Privacy Policy

Our approach to privacy

Quartet Relationship Coaching (“Quartet”, “we”, “us”) respects your privacy. This notice explains what personal information we collect through our website, enquiries, online couples workshops and relationship coaching services, why we use it, who may receive it and the choices available to you.

We aim to collect only what we need, use it fairly and transparently, and treat relationship information with particular care. This notice applies to the Quartet pages on the Possibilities Unlimited website. Where a separate agreement or service notice provides more specific information, we will explain how it applies.

Who is responsible for your information?

Service: Quartet Relationship Coaching.

Current operating business: Possibilities Unlimited, through which Quartet Relationship Coaching is currently provided.
Data controller: The person or legal entity operating Possibilities Unlimited Kim Leader .

Contact email: info@possibilities-unlimited.co.uk .

Postal address for data protection requests: 15 Gordon Road, Hailsham, East Sussex, BN27 3JD

The data controller is the person or organisation that decides why and how personal information is used. Quartet is not currently operating as a separate limited company. If the business structure changes, we will update this notice and explain any relevant change in responsibility for personal information.

Information we may collect

• Enquiries and workshop registration: your name, partner’s name if supplied, email address, workshop interest and any message you choose to send.
• Coaching arrangements: contact details, appointment details, correspondence, consent records, payment and billing information, and information needed to provide the agreed service.
• Relationship discussions: information you voluntarily share in coaching or workshops, which may include sensitive details about your personal life, wellbeing or relationships.
• Relationship Wheel: answers, scores and reports you create using the assessment. The current assessment is designed to save progress in your browser and generate a downloadable PDF on your device. We do not automatically receive your completed Wheel merely because you use the page. We receive a report only if you choose to send it to us.
• Website technical information: information required to deliver and secure the website, such as server logs, browser and device information, and IP addresses, where collected by our hosting provider.

Please avoid including unnecessary medical or highly sensitive details in ordinary website forms or unencrypted emails.

Why we use your information and our lawful bases

We process personal information only where there is a valid basis under Article 6 of the UK GDPR. Depending on the activity, this may be:

• Taking steps towards or performing a contract: responding to service requests, arranging sessions and delivering agreed coaching.
• Legitimate interests: handling general enquiries, administering our services, keeping appropriate business records and protecting the website, where those interests are not overridden by your rights.
• Legal obligation: meeting applicable tax, accounting or other legal duties.
• Consent: where we specifically ask for permission, for example for optional marketing or a separate, voluntary use of a case study.

Registering interest in a workshop allows us to contact you about that enquiry. It does not automatically subscribe you to general marketing emails.

We do not use your assessment scores to make decisions about you that have legal or similarly significant effects through solely automated processing.

Sensitive and special category information

Relationship coaching may involve information about physical or mental health, sexual life or orientation, religious beliefs or other matters classed as special category data . This information requires additional protection. When we need to process it, we must identify both an Article 6 lawful basis and a separate Article 9 condition under the UK GDPR, and explain the applicable condition in our service documentation or at the point of collection.

Sensitive and special category information Relationship coaching may involve information about physical or mental health, sexual life or sexual orientation, religious or philosophical beliefs, or other information classed as special category data under the UK GDPR. We treat this information with additional care. Where special category information is voluntarily provided as part of our relationship coaching services and its processing is necessary to provide the service, we generally rely on your explicit consent under Article 9(2)(a) of the UK GDPR. Our Article 6 lawful basis will depend on the particular processing activity and may include taking steps at your request before entering into a contract or performing our contract with you. Where we rely on explicit consent, you may withdraw that consent at any time. Withdrawal does not affect processing that was lawful before consent was withdrawn. If the information is necessary for us to provide a particular part of the service, withdrawing consent may mean that we are unable to continue providing that part of the service. In limited circumstances, another Article 9 condition may apply where permitted or required by law. We will identify and document the appropriate condition where this occurs. We will not use identifiable client experiences as testimonials, promotional material or case studies without a separate and specific permission process. Changing names alone does not necessarily make personal information anonymous.

We will not use identifiable client experiences as testimonials or case studies without a separate, specific permission process. Changing names alone does not always make information anonymous.

Relationship Wheel and downloadable reports

The Quartet Relationship Wheel is a reflection and conversation tool, not a clinical diagnostic assessment. It may save your answers locally in your browser so you can return to them. You can clear saved answers using the assessment controls or your browser’s site-data settings.

When you download a report, the PDF is created for you to save. If you email it to Quartet or anyone else, that transfer is your choice, and the recipient will then have a copy. If you are completing the assessment together, the report can contain both partners’ answers; please make sure both people understand and agree before sharing it.

We do not currently offer automatic submission of completed Relationship Wheel reports from this webpage.

Who we share information with

We do not sell your personal information. We may share information only where necessary and appropriate, including with:

• website hosting, email, video meeting, administration and other service providers acting under suitable arrangements;
• professional advisers, insurers or authorities where required by law or reasonably necessary to establish, exercise or defend legal claims;
• another person or service where you have asked us to share information or have given valid permission.

For couples work, our approach to confidentiality and information shared between partners is also explained in the couples coaching agreement. This website notice does not replace that agreement.

