Privacy & Cookie Policy
Agency Coaching Last updated: June 2026
1. Introduction
Agency Coaching (“we”, “us”, or “our”) is operated by Phillip (PJ) Norman. We are committed to protecting your personal data and being transparent about how we collect and use it.
This Privacy & Cookie Policy explains what personal data we collect, why we collect it, how we use it, your rights in relation to it, and how we use cookies and similar tracking technologies on our Website. It applies to all users of agency-coaching.com and anyone who engages with our coaching services.
2. Who We Are
Business name: Agency Coaching Operator: Phillip (PJ) Norman Website: agency-coaching.com Email:hello@agency-coaching.com UK telephone: +44 (0) 7504 954510 Australia telephone: +61 (0) 426 803 898
For the purposes of UK data protection law, Phillip (PJ) Norman is the data controller responsible for your personal data.
3. What Data We Collect
3.1 Data You Provide to Us
- Identity data — your first name and last name
- Contact data — your email address and telephone number
- Communications data — the content of messages you send via our contact form, email, or during coaching sessions
- Payment data — billing details and payment card information when you purchase a coaching package (processed securely via our payment provider; we do not store full card details)
- Coaching data — notes, goals, reflections, and other information shared during coaching engagements
- Newsletter preferences — your email address and consent record if you subscribe to our mailing list
3.2 Data We Collect Automatically
When you visit our Website, we may automatically collect:
- Technical data — your IP address, browser type and version, device type, and operating system
- Usage data — pages visited, time spent on pages, links clicked, and referring URLs
- Cookie data — as described in Section 9 of this policy
3.3 Data We Receive from Third Parties
We may receive limited data from third-party platforms you use to interact with us, such as LinkedIn or Instagram, in accordance with your privacy settings on those platforms.
4. How We Use Your Data
We use your personal data for the following purposes and on the following legal bases:
| Purpose | Legal Basis |
|---|---|
| To respond to enquiries submitted via our contact form or email | Legitimate interests |
| To schedule and deliver coaching sessions (including via Zoom) | Performance of a contract |
| To process payments for coaching packages | Performance of a contract |
| To maintain records of coaching engagements | Performance of a contract / Legitimate interests |
| To send you our newsletter and marketing updates | Consent |
| To administer your account on our Website | Performance of a contract |
| To improve our Website and understand how visitors use it | Legitimate interests |
| To comply with legal obligations | Legal obligation |
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason that is compatible with the original purpose.
5. Marketing Communications
We will only send you marketing emails or newsletters if you have explicitly opted in to receive them. You can unsubscribe at any time by:
- Clicking the unsubscribe link in any marketing email we send, or
- Contacting us directly at hello@agency-coaching.com
We will not share your email address with third parties for their own marketing purposes.
6. Coaching Confidentiality
We treat everything discussed during coaching sessions as strictly confidential. Personal information shared within a coaching relationship is held in confidence and will not be disclosed to any third party without your explicit consent, except where we are required to do so by law (for example, where there is a risk of serious harm to you or others).
Session notes are kept securely and retained only for as long as necessary to support your coaching journey and our legitimate record-keeping obligations.
7. Sharing Your Data
We do not sell your personal data. We may share your data with:
- Payment processors — to handle transactions securely (e.g. Stripe, PayPal, or similar). These providers act as data processors under our instruction and are bound by their own data protection obligations.
- Email marketing platforms — to manage our mailing list and send newsletters (e.g. Mailchimp, Brevo, or similar). You will be informed of the specific platform at the point of sign-up.
- Zoom — to facilitate online coaching sessions. Zoom operates its own privacy policy and processes data as a separate controller.
- Website hosting and technology providers — who support the operation of our Website, under appropriate data processing agreements.
- Professional advisors — such as lawyers or accountants, where necessary and bound by confidentiality.
- Regulatory authorities or law enforcement — where we are legally required to do so.
All third-party providers are required to take appropriate security measures to protect your personal data.
8. Data Retention
We will only retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements.
| Data type | Retention period |
|---|---|
| Enquiry and contact records | 2 years from last contact |
| Client coaching records | 5 years from end of engagement |
| Payment and transaction records | 7 years (financial and tax obligations) |
| Newsletter subscriber records | Until you unsubscribe or withdraw consent |
| Website usage and cookie data | As described in Section 9 |
9. Cookies
9.1 What Are Cookies?
Cookies are small text files stored on your device when you visit a website. They allow the website to recognise your device and remember certain information about your visit, such as your preferences or what is in your shopping cart.
