PRIVACY POLICY

Team Coaching Studio Ltd

Last updated: March 2026

Team Coaching Studio Ltd ("TCS", "we", "us", "our") is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store and share your personal data when you interact with us as a client, delegate, prospective client, alumni, job applicant, employee, contractor or user of our website.

TCS is the data controller for personal data collected in connection with our courses, events, community and website.

If you have any questions about this policy or how we handle your personal data, please contact us at:

Email: admin@teamcoachingstudio.com Post: Chief Data Officer, Team Coaching Studio Ltd, 71-75 Shelton Street, Convent Garden, London, WC2H 9JQ

1. WHAT DATA WE COLLECT

1.1 Clients, Delegates and Prospective Delegates

When you enquire about or enrol on a TCS programme, we may collect:

  • Name and contact information (email address, phone number, postal address)

  • Job title and organisation name and address

  • Personal information relevant to your participation, including any learning needs or reasonable adjustment requirements

  • Billing and payment information

  • Communications between you and TCS

  • Information and documents relating to the course or service we are providing to you

1.2 Website Users

When you visit our website, we use Google Analytics to collect standard internet log information and visitor behaviour data. This may include your IP address, geographical location, browser type, device information, how you reached our site and how you interact with it. This data is processed on an anonymous basis where possible. For more information, see Section 6 (Cookies) below.

1.3 Job Applicants, Associates, Employees and Contractors

During recruitment and employment we may collect:

  • Name, contact details and CV

  • Proof of identity and qualifications

  • Bank details and National Insurance number (if engaged)

  • Emergency contact details

1.4 Special Category Data

We do not routinely collect special category data. However, individuals may occasionally share health-related information, for example when requesting reasonable adjustments for a programme. Where this occurs, such data is processed solely for that purpose and retained only for as long as necessary.

2. HOW WE COLLECT YOUR DATA

We collect personal data in the following ways:

  • Directly from you when you contact us by phone, email or via our website

  • When you register for or purchase a course or event

  • When you join our mailing list or community platform

  • When you apply for a role with TCS

  • Automatically via cookies and analytics tools when you use our website (with your consent)

  • Via our booking and payment platforms (ThriveCart, Xero)

3. HOW WE USE YOUR DATA

We use your personal data for the following purposes:

  • To process your booking and deliver the course or service you have purchased

  • To manage your account, invoicing and payment

  • To communicate with you about your course, including sending session recordings and course materials

  • To respond to your enquiries

  • To send you marketing communications about our programmes and events (with your consent)

  • To share relevant insights, community updates and alumni communications (with your consent)

  • To improve our website and services

  • To comply with our legal and regulatory obligations

  • To process job applications and manage employment relationships

4. LEGAL BASIS FOR PROCESSING

We process your personal data on the following legal bases:

  • Contract performance: where processing is necessary to deliver the course or service you have purchased, or to take steps prior to entering a contract with you

  • Legitimate interests: where we have a legitimate business interest in processing your data, such as responding to enquiries, improving our services, retaining session recordings for quality and faculty development purposes, and operating our community platform

  • Consent: for sending marketing communications and for sharing session recordings via our community resource library. You may withdraw your consent at any time

  • Legal obligation: where processing is required to comply with applicable law

5. SESSION RECORDINGS

5.1 Cohort Session Recordings

Programme sessions are recorded to allow participants to revisit content in their own time. Recordings are hosted on Vimeo and made accessible to participants via Mighty Networks (our learning platform).

Recordings are accessible to enrolled participants during the programme and for up to 12 months after the programme ends, upon request. After 12 months, recordings are permanently deleted from participant-facing platforms.

Access to recordings is restricted to participants enrolled on the relevant cohort and TCS staff and faculty. Recordings are not shared with third parties except as set out in this policy.

5.2 Internal and Faculty Use

TCS may retain session recordings on Vimeo for internal purposes, including faculty development and quality assurance. Access is strictly limited to TCS staff and faculty. Recordings retained for this purpose are reviewed periodically and deleted when no longer required, and in any event no later than three years after the programme end date.

5.3 Community Resource Library

Some session recordings are made available in our community resource library on Mighty Networks. These recordings may feature participants from the original webinar. Access to the community library is restricted to active TCS community members only and recordings cannot be shared outside of the platform.

From 2026, participants are asked to provide explicit consent at enrolment for their recordings to be included in the community library. Legacy recordings predating this consent process are subject to the same access restrictions.

If you have concerns about a recording in the community library, please contact admin@teamcoachingstudio.com.

6. COOKIES

Our website uses cookies to improve your experience and to help us understand how visitors use our site. When you first visit our website, you will be asked to consent to our use of cookies via our cookie banner.

