
• Coaching goals and session notes (if applicable)
• Completed forms (e.g. pre- and post-coaching questionnaires, ROI forms)
• Booking data from your interaction with our coaching portal
• We do not actively collect special category data, unless voluntarily disclosed by you during coaching sessions in a relevant context.

3. How We Use Your Data

• We use your personal data to:
• Deliver and tailor coaching sessions and resources
• Communicate with you about session scheduling and materials
• Track coaching impact and outcomes (e.g. through ROI forms)
• Maintain records for coaching effectiveness and professional standards
• Fulfil any contractual or legal obligations

4. Confidentiality & Consent

All coaching sessions are confidential. No session content is shared with your employer or sponsor unless you provide explicit written consent.

If consent is granted, it is:

• Discussed during coaching
• Confirmed in writing (via email or portal)
• Documented and securely stored
• Without written consent, no personal or session-related information is disclosed.

5. How We Store and Protect Your Data

Your personal data is securely stored and managed using the following platforms:

Zoom – Used for all virtual coaching sessions. Sessions are not recorded unless explicitly agreed upon in advance.
Zoom Privacy Policy

Fathom AI Notetaker – May be used (with your consent) to generate summaries and action points from Zoom coaching sessions.
Fathom AI Privacy Policy

Dubsado – Our secure client portal for storing your coaching agreement, forms, session notes, and bookings.
Dubsado Privacy Policy

Access to your data is limited to:
Nicky Lowe – Luminate Group CEO, who accesses data as required to deliver and manage coaching services.
Lauren Lea– Luminate Group COO, who has system access to manage bookings, contracts, and client communications. Lauren is bound by confidentiality and data protection agreements.
Luminate Group System Administrator – The system administrator has full access rights but is contractually bound not to view client-specific content unless required and authorised (e.g. for technical, legal, or safeguarding reasons).

All data is stored using platforms that are GDPR-compliant and employ robust technical and organisational security measures. Access is strictly role-based and reviewed regularly in accordance with ISO-aligned standards.

6. Data Retention

We retain coaching records and associated personal data for 7 years from the date of your final session, in line with coaching industry and legal requirements. After this time, data is securely deleted or anonymised.
You may request deletion of your data earlier, subject to legal and professional obligations.

7. Your Rights

Under the UK GDPR, you have the right to:

• Access your personal data
• Request correction or deletion
• Object to or restrict processing
• Withdraw consent at any time (where applicable)
• Lodge a complaint with the Information Commissioner’s Office (ICO)

If you wish to exercise any of your rights or have questions about how your data is used, please contact:
 
nicky@luminate-group.co.uk

8. Updates to This Notice

This Privacy Notice may be updated periodically to reflect changes to services, systems, or legal requirements.
The most recent version will always be available via our website or on request.

Contact:
Nicky Lowe 
Luminate Group
nicky@luminate-group.co.uk
www.luminate-group.co.uk