Legal

Privacy Policy

Last updated: June 2026

1. Introduction

CoachingByAaron (hereafter "we", "us" or "our") respects your privacy and complies with the General Data Protection Regulation (GDPR). This privacy policy explains how we collect, use, store, share and protect your personal data, and what rights you have.

2. Who is responsible for your data?

Data Controller:
CoachingByAaron
Email: info@coachingbyaaron.com
Website: coachingbyaaron.com

3. What data do we collect?

We only collect data that you actively provide or that is necessary for our services.

Via the contact form:

• First and last name
• Email address
• Phone number (optional)
• Content of your message

Via our online scheduling system:

• Name
• Email address
• Phone number
• Chosen time slot

Via WhatsApp:

• Phone number
• Content of your messages

During a coaching trajectory:

• Information you share about your situation, goals and background
• Session notes

Automatically via our website:

• IP address
• Browser type and device information
• Visit time and duration
• Pages visited

This technical data is processed for the proper functioning and security of the website. We currently do not use any analytics or statistics service to measure your website use.

4. Special categories of personal data

Coaching sometimes touches on sensitive topics, such as your mental or physical health. Such data falls under the "special categories of personal data" (Article 9 GDPR) and enjoys additional protection.

We process this data only:

• with your explicit consent, which we record before a trajectory begins, and
• to the extent necessary to support you properly.

You are never required to share more than you wish. You can withdraw your consent at any time (see section 9).

5. Why do we use your data, and on what basis?

Purpose	Legal basis (GDPR)
Answering your question via form or WhatsApp	Consent
Scheduling and conducting sessions and trajectories	Performance of the contract
Sending appointment reminders and follow-ups	Performance of the contract
Processing health-related information	Explicit consent
Maintaining financial administration and invoicing	Legal obligation
Securing and properly running the website	Legitimate interest

6. Who do we share your data with?

For certain tasks we use external service providers that process data on our behalf (processors). We conclude a data processing agreement with each of them, as required by the GDPR. These providers fall into the following categories:

• An online scheduling system (for booking sessions)
• An email and hosting service (for communication and running the website)
• An accounting and invoicing service (for our administration)
• A payment service (for orders in our web shop)

We never sell your data and never share it with third parties for their own marketing purposes.

7. Transfers outside the European Economic Area (EEA)

Some of our service providers are located outside the EEA, for example in the United States, or store data there. In such cases we ensure that the transfer takes place lawfully, based on one of the safeguards provided by the GDPR, such as an adequacy decision of the European Commission or the Standard Contractual Clauses adopted by the European Commission.

Would you like to know which safeguard applies to a specific service? Send us an email and we will explain.

8. How long do we keep your data?

• Contact details from an enquiry without follow-up: up to 1 year after the last contact
• Client data and financial administration: 7 years after the end of the trajectory (statutory tax retention period)
• Session notes and health-related data: no longer than necessary for your support, and deleted within a reasonable period after the trajectory ends, unless a legal obligation requires otherwise
• Server logs: maximum 30 days
• Cookies: see our Cookie Policy

9. Your rights

Under the GDPR you have the right to:

• Access the data we process about you
• Rectification of inaccurate data
• Erasure of your data, where legally possible
• Restriction of processing
• Data portability
• Objection to processing based on legitimate interest
• Withdraw consent: where you have given consent, you can withdraw it at any time. This does not affect processing that has already taken place.

To submit a request, email info@coachingbyaaron.com. We respond within one month. To verify your identity, we may ask you for additional information.

10. Automated decision-making

We do not use automated decision-making or profiling that produces legal effects for you.

11. Security

We take appropriate technical and organisational measures to protect your data, including:

• Encrypted connection via the website (SSL/https)
• Secured access to systems
• Limited access to personal data
• Regular backups

Do you suspect misuse or a security breach? Please contact us immediately.

12. Cookies

Our website uses cookies. You can read which ones and how to manage your preferences in our Cookie Policy.

13. Links to other websites

Our website may contain links to third-party websites. We are not responsible for how those parties handle your data. Please consult their privacy policy.

14. Changes

We may update this privacy policy from time to time. The current version is always available on our website, with the date of the latest change at the top.

15. Complaints

Do you have a complaint about how we handle your data? Please first contact us at info@coachingbyaaron.com so that we can resolve it together.

You also always have the right to lodge a complaint with the supervisory authority, the Dutch Data Protection Authority (Autoriteit Persoonsgegevens):
www.autoriteitpersoonsgegevens.nl  ·  +31 88 6410 300

16. Contact

Questions about this privacy policy?
Email: info@coachingbyaaron.com
Website: coachingbyaaron.com

This privacy policy is effective as of June 2026 and replaces all previous versions.