Privacy Notice
PRIVACY NOTICE
1. INTRODUCTION
This notice explains how Victoria Miles, trading as "Positive Psychology for Schools", collects and uses your personal data when you use www.positivepsychologyforschools.com, join our mailing list, book training or coaching, or contact us.
Victoria Miles is the data controller, meaning we decide how and why your personal data is used. In this notice, "we", "us" and "our" mean Victoria Miles trading as Positive Psychology for Schools.
Contact Details
Our full details are:
Full name of legal entity: Victoria Miles trading as "Victoria Miles" and "Positive Psychology for Schools"
Email address: [email protected]
It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at [email protected]
2. WHAT DATA DO WE COLLECT ABOUT YOU, FOR WHAT PURPOSE AND ON WHAT GROUND WE PROCESS IT
Personal data means any information capable of identifying an individual. It does not include anonymised data.
We may process the following categories of personal data about you:
| Type of data | What it includes | Why we use it | Lawful basis |
|---|---|---|---|
| Contact and identity data | Name, job title, school or organisation, email address, phone number | To respond to you, arrange training or coaching, and keep records | Contract, or our legitimate interests in running our business |
| Communication data | Messages you send us through our website forms, email, text or social media | To reply to you, keep records, and establish or defend legal claims | Legitimate interests |
| Customer data | Billing address, what you bought and when, invoices and payment records | To deliver what you have bought and keep financial records | Contract and legal obligation (tax and accounting) |
| Payment data | Card details | Handled directly by our payment provider, Stripe. We do not see or store your full card details | Contract |
| Mailing list data | Your email address, name, what you signed up for, and whether you open or click our emails | To send newsletters, resources and offers you asked for | Consent, or legitimate interests for existing customers (see section 6) |
| Technical data | IP address, browser and device type, pages visited, time on site | To run and secure our website | Legitimate interests (essential cookies); consent (analytics and advertising cookies, see section 7) |
| Advertising data | How you interact with our adverts on Facebook, Instagram or Google | To show relevant adverts and measure how well they work | Consent |
We only use your data for the purpose we collected it for, or a compatible purpose. If we need to use it for a new, unrelated purpose, we will tell you first and explain the lawful basis.
If we need data to deliver a contract (for example, to book training) and you do not provide it, we may not be able to provide that service. We will tell you if this happens.
3. COACHING AND SENSITIVE INFORMATION
Coaching conversations about wellbeing can sometimes include information about your physical or mental health. The law treats health information as "special category" data, which needs extra protection.
We only record health information if you choose to share it and it is relevant to your coaching. We ask for your explicit consent before we record it, and you can withdraw that consent at any time. Coaching notes are kept confidential, stored securely and are not shared with your employer or school without your permission, unless we are legally required to, or there is a serious risk of harm to you or someone else.
We do not otherwise collect special category data (such as information about race, religion, sexual orientation, political opinions, trade union membership, genetics or biometrics), or information about criminal convictions.
4. CHILDREN AND SCHOOLS
Our website, mailing list and coaching are intended for adults, such as school leaders, staff and parents. We do not knowingly collect personal data directly from children under 18. If you believe a child has given us their details, please contact us and we will delete them.
When we deliver training or other work for a school, we may occasionally receive information about pupils or staff from that school. In those cases the school remains the data controller, and we act as its data processor. We use that information only on the school's written instructions, for the agreed work, and return or delete it when the work ends. Questions about that information should go to the school first.
5. HOW WE COLLECT YOUR DATA
From you directly, when you fill in a form on our website, sign up to our mailing list, book or buy from us, or contact us by email, phone or social media.
Automatically, through cookies and similar technologies when you use our website (see section 7).
From third parties, such as analytics and advertising providers (Google and Meta, who own Facebook and Instagram), our payment provider, and the school or organisation that booked our services.
From public sources, such as a school's website or Companies House, when we are contacting organisations about our services.
6. MARKETING COMMUNICATIONS
We send marketing emails, such as newsletters, free resources and offers, only when:
you have given your consent, for example by signing up to our mailing list or downloading a free resource; or
you have bought from us or asked about our services, and the emails are about similar services. You can opt out at any time, starting from the moment you give us your details.
