Privacy Notice

Last updated: 4 August 2026

Who I am

I'm Robbie Thompson, a Health & Performance Coach and qualified Psychotherapeutic Counsellor based in Newcastle. I trade as Robbie Thompson Coaching, and through my limited company, Robbie Thompson International Limited (company number 12116799). For the purposes of data protection law I am the data controller for the information described here.

Depending on the service, invoices and card statements may show either Robbie Thompson, Robbie Thompson Coaching, or Robbie Thompson International Limited. These are all me.

This notice explains what personal information I collect, why I collect it, how it's stored, and what rights you have over it. It's written in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Contact: robbie@robbie-thompson.com
ICO registration reference: ZB498039

I review this notice regularly. By using this website or my services, you agree to the practices set out here.

What information I collect

If you visit the website or make an enquiry
Your name, email address, phone number, and anything you choose to tell me in a contact form or email.

If you subscribe to the newsletter
Your name and email address.

If you become a client
Contact and billing details, and the information you provide in health screening, assessment and check-in forms. Depending on the service, this may include information about your physical health, mental health, lifestyle and personal circumstances.

When you pay
Payments are handled by Stripe. I never see or store your full card details.

If you have therapy or coaching sessions
Session notes I make. Where sessions are recorded or transcribed, that only ever happens with your prior consent, and you can withdraw that consent at any time.

If I send you a feedback video
I sometimes record short screen or video messages to give you feedback, using Tella. These may show things you've sent me, such as your audit results or a training video. Recordings are shared with you via a private link and aren't published anywhere.

Automatically, when you use the website
Cookies and similar technologies, including a social media pixel. See the Cookies section below.

Health information

Information about your physical or mental health is special category data under UK GDPR and is given additional protection in law.

I collect and process this information only where it's necessary to provide coaching or therapy to you safely and effectively. My lawful basis is your explicit consent, which you give when you complete my assessment forms and sign your client agreement.

You can withdraw that consent at any time by contacting me. Withdrawing it may mean I'm no longer able to provide the service safely, and if that arises I'll discuss it with you.

Why I use your information, and my lawful basis

Confidentiality

Therapy and coaching sessions are conducted in confidence. That confidence is maintained except in the following circumstances:

1. Where you give consent for it to be broken.
2. Where I am compelled by a court of law.
3. Where information is of such gravity that confidentiality cannot be maintained – for example, where there is a risk of serious harm to you or another person, or in cases of fraud or crime.
4. In clinical supervision, where your identity remains anonymous.

I work in accordance with the Code of Ethical Practice of The National Counselling & Psychotherapy Society (NCPS) and receive regular clinical supervision, as that code requires.

Who I share your information with

I don't sell, rent or trade your personal information.

I use third-party providers to run the business. They act as data processors on my behalf and are bound by contract to appropriate confidentiality and security standards. They include providers for:

• Website hosting and forms – Squarespace
• Email and newsletter delivery – Substack
• Scheduling and video calls – Calendly and Zoom
• Client forms – Typeform
• Video feedback recordings – Tella
• Payments – Stripe
• Accounting – QuickBooks

I may also disclose information where I'm legally required to do so.

International transfers

Some of these providers are based outside the UK, including in the United States. Where your information is transferred outside the UK, I take steps to ensure it's protected to a standard equivalent to UK law, through mechanisms such as the UK International Data Transfer Agreement or an adequacy decision.

How long I keep your information

I keep your information only for as long as I need it.

Client records and session notes are retained for as long as my insurer and professional body require, and financial records for six years, as required by HMRC.

Session notes are stored securely and are accessible only to me.

Security

I have electronic, physical and administrative measures in place to protect your information securely against unauthorised access, loss or disclosure. Digital records are password protected, and any paper records are kept in a locked cabinet in a locked office.

Marketing

I'll only send you marketing emails where you've opted in, or where you've recently enquired, purchased, downloaded something, or been referred to me and could reasonably expect to hear from me.

You can opt out at any time using the unsubscribe link in any email, or by contacting me directly.

Your rights

Under UK GDPR you have the right to:

• Be informed about how your data is used
• Request a copy of the data I hold about you
• Have inaccurate data corrected
• Request erasure of your data, in certain circumstances
• Restrict or object to how your data is processed
• Data portability
• Withdraw consent at any time, where consent is the lawful basis

To exercise any of these, email robbie@robbie-thompson.com. I'll respond within one month.

Some rights are limited where I have a legal or professional obligation to retain records – for example, clinical notes kept for insurance purposes.

Complaints

If you're unhappy with how I've handled your information, please contact me first so I can try to put it right.

You also have the right to complain to the Information Commissioner's Office:

ICO – ico.org.uk – 0303 123 1113
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

If your complaint concerns my professional conduct, you can also contact The National Counselling & Psychotherapy Society.

Cookies

A cookie is a small file downloaded to your device when you visit a website, allowing the site to recognise your device on future visits.

This site uses:

• Essential cookies – required for the website to function
• Analytics cookies – to understand how the site is used
• A social media pixel – to measure interactions with my social media advertising

You can accept or decline non-essential cookies using the banner shown when you first visit. You can also change your browser settings to decline cookies, though this may affect how the site works.

Third party sites

I'm not responsible for the privacy practices of other websites, apps or services, even where you reach them via links from my site. I'd recommend checking the privacy notice of each service you use.

Photography and filming

I occasionally create photographs or video for use on social media or in other communications. All reasonable care is taken to ensure nobody appears in this content without their consent. If you appear in error and would like it removed, please contact me and I'll do so promptly.

Changes to this notice

I may update this notice from time to time. The date at the top shows when it was last revised.