Privacy policy
Barbara Melville: Freelance Services
Effective date: 19th May 2025
This privacy policy explains how I, Barbara Melville, collect, use, and protect your personal data when you access my services. I take your privacy seriously and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who I am
Barbara Melville is a sole trader offering coaching, training workshops, copywriting, and linguistic analysis, with a focus on advocacy, neurodiversity, inclusion, and clear communication. I operate under my own name and am the data controller of any personal information you share with me.
Contact:
Email: hello@barbmelville.com
2. What Data I Collect
Depending on the service you access, I may collect:
- Name and contact details (e.g. email, phone number)
- Organisation and job title (if booking on behalf of a business or team)
- Project or service-related information (e.g. event details, scheduling, platform preferences)
- Access needs or accommodations
- Payment and invoicing information (e.g. fees, purchase order numbers)
- Session or project notes, including working drafts and outcomes
- Website usage data (if you access my website)
For coaching clients, I may also collect:
- Relevant personal background and lived experience (if voluntarily shared)
- Goals, reflections, or summaries from sessions
For some services, particularly where health, wellbeing, or lone working is a consideration (e.g. coaching or workshop delivery), I may request an emergency contact. This typically includes their name, relationship to you, and a phone number, and is only used in the event of a serious concern for your safety or wellbeing. You should ensure the person is aware their information has been shared with me for this limited purpose.
If your booking involves third-party personal data (e.g. training participants, case study subjects, or survey respondents), I may also collect limited information about those individuals for the purposes of service delivery. In such cases, a separate Data Processing Form may be used to confirm the scope and handling of that data.
3. How I Collect Data
Your data may be collected when:
- You contact me via email, phone, website, or social media
- You book or attend a session, workshop, or meeting
- You complete forms, questionnaires, or send documents
- You engage with resources, events, or services I provide
4. Legal Basis for Processing
I process your data under one or more of the following lawful bases:
- Contract – to provide the service you’ve requested
- Legitimate interests – for record-keeping, safeguarding, and improving services
- Consent – where you have explicitly agreed to a use (e.g. newsletters or testimonials)
- Legal obligation – where required by tax, legal, or professional standards
5. How I Use Your Data
I may use your data to:
- Provide and tailor freelance services (e.g. coaching, training, writing, analysis)
- Maintain records as required by insurers or regulators
- Communicate with you about bookings, deliverables, or session details
- Monitor and improve the quality of my services
- Respond to safeguarding or wellbeing concerns, if applicable
I may also use reputable AI tools (e.g. language models) to support tasks such as content drafting, summarising notes, or generating resources. I do not input identifiable personal data into these tools unless the information is fully anonymised or I have your explicit permission. AI is only used to enhance my internal processes and does not replace human oversight or judgement.
6. How I Store and Protect Your Data
I use password-protected digital systems and reputable cloud storage services to store client data. Notes, drafts, and project files are kept securely and are only accessible to me.
I use trusted administrative support (e.g. a virtual assistant funded through Access to Work) who acts solely under my instruction and is bound by confidentiality.
I do not share your personal data with third parties unless legally required or with your consent.
7. Data Retention
I will retain your data for up to 7 years after our last contact, to comply with insurance and legal obligations. After this time, your data will be securely deleted.
8. Your Rights
You have the right to:
- Access the personal data I hold about you
- Correct inaccurate or incomplete data
- Request deletion of your data (unless a legal reason requires its retention)
- Restrict or object to certain types of processing
- Withdraw consent, where applicable
- Lodge a complaint with the Information Commissioner’s Office (www.ico.org.uk)
To exercise these rights, please email: hello@barbmelville.com
9. Changes to This Policy
This privacy policy may be updated from time to time to reflect changes in services or legal requirements. The latest version will always be available on request or via my website, if applicable.