Privacy Policy
Last updated: 4 November 2026
1. About Chapman Leadership
Chapman Leadership is an independent coaching, mentoring and leadership advisory practice operated by James Chapman.
Chapman Leadership respects your privacy and is committed to handling personal information responsibly and in accordance with applicable UK data protection legislation.
If you have any questions about this Privacy Policy or how your personal information is handled, please contact:
James Chapman
Chapman Leadership
Email: james@chapmanleadership.co.uk
2. Information we collect
Depending on how you interact with Chapman Leadership, we may collect and process information including:
your name and contact details;
information you provide when contacting us through the Chapman Leadership website, including your name, email address and message;
information provided when arranging or receiving coaching, mentoring or advisory services;
correspondence between you and Chapman Leadership;
information relating to appointments, services and payments;
confidential coaching notes, including objectives, discussion themes and agreed actions;
where used, transcripts, summaries or AI-assisted notes generated during online coaching sessions; and
technical information associated with your use of the Chapman Leadership website, such as information collected through cookies and website analytics.
We aim to collect only information that is relevant and reasonably necessary for the purposes for which it is being used.
3. How we use your information
We may use personal information to:
respond to enquiries;
arrange introductory conversations and potential engagements;
provide coaching, mentoring and advisory services;
communicate with clients;
manage appointments and the client relationship;
maintain appropriate confidential coaching notes;
administer payments and business records;
operate and improve the Chapman Leadership website;
maintain the security and administration of the business; and
comply with applicable legal, accounting or regulatory requirements.
4. Our lawful basis for using your information
Under UK data protection law, we must have an appropriate lawful basis for processing personal information. The appropriate basis depends on why the information is being processed.
This may include:
Contract
Where processing is necessary to provide services you have requested, to take steps at your request before entering into an engagement, or to perform an agreement with you.
Legitimate interests
Where processing is reasonably necessary for the legitimate operation and administration of Chapman Leadership, provided those interests are not overridden by your rights and interests.
Legal obligation
Where information needs to be processed or retained in order to comply with applicable law.
Consent
Where we specifically ask for your consent to process information for a particular purpose.
5. Coaching sessions and notes
Confidentiality is fundamental to the coaching relationship at Chapman Leadership.
Information shared during coaching sessions will be treated as confidential, subject to any limitations on confidentiality set out in the relevant coaching agreement or required by law.
Chapman Leadership may maintain confidential notes relating to coaching sessions. These may include objectives, discussion themes, observations and actions agreed during coaching.
Online coaching sessions may take place using platforms such as Microsoft Teams or Zoom. Where appropriate, transcription, meeting-summary or AI-assisted note-taking functionality may be used.
Clients will be informed where such functionality is being used. Audio or video recording will not be undertaken without appropriate notification and consent.
Coaching notes, transcripts, meeting summaries and any recordings retained by Chapman Leadership will be treated as confidential personal information.
6. Sensitive personal information
The nature of coaching means that clients may sometimes choose to discuss information that is particularly personal or sensitive.
Where information constitutes special category data under UK data protection law, Chapman Leadership will handle that information appropriately and in accordance with applicable data protection requirements.
7. Confidentiality and sharing of information
Chapman Leadership will not sell clients' personal information or disclose the content of coaching conversations to third parties, except:
where this is necessary for service providers used to operate Chapman Leadership, such as website hosting, email, online meetings or payment processing;
where the client has specifically agreed to the disclosure; or
where disclosure is required by law.
Where service providers process personal information in connection with Chapman Leadership's services, only information reasonably necessary for that purpose will be used.
Coaching notes, session summaries and information discussed during coaching will not be shared with a client's employer, sponsor, manager or other third party without the client's agreement, unless disclosure is required by law.
8. Website, cookies and analytics
The Chapman Leadership website uses cookies and similar technologies.
Some cookies are necessary for the website to operate. Other cookies may be used for purposes such as understanding how visitors use the website.
Where required, visitors are given the opportunity to manage their cookie preferences through the cookie controls provided on the website.
9. How long we keep information
Chapman Leadership will retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including providing services and meeting applicable legal, regulatory, accounting or business requirements.
Different types of information may therefore be retained for different periods.
Where information is no longer reasonably required, it will be securely deleted or disposed of, subject to any legal or legitimate requirement to retain it.
10. Security
Reasonable measures are taken to protect personal information against unauthorised access, disclosure, alteration, loss or misuse.
Access to confidential client information is limited to what is reasonably necessary for the operation of Chapman Leadership and the provision of its services.
11. Your data protection rights
Depending upon the circumstances, you may have rights under UK data protection law in relation to your personal information, including rights to:
request access to your personal information;
ask for inaccurate or incomplete information to be corrected;
request deletion of your personal information in certain circumstances;
request restriction of processing in certain circumstances;
object to certain processing;
request transfer of certain information; and
withdraw consent where consent is the basis on which information is being processed.
Some of these rights are subject to exemptions and will depend upon the circumstances.
To exercise a data protection right, please contact:
12. Data protection complaints
If you have a concern or complaint about the way Chapman Leadership handles your personal information, please contact:
James Chapman
Email: james@chapmanleadership.co.uk
We will consider and respond to data protection complaints in accordance with applicable requirements.
You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's data protection regulator.
13. Changes to this Privacy Policy
This Privacy Policy may be updated from time to time to reflect changes to Chapman Leadership's services, technology, business practices or applicable legal requirements.
The latest version will be published on the Chapman Leadership website.