Last updated: June 2026

Who we are
Mind Coach Ltd is a boutique executive and leadership coaching consultancy based in New Zealand. We are committed to protecting the privacy of our clients and website visitors and to handling personal information responsibly under the New Zealand Privacy Act 2020. Mind Coach Ltd’s Privacy Officer can be contacted at hello@mindcoach.co.nz. If you have any questions about this policy, please contact us at: cheryl@mindcoach.co.nz

What information we collect
We may collect the following types of personal information:

• Contact details (name, email address, phone number, organisation)
• Professional background and role information
• Information shared during coaching sessions, including session notes and reflections
• Psychometric and assessment results (such as Hogan assessments, 360 feedback, and
strengths profiles)
• Billing and invoicing information (where applicable)
• Information submitted via our website contact form
• Information provided by third parties where relevant to our services, such as an employer, sponsor, HR contact, manager, assessment provider, 360 feedback participant or referral source

Why we collect it
We collect personal information to:

• Provide coaching, facilitation, assessment and related professional development services
• Communicate with clients and prospective clients
• Administer and improve our coaching programmes
• Meet our professional obligations, including ICF accreditation requirements (coaching hours only, never session content)
• Manage safety, confidentiality and service quality
• Comply with our legal obligations Coaching agreements Coaching clients may also be asked to sign a separate coaching agreement, which sets out additional privacy, confidentiality, recording, AI-assisted administration, safety and retention terms specific to the coaching engagement.

Who we share it with
We do not sell or rent your personal information. We may share it only in the following
circumstances:

• Associate coaches or other approved practitioners engaged by Mind Coach to deliver services to you, who are bound by confidentiality obligations
• An employer, sponsor or organisation arranging coaching, limited to administrative updates such as attendance, engagement status, programme progress or completion. We do not share the content of individual coaching sessions unless agreed with the client or required for safety or legal reasons
• Professional supervisors, where required for coach supervision and quality assurance, on a strictly confidential basis
• Assessment providers, where assessments are used, in accordance with their own privacy terms
• Third-party service providers, including AI-assisted tools used to support coaching
administration, transcription, note-taking and document preparation
• Where required by law, such as if there is a serious risk to your safety or the safety of others

AI-assisted tools and overseas processing
Mind Coach may use third-party AI tools to support coaching administration, such as
transcription, note-taking and document preparation. Some information may be processed on secure servers located overseas. Mind Coach only uses AI tools where settings or terms confirm that information is not used to train AI models. Where practicable, client-identifying information is minimised or de-identified.

Some service providers may process or store personal information outside New Zealand. Where this occurs, we take reasonable steps to ensure appropriate privacy and security safeguards are in place.

How long we keep it
Session notes and related coaching documents are retained securely for up to 7 years following the end of your coaching engagement, unless a longer period is required by law, contract or professional obligations. After that period, we take reasonable steps to securely delete, destroy or de-identify the information. Contact and administrative information may be retained for a reasonable period for business continuity purposes.

How we store and protect it
Your information is stored securely using password-protected systems. We take reasonable steps to protect personal information from loss, unauthorised access and disclosure.

If we become aware of a privacy breach that has caused, or is likely to cause, serious harm, we will notify affected individuals and the Office of the Privacy Commissioner as required by the Privacy Act 2020.

Your rights
Under the Privacy Act 2020, you have the right to:
• Request access to the personal information we hold about you
• Ask us to correct any information that is inaccurate or incomplete
• Withdraw consent for specific uses of your information (such as AI-assisted administration) at any time by notifying your coach in writing

To exercise any of these rights, please contact us at hello@mindcoach.co.nz. We will respond within 20 working days.

Website and cookies
Our website may collect anonymised usage data via Google Analytics to help us understand how visitors use the site. This data does not identify you personally. You can disable cookies in your browser settings at any time.

Changes to this policy
We may update this policy from time to time. The current version will always be available on this page with the date it was last updated.

Complaints
If you have a concern about how we have handled your personal information, please contact us in the first instance. If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner at privacy.org.nz or on 0800 803 909.