We may email people at schools and other organisations in their work role about services relevant to that role. This is based on our legitimate interests, and you can opt out at any time.
Every marketing email includes an unsubscribe link. You can also email [email protected] to opt out. Opting out of marketing does not affect emails we need to send about something you have bought or booked.
We never sell your data, and we will not share it with anyone else for their own marketing.
7. COOKIES AND TRACKING
We use essential cookies to make our website work. We only use analytics cookies (such as Google Analytics) and advertising tools (such as the Meta Pixel) if you agree to them through our cookie banner. You can change your choice at any time using the cookie settings link at the bottom of every page.
For full details of the cookies we use, see our Cookie Policy.
8. WHO WE SHARE YOUR DATA WITH
We use trusted service providers to run our business. They process your data only on our instructions and must keep it secure.
| Provider | What they do for us | Where data is held |
|---|---|---|
| FEA Create (run on the HighLevel / LeadConnector platform) | Website, forms, mailing list, bookings and customer records | USA |
| Stripe | Taking card payments | UK / USA |
| Zoom | Online training and coaching sessions | USA |
| Email, file storage and/or analytics | USA | |
| Meta (Facebook and Instagram) | Advertising and social media messages | USA / Ireland |
We may also share data with:
professional advisers, such as our accountant, lawyers, bank and insurers;
HMRC and other authorities, where the law requires it;
a buyer of our business, if we sell or transfer it, who would have to treat your data in line with this notice.
9. NTERNATIONAL TRANSFERS
Some of our providers, listed in section 8, store or access data outside the UK, mainly in the USA. When this happens, we make sure your data is protected by one of the safeguards UK law requires:
the provider is certified under the UK Extension to the EU–US Data Privacy Framework (the "UK–US data bridge"); or
we have a contract with the provider that includes the UK International Data Transfer Agreement or Addendum, or the provider's terms include equivalent protections.
You can email us for more information about the safeguards in place.
10. SECURITY AND HOW LONG WE KEEP YOUR DATA
We protect your data with measures such as strong passwords, two-factor authentication on our accounts, and limiting access to people who need it. If there is a data breach that is likely to put you at risk, we will tell you, and the ICO where required, without undue delay.
We keep personal data only as long as we need it.
| Data | How long we keep it |
|---|---|
| Customer, invoice and payment records | 6 years after the end of the tax year of the sale, as required for tax |
| Coaching notes | 12 months after your last session, unless you ask us to delete them sooner |
| Mailing list data | Until you unsubscribe; we then keep only your email address on a suppression list so we don't contact you again |
| Enquiries and general emails | 2 years after our last contact, unless they become part of a customer record |
| Pupil or staff data received from a school | Returned or deleted when the work ends, or as the school instructs |
We may anonymise data for research or statistics. Anonymised data no longer identifies you, so we may keep it without time limit.
11. YOUR RIGHTS AND HOW TO COMPLAIN
Under UK data protection law, you have the right to:
access a copy of the personal data we hold about you;
correct data that is wrong or incomplete;
erase your data in certain circumstances;
restrict how we use your data in certain circumstances;
object to our use of your data where we rely on legitimate interests, and to direct marketing at any time;
data portability, meaning receiving your data in a reusable format or having it sent to another organisation;
withdraw consent at any time, where we rely on consent;
not be subject to decisions based solely on automated processing that significantly affect you. We do not make any such decisions.
To use any of these rights, email [email protected]. It is free, unless a request is clearly unfounded or excessive. We may need to check your identity first. We will respond within one month, or tell you if we need longer because a request is complex.
Complaints
If you are unhappy with how we have handled your data, please email us first so we can put it right. We will acknowledge your complaint within 30 days and tell you the outcome without undue delay.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.
12. THIRD PARTY LINKS AND CHANGES TO THIS NOTICE
Our website may link to other websites and social media. We are not responsible for how they use your data, so please read their privacy notices.
We may update this notice from time to time. The date below shows when it was last updated. If we make significant changes, we will tell you by email or on our website.
Last updated: October 2026
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