Erma Qazi Ltd, trading as Doctor Specialty Coaching, is the data controller for the personal data described in this policy. Company number 17285386. Registered office: Pandle House, 70 Grange Road East, Wirral, United Kingdom, CH41 5FE. We are registered with the Information Commissioner's Office.
For any question about your data, contact [email protected].
If you create an account: your name, email address, and authentication data.
If you book a session: the sessions you book, when, with which coach, the price, and your payment status. We do not receive or store your card number. Stripe handles that.
If you are a coach: the above, plus your GMC number, your current post and place of work, your specialty, your profile text and photograph, and the Stripe account details you connect for payouts.
If you contact us: your name, email address, phone number if you give it, and what you wrote.
Material you upload or send for a session: portfolios, application drafts, evidence and similar. See below.
Automatically: IP address, browser and device information, and how you use the site.
You may send your coach a portfolio, a draft application or supporting evidence. This may include information about your career, your employment, your training record and your reflections.
You must anonymise anything relating to patients before you send it. This platform is not an appropriate route for patient identifiable information, and neither we nor your coach should ever receive any. If patient identifiable information reaches us, we will delete it and contact you, and we may be required to report it.
Material you send for a session is shared with the coach you booked and with no one else. Your coach is required to use it only for that session and to delete it within 30 days.
Sessions are delivered by video using a link your coach provides, usually Zoom or Microsoft Teams. Your coach chooses and controls that service, and that provider's own privacy terms apply to the call. We do not host, record, or have access to your session.
Coaches are not permitted to record a session without your express consent. Where you agree to a recording, your coach is responsible for storing and deleting it.
| What for | Lawful basis |
|---|---|
| Creating and running your account | Performance of a contract |
| Processing bookings and payments | Performance of a contract |
| Passing your material to your coach | Performance of a contract |
| Verifying a coach's GMC registration and post | Legitimate interests, being the safety and credibility of the platform |
| Responding to your enquiries | Legitimate interests |
| Handling complaints, disputes and refunds | Performance of a contract, and legitimate interests |
| Preventing fraud and misuse | Legitimate interests |
| Marketing emails | Consent, which you can withdraw at any time |
| Keeping accounting records | Legal obligation |
Where we rely on legitimate interests, we have considered whether those interests are overridden by your rights, and you can ask us about that assessment.
We do not make automated decisions that produce legal or similarly significant effects about you. We do not use your data to train AI models.
We do not ask for health data, and you should not send it.
A coach's GMC registration status is not special category data, but we treat it carefully because it is professionally sensitive. Where a coach's registration carries conditions or restrictions, we use that only to decide whether they can list, and we do not publish it.
We do not sell your data and we do not share it for anyone else's marketing.
Some of our providers store data outside the UK, including in the United States. Where they do, transfers are covered by the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or an adequacy decision.
| Data type | Retention period |
|---|---|
| Account data | While your account is open, then 12 months |
| Booking and payment records | 6 years, for tax and accounting |
| Material sent for a session | 30 days after the session |
| Coach verification records | While you are listed, then 6 years |
| Contact form enquiries | 12 months |
| Marketing consent records | Until you withdraw, then 2 years as a record that you did |
You can ask us to give you a copy of your data, correct it, delete it, restrict or object to how we use it, or send it to another provider. You can withdraw consent to marketing at any time, using the unsubscribe link or by emailing us.
Email [email protected]. We will respond within one month.
If you are unhappy with how we have handled your data, please tell us first, but you have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
We use the security provided by Prometora, Stripe and Google, including encryption in transit. We limit who can see your data to those who need to. No system is perfectly secure, and we will tell you and the ICO about a breach where the law requires it.
We will post changes here with a new date, and email registered users about anything significant.