Privacy Policy
Privacy Notice
Effective from: 27/06/2025
As a coach and positive psychology practitioner working with families, children, and schools, I take your privacy seriously. This policy explains how I collect, store, and use your personal data in line with UK GDPR and safeguarding laws. If you have any questions, just ask.
👩💼 Who am I?
I’m Tracy Jayne Kearns MSc, founder of Dreamweavers. I offer coaching sessions and wellbeing services to individuals, families, and educational settings. I am registered as a sole trader in the UK.
You can contact me at:
info@trulylistening.co.uk 📞 [07519976443]
📥 What data do I collect?
Depending on your relationship with me (parent, young person, professional), I may collect:
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Your full name and contact details (email, phone, address)
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Your child’s name and age (with parental/guardian consent)
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Relevant background or wellbeing information you choose to share
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Notes from coaching sessions (kept confidential and securely stored)
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Payment records (not card details – these are handled by PayPal, stripe or bank BACS)
If you interact with me on social media or via my website, I may also collect anonymised usage data (cookies etc.). You can adjust your settings for this.
🧾 Why do I collect your information?
I collect and use your information to:
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Deliver coaching sessions and wellbeing services
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Manage bookings, communication, and payments
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Keep secure records in line with professional standards
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Comply with legal obligations (e.g. safeguarding or tax laws)
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Send updates and offers—but only if you opt-in
⚖️ Legal Basis
I collect and process your data under the following legal bases:
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Contractual – to deliver the service you’ve requested
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Legal obligation – e.g. safeguarding or financial records
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Consent – for newsletters, mailing lists or when working with children under 13
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Vital interests – where there is a safeguarding concern or risk of harm
🧒 Children’s Information
Where coaching involves a child or young person under 18, I collect data with parental or guardian consent. Children over 13 may give their own consent for certain services, but I always work in line with best safeguarding practice and the Children's Code (Age-Appropriate Design Code).
Session notes are stored securely and are never shared without consent unless required by safeguarding concerns.
🔐 How do I keep your information safe?
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Paper records are stored in a locked filing cabinet
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Digital records are stored in encrypted/password-protected files
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Session notes are only accessible to me and are deleted or anonymised after use, following retention policies
📤 Sharing your data
I do not share, sell, or rent your personal information to any third parties.
The only exception is where I am legally required to do so, such as in a safeguarding concern or court request.
📬 Marketing + Communication
You will only receive promotional emails from me if you’ve given explicit consent. You can unsubscribe at any time by clicking the link in the email or contacting me directly.
🧾 Your Rights
You have the right to:
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Access the data I hold about you
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Request changes or corrections
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Withdraw consent at any time
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Request deletion of your information (in line with safeguarding/data retention laws)
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Lodge a complaint with the ICO (Information Commissioner’s Office) if you’re concerned
⏳ Data Retention
I retain coaching notes for a period of up to 3 years unless required longer for safeguarding or legal compliance. After this, all data is securely deleted or anonymised.
If you have any concerns or want to view/update your information, just get in touch.