How I Handle Your Data

A plain-English guide for The Food Phoenix coaching clients  ·  Dr Catriona Walsh  ·  April 2026

1. What I Collect About You

As a coaching client, I collect and work with:

• Your name, email address, and contact details
• Health history, symptoms, and relevant medical background you share with me
• Dietary records, food diaries, and nutrition analysis data
• Lifestyle information (sleep, stress, movement, environment) relevant to your programme
• Notes and observations from our sessions
• Any test results, letters, or documents you choose to share
• Transcripts or notes from video consultations (see Section 3)

I collect only what I need to understand your situation and deliver the best possible coaching. You're always in control of what you share.

Important: Health information is "special category" data under UK GDPR, which means it receives the highest level of legal protection. I treat it accordingly.

2. Where Your Data Is Stored

FuseBase (client portal)

Your programme materials, session notes, and records are stored in FuseBase, a secure client portal. FuseBase operates at HIPAA-compliant level, meaning it meets stringent data security standards designed for sensitive health information. Only you and I have access to your data within FuseBase.

Google Workspace

I use Google Workspace (Google's professional suite) for email and document management. Some session-related notes may be stored here. Google Workspace is GDPR-compliant and uses standard contractual clauses for any data transfers outside the UK/EEA.

Dietary Analysis App

I use a specialist nutrition analysis app to assess your dietary intake for vitamins, minerals, omega fats, and macronutrients. Where this involves inputting your food diary data, it is used solely for this analytical purpose and is not shared with third parties.

3. Video Consultations and Recordings

Our video consultations take place via Google Meet. Google Meet has an automatic transcription and note-taking feature that may generate a written record of our session.

What this means for you:

• A transcript or summary of our session may be automatically generated and stored in my Google Workspace
• You will be made available a copy — you can download it after each session
• These records are kept for up to 8 years in line with health record retention guidance, after which they are deleted
• Transcripts are not shared with any third party

If you do not consent to transcription: Please tell me before our first session and I will ensure the transcription feature is disabled. This will not affect your access to coaching in any way.

By proceeding with our first session without raising an objection, you are consenting to this arrangement. You can withdraw consent at any time by emailing me at admin@thefoodphoenix.co.uk.

4. How Long I Keep Your Records

• Coaching client records (health data): 8 years after our last contact, following NHS guidance for health-related records
• Financial records (invoices, payment records): 7 years, as required by HMRC
• Enquiry or contact emails (if you contacted me but didn't become a client): up to 2 years
• Anonymised data (where your identity has been fully removed — for example, anonymised case patterns used in research or teaching): may be retained indefinitely

You can request early deletion of your data at any time. I will comply unless there is a legal obligation to retain it (such as financial records required by HMRC).

5. Who I Share Your Data With

I do not sell your data. I do not share it with advertisers or other coaches. I share information only in these limited circumstances:

• Service providers: FuseBase and Google Workspace, solely to store and manage your records as described above
• With your explicit consent: For example, if you agree to your case being discussed (anonymised) in a research or educational context
• Legal requirements: If required by law or to protect your safety or the safety of others — I would inform you if this ever applied, unless doing so would itself create a safety risk

6. Your Rights

Under UK GDPR, you have the right to:

• Access your data — request a copy of everything I hold about you
• Correct inaccurate information
• Request deletion of your data (subject to retention obligations)
• Withdraw consent for transcription or any other consent-based processing at any time
• Object to certain types of processing
• Complain to the ICO if you feel your rights have not been respected: ico.org.uk

To exercise any of these rights, email me at admin@thefoodphoenix.co.uk. I'll respond within 30 days.

7. A Note on the Coaching Relationship

Everything you share with me in a coaching context is treated with complete confidentiality. The insights, challenges, and personal details you bring to our sessions stay between us.

I handle your health information not just because the law requires it, but because you're trusting me with something genuinely precious — your story, your body, and your attempt to rebuild. That's not something I take lightly.

This document was last reviewed and updated in April 2026. The full Privacy & Cookie Policy for thefoodphoenix.com is available at thefoodphoenix.com/privacy-policy.