Cookies can be:
- First-party cookies — set directly by us (agency-coaching.com)
- Third-party cookies — set by external services we use, such as Zoom, LinkedIn, or Instagram
They can also be:
- Session cookies — temporary files deleted when you close your browser
- Persistent cookies — files that remain on your device for a set period or until you delete them
9.2 Strictly Necessary Cookies
These cookies are essential for the Website to function properly and cannot be switched off.
| Cookie | Provider | Purpose | Duration |
|---|---|---|---|
wordpress_* |
WordPress | User session management and authentication | Session |
wordpress_logged_in_* |
WordPress | Keeps you logged in | Session |
wp-settings-* |
WordPress | Stores display preferences | 1 year |
woocommerce_cart_hash |
WooCommerce | Tracks shopping cart contents | Session |
woocommerce_items_in_cart |
WooCommerce | Indicates whether your cart has items | Session |
wc_session_cookie_* |
WooCommerce | Manages your WooCommerce session | 2 days |
PHPSESSID |
Server | Maintains your session state | Session |
9.3 Functional Cookies
These cookies enable enhanced functionality, such as remembering your currency preference.
| Cookie | Provider | Purpose | Duration |
|---|---|---|---|
currency |
Agency Coaching | Remembers your chosen currency (AUD/USD/EUR/GBP) | 30 days |
9.4 Analytics Cookies
If analytics tools are active on the Website, these cookies help us understand how visitors interact with it. This information is used in aggregate to improve the Website.
| Cookie | Provider | Purpose | Duration |
|---|---|---|---|
_ga |
Google Analytics | Distinguishes unique users | 2 years |
_ga_* |
Google Analytics | Maintains session state | 2 years |
_gid |
Google Analytics | Distinguishes users | 24 hours |
_gat |
Google Analytics | Throttles request rate | 1 minute |
9.5 Third-Party and Embedded Content Cookies
Our Website includes content and functionality from third-party services. When you interact with this content, those third parties may set their own cookies. We do not control these cookies.
Zoom — used for our booking scheduler. Zoom may set cookies related to session management and fraud prevention. See Zoom’s Privacy Policy.
LinkedIn — we link to our LinkedIn profile. If you are logged into LinkedIn, their cookies may already be active in your browser. See LinkedIn’s Cookie Policy.
Instagram — we link to our Instagram profile. Meta may set cookies if you are logged into Instagram. See Meta’s Cookie Policy.
Newsletter platform — if you subscribe to our mailing list, the email platform we use may set cookies to track email engagement. You will be notified of the specific platform at the point of sign-up.
9.6 Your Cookie Choices
When you first visit our Website, you will be presented with a cookie consent notice. You can accept all cookies or manage your preferences. Strictly necessary cookies cannot be disabled.
You can also control and delete cookies through your browser settings:
To opt out of Google Analytics tracking across all websites, install the Google Analytics Opt-out Browser Add-on.
Please be aware that restricting cookies may affect the functionality of the Website, including checkout and session management.
10. International Data Transfers
We operate across the UK and Australia. Some third-party services we use (such as Zoom or Google) may process your data outside the UK or Australia.
Where data is transferred outside the UK, we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement (IDTA) or reliance on adequacy regulations.
Where data is transferred outside Australia, we take reasonable steps to ensure overseas recipients handle your data in a manner consistent with the Australian Privacy Principles.
11. Security
We take the security of your personal data seriously and have implemented appropriate technical and organisational measures to protect it against unauthorised access, loss, or destruction. These include secure hosting, encrypted connections (HTTPS), and restricted access to personal data.
No method of transmission over the internet is completely secure, and while we strive to protect your data using commercially acceptable means, we cannot guarantee absolute security.
12. Children’s Privacy
Our Website and services are not directed at children under the age of 16, and we do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us and we will take steps to delete it promptly.
13. Links to Third-Party Websites
Our Website contains links to third-party websites, including LinkedIn and Instagram. This policy applies only to agency-coaching.com. We are not responsible for the privacy practices of any third-party sites and encourage you to read their privacy policies before providing any personal data to them.
14. Your Rights
14.1 UK Rights (UK GDPR)
If you are based in the United Kingdom, you have the following rights under the UK General Data Protection Regulation and the Data Protection Act 2018:
- Right of access — to obtain a copy of your personal data
- Right to rectification — to have inaccurate data corrected
- Right to erasure — to request deletion of your data in certain circumstances
- Right to restrict processing — to limit how we use your data in certain circumstances
- Right to data portability — to receive your data in a structured, machine-readable format
- Right to object — to processing based on legitimate interests or for direct marketing
- Rights related to automated decision-making — we do not make decisions about you using solely automated means
You also have the right to withdraw consent at any time where we are relying on consent as our legal basis, without affecting the lawfulness of processing before the withdrawal.
To exercise any of these rights, please contact us at hello@agency-coaching.com. We will respond within one month of receiving your request.
If you are dissatisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
- Website: ico.org.uk
- Telephone: 0303 123 1113
14.2 Australian Rights (Privacy Act 1988)
If you are based in Australia, you have rights under the Privacy Act 1988 and the Australian Privacy Principles, including the right to:
- Access the personal information we hold about you
- Request correction of inaccurate, incomplete, or out-of-date personal information
- Make a complaint about how we have handled your personal information
To make an access or correction request, please contact us at hello@agency-coaching.com.
If you are not satisfied with our response to a complaint, you may contact the Office of the Australian Information Commissioner (OAIC):
- Website: oaic.gov.au
- Telephone: 1300 363 992
15. Changes to This Policy
We may update this Privacy & Cookie Policy from time to time. The “Last updated” date at the top of this page will be revised whenever we make changes. For significant changes, we may notify you by email or by displaying a notice on the Website. We encourage you to review this policy periodically.
16. Contact Us
If you have any questions about this policy, how we handle your data, or to exercise your rights, please contact us:
Email: hello@agency-coaching.com UK: +44 (0) 7504 954510 Australia: +61 (0) 426 803 898