Privacy Policy

Business name: Level Up with Virginie
Trading as: Level Up with Virginie
Owner/Coach: Virginie Astier Kenneally
Email: info@levelupwithvirginie.com
Effective date: October 16th, 2025
Last updated: October 16th, 2025

We respect your privacy. This policy explains what personal data we collect, how we use it, and your rights under the UK GDPR and Data Protection Act 2018.

1) Who we are (Data Controller)

Level Up with Virginie is the data controller for personal data collected via our website and through our coaching services. If you have questions, contact info@levelupwithvirginie.com.

You have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at ico.org.uk, but please contact us first so we can try to resolve your concern.

2) The data we collect

We may collect and process:

  • Identity & Contact Data: name, email, phone number, job title, company.

  • Booking & Transaction Data: session dates, packages purchased, billing address, payment confirmations (card details are handled by our payment processor).

  • Coaching Data: pre-session questionnaires, notes you choose to share, goals, progress actions.

  • Communications: emails, messages, testimonials, feedback.

  • Marketing Preferences: your choices about receiving updates.

  • Technical & Usage Data (website): IP address, device/browser info, pages viewed, interactions, via cookies or similar tech.

  • Social/Referral Data: if you book via a partner link or social platform.

We do not intentionally collect special category data (e.g., health information). If you choose to share such data during coaching, we will keep it confidential and process it only as necessary to provide the service you request.

3) How we collect data

  • Directly from you: when you enquire, book, complete a questionnaire, attend coaching, email us, or subscribe.

  • Automatically: via cookies/analytics on our website.

  • Third parties: payment processors, scheduling tools, video platforms, email service providers, analytics tools.

4) How and why we use your data (Legal bases)

We use your data for:

  • Providing coaching and fulfilling a contract (UK GDPR Art. 6(1)(b)): scheduling, delivering sessions, customer service.

  • Taking steps at your request before a contract (e.g., discovery calls, proposals).

  • Legitimate interests (Art. 6(1)(f)): improving services, managing our relationship, preventing abuse/fraud, keeping basic records, and running our website/analytics (balanced against your rights).

  • Consent (Art. 6(1)(a)): sending marketing emails, using non-essential cookies. You can withdraw consent anytime.

  • Legal obligation (Art. 6(1)(c)): tax and accounting records, responding to lawful requests.

We do not engage in automated decision making that produces legal or similarly significant effects.

5) Sharing your data

We share data with trusted processors who help us run our business, including:

  • Scheduling/video: Calendly, Zoom or Google Meet

  • Payments: Stripe/PayPal (they process card data)

  • Email & CRM: Google Workspace, Mailchimp/ConvertKit, Notion/HubSpot

  • Website & Analytics: SquareSpace, Google Analytics/Tag Manager

  • Forms/Surveys: Typeform/Google Forms

  • Accounting: Xero/QuickBooks and our accountant

Processors act on our instructions and are bound by contracts to protect your data. We only disclose personal data if required by law, to protect our rights, or with your consent.

6) International transfers

Some providers may store data outside the UK. Where that happens, we rely on appropriate safeguards such as UK International Data Transfer Agreement (IDTA) or EU Standard Contractual Clauses, plus additional measures where needed.

7) Data retention

We keep data only as long as necessary:

  • Client files & coaching notes: normally 3 years after your last session (unless a longer period is required/justified).

  • Contracts, invoices & tax records: 6 years (HMRC requirement).

  • General enquiries (no engagement): up to 12 months.

  • Marketing contacts: until you unsubscribe.

  • Website analytics: as configured by our analytics tool (typically 14–26 months).

When retention periods end, we securely delete or anonymise the data.

8) Security

We use reasonable technical and organisational measures to protect your data, including access controls, encryption in transit (HTTPS), secure passwords, least-privilege access, and staff/vendor confidentiality. No system is 100% secure; we will notify you of any data breach as required by law.

9) Your rights

You have the right to:

  • Access your personal data and obtain a copy.

  • Rectify inaccurate or incomplete data.

  • Erase your data (“right to be forgotten”) where applicable.

  • Restrict or object to processing in certain cases.

  • Data portability for data you provided to us with consent or contract.

  • Withdraw consent at any time (this won’t affect past processing).

  • Object to direct marketing at any time.

To exercise these rights, email info@levelupwithvirginie.com. We may need to verify your identity. We aim to respond within one month.

10) Cookies & similar technologies

Our website uses cookies and similar technologies to operate, remember preferences, and analyse traffic.

  • Essential cookies: required for the site to function (no consent needed).

  • Analytics/Performance cookies: help us understand usage (consent required).

  • Marketing cookies: for personalised content/ads (consent required).

When you first visit, you’ll see a cookie banner where you can accept, reject, or customise non-essential cookies. You can also adjust browser settings to block cookies. For details, see our Cookie Notice (below) or email us.

Cookie Notice (summary)

  • Controller: Level Up with Virginie

  • Tools we may use: Google Analytics/Tag Manager, Meta Pixel (if implemented).

  • Retention: per tool’s standard settings (e.g., GA data 14–26 months).

  • You can withdraw consent anytime via the cookie banner link “[Cookie Settings]” or by clearing your browser cookies.

11) Children

Our services and website are not directed to children under 18. If you believe a child has provided us personal data, contact us and we’ll delete it where appropriate.

12) Testimonials & case studies

With your explicit consent, we may publish your testimonial (first name/role or anonymous). You can withdraw consent at any time for future use by contacting us.

13) Links to other websites

Our site may link to third-party sites. We are not responsible for their privacy practices. Please review their policies.

14) Changes to this policy

We may update this policy from time to time. The latest version will always be posted on this page with the “Last updated” date.

15) How to contact us

Questions, requests, or complaints: info@levelupwithvirginie.com