How I handle your information when you book a call

I’m Wes Reeves, a self-employed nutritionist and personal trainer trading as Wes Reeves Coaching. When you book a call through the form on this page, I’m the person responsible for the information you give me. In data protection terms I’m the data controller, and I’m registered with the Information Commissioner’s Office under registration number ZC214177.

What the form collects. Your first name, your email address, what you’d like to be different six months from now, and which kind of coaching you’re looking for. The booking page then records the date and time of the call you pick.

Please don’t put health information in the form. Not your medical conditions, not your medications, not anything a doctor has told you. There’s a proper place for that after we’ve spoken, on a separate form that asks your permission first and explains exactly how that information is protected. The booking form isn’t it, and if you do put health details here I’ll leave them out of my records.

Why I collect it. So I can hold the call, know roughly what you want to talk about before we speak, and send you the joining details and a reminder. That’s it. I don’t use it to build a profile of you, and nothing about you is decided automatically.

My legal basis. You’ve asked me to do something before we have any contract: hold a call about coaching. UK data protection law calls that “steps taken at your request prior to entering into a contract”, and that’s what I’m relying on. It applies whether or not you go on to become a client.

Who else sees it. Two companies, and only in the course of doing a job for me:

• Google provides the form, the booking calendar, my email and my file storage, through Google Workspace. Your answers and your booking are held there, alongside any emails between us.
• Stripe handles payments, through Stripe Payments Europe, Limited. Stripe is not involved at the booking stage at all. It only comes into it if you decide to work with me and start paying, and even then your card details go straight to Stripe. I never see or hold your card number. Stripe also uses payment information for its own purposes, to spot fraud and to meet the checks the law requires of payment companies. For that part it decides for itself what it does with the information, rather than acting on my instructions, and its own privacy policy covers it.

Both are contractually bound to use your information only for what I’ve asked them to do. Nobody else gets it. I don’t sell it, I don’t share it for advertising, and I don’t pass it to other coaches or businesses.

Where it goes. Google, Stripe and Cloudflare all operate internationally, so your information may be handled outside the UK. Transfers like these are covered by safeguards that UK law recognises for sending personal information outside the UK.

How long I keep it. If we speak and you don’t go ahead, I delete your booking and your answers after six months. If you cancel before the call, I delete it within 30 days. If we speak, you fill in the health form, and you then decide not to go ahead, I delete that health information after 30 days, or after six months in the one case where I’ve written to your GP, because that letter is a record of something I did on your behalf. If you do become a client, your information moves into my client records, and how long I keep it depends on what it is: health information for two years after we stop working together, and contract records such as invoices for six years. My full data policy explains this properly.

What you can ask me to do. You can ask for a copy of what I hold about you, ask me to correct it if it’s wrong, ask me to delete it, ask me to restrict what I do with it, or ask me to send it to you in a portable format. Email me at privacy@wesreeves.com and I’ll respond within a month. There’s no charge.

If you’re not happy with how I’ve handled it. Tell me first and I’ll try to sort it. You can also complain to the Information Commissioner’s Office, the UK’s data protection regulator, on 0303 123 1113 or at ico.org.uk. You don’t need my permission, though the ICO will normally want to see that you came to me first.

Visiting this website. The site itself is hosted by Cloudflare. Whenever anyone loads a page, their device’s internet address passes through Cloudflare, because that is how a web page reaches a browser at all. This happens whether or not you fill anything in, and it is the only information involved. Cloudflare never receives anything you type into the booking form, which is held by Google. Cloudflare is contractually bound to handle it only for the purpose of serving my site.

Do you have to give me this information? No, but the form is the only way to book a call, so without it I can’t hold one.