Privacy notice

Last updated 3 August 2026

Who is responsible for your information

Jonathon Williams, trading as Acorn Thinking Space, is the data controller for the personal information described in this notice.

What information we collect

Depending on how you interact with the service, this may include:

• your name, contact details and organisation or professional role;
• booking, calendar and meeting information;
• enquiries, correspondence and contracting preferences;
• invoices, payments and accounting records;
• a minimal record of sessions and proportionate professional notes;
• complaints, concerns, information-rights requests or security incidents; and
• technical information necessarily processed when you visit the website or use a supplier's service.

Coaching supervision may sometimes involve sensitive matters. Special-category personal information is not requested through the website or booking form and will not be collected routinely. If it becomes genuinely necessary, the reason, lawful basis, additional condition and safeguards will be documented.

Why we use it and our lawful bases

• Enquiries and introductory conversations: to respond to you and take steps at your request before entering a contract.
• Contracting and delivering supervision: to perform the service contract.
• Invoicing, tax and statutory records: to meet legal obligations.
• Security, complaints, professional accountability and the defence of legal claims: for legitimate interests in running a safe, ethical and accountable practice, balanced against your rights.

Acorn Thinking Space does not currently use your details for an email-marketing list. If this changes, a lawful route and a simple opt-out will be provided.

Who receives your information

Information is not sold. It is shared only where needed with contracted service providers, professional advisers or authorities, or where you ask us to do so.

Calendly is used to arrange introductory conversations and processes booking information under its own privacy and contractual terms. Acorn Thinking Space may also use carefully selected providers for email, calendar, video meetings, secure storage, invoicing, accounting and payments where needed to provide and administer the service.

Some suppliers may process information outside the UK. Where this happens, the supplier's location, safeguards and international-transfer arrangements will be checked and documented before use.

Information may also be disclosed where required by law or where this is necessary and proportionate to address serious safeguarding, criminal, regulatory or legal concerns. The confidentiality agreement will explain the relevant limits.

How long we keep information

• Unsuccessful enquiries and free-conversation booking information: normally 90 days after the final contact or decision not to proceed.
• Client agreements, session logs and minimal professional notes: a working period of six years after the relationship ends, subject to confirmation with the insurer and professional adviser.
• Invoices, expenses and tax-supporting records: at least five years after the relevant 31 January Self Assessment submission deadline, or longer when HMRC requires it.
• Complaint, incident and breach records: normally six years after closure, with restricted access.

Information is deleted securely when it is no longer needed. A shorter or longer period may apply where the law, an active dispute, insurance conditions or a clearly recorded professional reason requires it.

How we protect information

Safeguards include access controls, multi-factor authentication, encrypted supported devices, security updates, data minimisation, separate administrative and professional records where practical, and reviewed supplier arrangements. Sessions are not recorded by default. Personal information is not placed in unapproved public artificial-intelligence tools.

Website cookies and links

This static website does not set analytics, advertising or marketing cookies. It links to Calendly, which is a separate service and may use its own cookies and process technical information when you visit it. Please review Calendly's notices before continuing.

Your information rights

Depending on the circumstances, you may have the right to ask for access, correction, deletion, restriction, portability or to object to processing. You may also withdraw consent where consent is the basis used. Some rights have legal exceptions, and records that must be kept for tax, legal or professional reasons may not be deleted immediately.

To exercise a right, email jonathon@acornthinking.space. Identity will be checked proportionately and requests will be answered within the applicable statutory timeframe.

Questions and complaints

Please contact Jonathon first if you have a question or concern about your information. You also have the right to complain to the Information Commissioner's Office. Visit ico.org.uk/make-a-complaint or telephone 0303 123 1113.

This notice will be updated when suppliers, services or legal requirements change. Material changes affecting existing clients will be communicated appropriately.