Privacy Policy

Rachel Fox Life Coach — trading as Roam and Reclaim

Last updated: 13 April 2026

1. Who I am

This Privacy Policy explains how Rachel Fox, trading as Roam and Reclaim ("I", "me", "my"), collects, uses, and protects your personal data when you visit roamandreclaim.co.uk or engage my coaching services.

I am the data controller for the purposes of UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Contact details:

2. What personal data I collect

When you book a discovery call or coaching session

Through my booking system (Acuity Scheduling), I collect:

  • Your name and email address

  • Any information you share in pre-session intake forms

  • Appointment dates and session history

When you join my email list

Through my email marketing platform (Kit, formerly ConvertKit), I collect:

  • Your name and email address

  • Information about which emails you open and links you click

When you contact me

If you fill in my contact form or email me directly, I collect:

  • Your name, email address, and any information you share in your message

When you visit my website

I and my third-party service providers may collect:

  • IP address and browser type

  • Pages visited and time spent on the site

  • How you arrived at my site (e.g. from a search engine or social media)

  • Device type and operating system

This is collected through Squarespace Analytics, Google Analytics, and cookies (see Section 6).

3. How I use your personal data

I use your personal data for the following purposes:

  • To provide coaching services and manage your bookings

  • To send you session reminders and follow-up communications

  • To send you newsletters, updates, or programme information (where you have consented)

  • To respond to your enquiries

  • To improve my website and understand how visitors use it

  • To show you relevant advertising on social media platforms (where you have consented to cookies)

  • To meet my legal and financial obligations

4. My legal basis for processing your data

Under UK GDPR, I rely on the following legal bases:

  • Contract: to fulfil my coaching agreement with you

  • Legitimate interests: to improve my services and website, and to manage my business

  • Consent: for marketing emails and cookies — you can withdraw your consent at any time

  • Legal obligation: where I am required to retain records for tax or legal purposes

5. Who I share your data with

I use the following third-party platforms to operate my business. Each acts as a data processor on my behalf and has their own privacy and security practices:

  • Squarespace (Ireland Ltd) — website hosting and built-in analytics (EU/Ireland; no international transfer required)

  • Acuity Scheduling — appointment booking (USA; covered by UK-US data bridge)

  • Kit (formerly ConvertKit) — email marketing (USA; covered by UK-US data bridge)

  • Google — Google Analytics, Google Workspace (Docs/Drive for session notes), and Google Ads (USA; covered by UK-US data bridge)

  • HubSpot — customer relationship management / CRM (USA; covered by UK-US data bridge)

  • Meta (Facebook/Instagram) — advertising pixels and analytics (USA; covered by UK-US data bridge)

I do not sell your personal data to any third party. I do not share it with anyone else except where required by law.

6. Cookies and tracking technologies

My website uses cookies — small files stored on your device — to help me understand how you use the site and to show you relevant content and advertising.

The cookies I use include:

  • Essential cookies: necessary for the website to function (e.g. Squarespace session cookies)

  • Analytics cookies: Google Analytics and Squarespace Analytics, to understand visitor behaviour

  • Advertising cookies: Google Ads, Meta (Facebook/Instagram) pixel — used to measure the effectiveness of my advertising and to show you relevant ads

When you first visit my site, you will be asked to consent to non-essential cookies. You can change your preferences at any time via the cookie settings link in my website footer.

To opt out of Google Analytics tracking across all websites, you can install the Google Analytics opt-out browser add-on at: tools.google.com/dlpage/gaoptout

7. How long I keep your data

  • Coaching session notes and client records: retained for 7 years from the end of our coaching relationship, in line with standard business record-keeping practice, in line with standard business record-keeping practice

  • Booking records (Acuity): retained for as long as your account is active, plus a reasonable period thereafter

  • Email marketing data (Kit): retained until you unsubscribe or ask us to delete your data

  • Website analytics data: typically 26 months (Google Analytics default)

  • Enquiry emails: retained for up to 2 years unless we enter into a coaching relationship

8. Your rights

Under UK GDPR, you have the following rights regarding your personal data:

  • Right of access: you can ask me what data I hold about you

  • Right to rectification: you can ask me to correct inaccurate data

  • Right to erasure: you can ask me to delete your data in certain circumstances

  • Right to restrict processing: you can ask me to limit how I use your data

  • Right to data portability: you can ask for your data in a structured, machine-readable format

  • Right to object: you can object to me processing your data for direct marketing or legitimate interests

  • Right to withdraw consent: where I rely on consent, you can withdraw it at any time

To exercise any of these rights, please email me at contact@roamandreclaim.co.uk. I will respond within one month.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) — the UK's supervisory authority for data protection:

ICO website: https://ico.org.uk

9. How I protect your data

I take the security of your personal data seriously. Your data is stored on secure, reputable platforms with appropriate technical and organisational measures in place. Session notes are stored in a Google Workspace professional account, which is accessible only to me and protected by a strong password and two-factor authentication.

No method of transmission over the internet is completely secure, however, and I cannot guarantee absolute security.

10. International data transfers

Some of my third-party providers are based outside the UK (primarily in the USA). Where this is the case, your data is transferred under appropriate safeguards — primarily the UK-US Data Bridge, which came into effect in October 2023, or standard contractual clauses where applicable.

11. Children's data

My services are intended for adults aged 18 and over. I do not work with persons under the age of 18. I do not knowingly collect personal data from children. If you believe a child has provided me with their data, please contact me so I can delete it.

12. Changes to this policy

I may update this Privacy Policy from time to time. The date at the top of this page shows when it was last revised. I encourage you to review it periodically. Where changes are significant, I will notify you by email if I hold your email address.

13. Contact me

If you have any questions about this Privacy Policy or how I handle your data, please get in touch:

  • Rachel Fox — Rachel Fox Life Coach / Roam and Reclaim

  • Email: contact@roamandreclaim.co.uk

  • Website: roamandreclaim.co.uk