How long we keep information

We keep information only for as long as reasonably necessary for the purpose for which it was collected, including any applicable legal, accounting, safeguarding or professional record-keeping obligations. Different records may need different retention periods.

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including applicable legal, accounting, safeguarding, insurance and professional record-keeping requirements. As a general guide: General enquiries that do not result in an ongoing service are normally retained for up to 12 months after our last contact. Workshop registration and attendance information is normally retained for up to 2 years after the workshop, unless it subsequently forms part of an ongoing coaching relationship. Coaching records, including appropriate session records and relevant correspondence, are normally retained for 7 years after the coaching relationship ends. Financial and accounting records are normally retained for 6 years in accordance with applicable tax and accounting requirements. We may retain information for longer where there is a legal, safeguarding, insurance or professional reason to do so, including where a complaint, dispute or legal claim is ongoing or reasonably anticipated. Where there is no longer a legitimate reason to retain personal information, it will be securely deleted or anonymised. Relationship Wheel assessment answers that are stored solely in your browser remain under your control and are retained according to your device and browser settings until you clear them or they are otherwise removed.

Assessment answers stored solely in your browser remain under your device and browser settings until you clear them or they are otherwise removed.

Security and confidentiality

We use proportionate organisational and technical safeguards designed to protect information against unauthorised access, loss, misuse or disclosure. Access is limited to those who need information for legitimate service purposes. No method of internet transmission or electronic storage can be guaranteed completely secure.

Email is not always an appropriate way to send highly sensitive information. If you need to share sensitive details, contact us to discuss a suitable method.

Transfers outside the UK

Some technology providers may process information outside the UK. Where a restricted international transfer occurs, we will use an appropriate UK GDPR transfer mechanism or other lawful safeguard, as applicable.

Transfers outside the UK We use third-party technology providers to operate our services, including IONOS for website hosting and email services and Zoom for online consultations, coaching and workshops. Some of our service providers operate internationally or use subprocessors located in different countries. This means that, in some circumstances, personal information may be processed outside the United Kingdom. Where personal information is transferred outside the UK to a country that is not covered by UK adequacy regulations, we require an appropriate safeguard recognised under UK data protection law. Depending on the provider and circumstances, these safeguards may include approved contractual protections such as the UK International Data Transfer Addendum to the European Commission Standard Contractual Clauses or another lawful transfer mechanism. IONOS provides our website hosting and email services and processes relevant information on our behalf under its applicable data processing arrangements. Zoom is used to provide online consultations, coaching and workshops. Zoom operates internationally and may process personal information in the UK and other countries through its infrastructure, affiliates and authorised subprocessors. Zoom's data processing arrangements provide mechanisms intended to protect international transfers of personal information in accordance with applicable data protection law. We periodically review the providers we use and their data processing arrangements. If we introduce a service that materially changes how or where your personal information is processed, we will update this privacy notice where appropriate.

Cookies and local browser storage

Our website may use technologies needed for essential site operation, security and the functions you request. The Relationship Wheel may use local browser storage to remember your progress. Local storage is not necessarily a cookie, but similar privacy rules can apply.

Non-essential cookies or tracking technologies, including optional analytics or advertising tools, must be assessed and, where required, used only after you have given valid consent. A privacy policy alone is not a substitute for a cookie consent mechanism.

Cookies and local browser storage Our website uses only the technologies reasonably necessary to provide and operate the website and the features you choose to use. The Quartet Relationship Wheel uses local browser storage to remember assessment progress and responses on your device. This allows you to leave the assessment and return to it without automatically sending your answers to Quartet. Information stored locally remains within your browser unless you choose to share a completed report with us. You can remove locally stored information using the controls provided within the assessment, where available, or through your browser's site-data settings. Our website may also use essential technical cookies or similar technologies where required by our hosting provider for security, network management or delivery of the website. We currently do not intentionally use advertising cookies, behavioural tracking, Meta Pixel, Google Analytics or similar analytics or marketing technologies on the Quartet website. Some website resources, such as fonts, may be provided through third-party services. When your browser connects to a third-party service to obtain a resource, technical information such as your IP address and browser information may be transmitted to that provider. If we introduce non-essential analytics, advertising or other tracking technologies in the future, we will update this notice and, where required by UK law, obtain your consent before those technologies are placed or accessed on your device. You can control cookies and other stored website information through your browser settings. Blocking essential technologies may affect the operation of some website features.

Your data protection rights

Subject to the circumstances and applicable exemptions, you may have the right to:

• request access to your personal information;
• ask us to correct inaccurate information;
• request erasure or restriction of processing;
• object to processing based on legitimate interests;
• receive certain information in a portable format;
• withdraw consent at any time where processing relies on consent, without affecting earlier lawful processing.

To make a request, email info@possibilities-unlimited.co.uk . We may need to verify your identity before responding. We normally respond within one month, subject to the rules that apply to the request.

Questions and complaints

If you have a privacy concern, please contact us first so that we can investigate it.

You also have the right to complain to the UK Information Commissioner’s Office (ICO), the UK data protection regulator. You can find information and contact options at ico.org.uk/make-a-complaint .

Changes to this notice

We may update this privacy notice when our services, technology or legal obligations change. The date shown at the top of the page identifies the current version. Where a change materially affects how we use your information, we will provide additional notice where required.