We use Google Analytics to collect anonymous information about visitor behaviour. You can opt out of Google Analytics tracking by visiting: http://tools.google.com/dlpage/gaoptout

Our cookie consent is managed through our website provider, Wix.

7. OUR LEARNING PLATFORM — MIGHTY NETWORKS

TCS uses Mighty Networks as its primary learning and community platform. Mighty Networks hosts your cohort space, course materials, session recordings and community discussions.

When you join Mighty Networks as part of a TCS programme or community, your profile information and activity on the platform (including posts, comments and messages) will be visible to other members of your cohort or community space, as applicable.

Please be mindful that interactions on Mighty Networks involve other participants. TCS encourages all members to engage respectfully and to treat the platform as a confidential learning space.

Mighty Networks is a US-based platform. By using the platform, your data may be transferred to and processed in the United States. Mighty Networks processes data in accordance with applicable data protection laws. For more information, please see Mighty Networks' Privacy Policy.

8. WHO WE SHARE YOUR DATA WITH

We only share your personal data with third parties where necessary to deliver our services, fulfil our contractual obligations, comply with the law or protect our legal rights.

We use the following platforms and service providers who may process your personal data on our behalf:

Learning and Community

  • Mighty Networks — learning platform and community

  • Vimeo — session recording storage and playback

  • Zoom — delivery of online sessions

Booking, Payment and Administration

  • ThriveCart — course booking and payment processing

  • Stripe — payment processing

  • Xero — invoicing and accounting

  • Airtable — data management and administration

  • Zapier — automated workflows connecting our platforms

Marketing and Communications

  • ActiveCampaign — email marketing and mailing list management

File Storage and Productivity

  • Google Workspace — email, documents and file storage

  • Dropbox — file storage

  • Microsoft Office — document creation and storage

Website hosting

  • Squarespace - website hosting and cookie consent management

Several of our service providers are based in the United States or process data outside the United Kingdom. Where this is the case, we ensure appropriate safeguards are in place, including reliance on UK adequacy decisions or standard contractual clauses, as applicable.

We will never sell your personal data or share it with third parties for their own marketing purposes.

9. MARKETING COMMUNICATIONS

We may send you marketing communications about our programmes, events and insights where you have opted in to receive them. You can unsubscribe at any time by clicking the unsubscribe link in any email or by contacting us at admin@teamcoachingstudio.com.

As an alumni or community member, we may also contact you with relevant updates and opportunities. You can update your communication preferences at any time.

10. HOW LONG WE KEEP YOUR DATA

We retain personal data for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal or reporting requirements. Our general retention periods are:

  • Course completion and attendance records: retained indefinitely to enable verification of achievement and to support participants in evidencing their CPD or qualifications

  • Client and delegate records (excluding completion records): 7 years from the end of the contract

  • Enquiry records: 7 years from the date of enquiry

  • Mailing list data: retained until the individual unsubscribes

  • Session recordings (participant access): up to 12 months after programme end, then access removed.

  • Session recordings (internal/faculty use): up to 3 years after programme end, then deleted

  • Community library recordings: retained while the community is live

  • Unsuccessful job applicants: 6 months from the close of the recruitment campaign

  • Employee or contractor records: duration of employment plus 7 years

We will securely delete or anonymise personal data once it is no longer required.

11. SECURITY

TCS takes the security of your personal data seriously. We have implemented appropriate technical and organisational measures to protect your data against unauthorised access, loss, destruction, alteration or disclosure.

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the Information Commissioner's Office (ICO) within 72 hours of becoming aware of the breach, as required by law. Where the breach is likely to result in a high risk to you personally, we will also notify you directly without undue delay.

12. YOUR RIGHTS

Under UK data protection law, you have the following rights in relation to your personal data:

  • Right of access: you can request a copy of the personal data we hold about you

  • Right to rectification: you can ask us to correct inaccurate or incomplete data

  • Right to erasure: you can ask us to delete your personal data in certain circumstances

  • Right to restrict processing: you can ask us to limit how we use your data in certain circumstances

  • Right to data portability: you can ask us to provide your data in a structured, machine-readable format

  • Right to object: you can object to our processing of your data where we rely on legitimate interests

  • Rights relating to automated decision-making: you have the right not to be subject to solely automated decisions that significantly affect you

  • Right to withdraw consent: where we rely on consent, you can withdraw it at any time without affecting the lawfulness of prior processing

To exercise any of these rights, please contact us at admin@teamcoachingstudio.com. We will respond within one month of receiving your request.

You also have the right to lodge a complaint with the UK's Information Commissioner's Office (ICO) at https://ico.org.uk/concerns.

13. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time. We will notify you of any significant changes by email or by posting a notice on our website. The date at the top of this policy indicates when it was last updated. We encourage you to review this policy periodically.