Privacy Notice

1. Who we are

The Mindful Space: Coaching Hub ("the Service") is operated by Nathan Gardner, trading as The Mindful Narrative ("we", "us", "our"), a sole trader established in the United Kingdom. We are the data controller for the personal data we collect in order to run the Service. You can reach us about anything in this notice at support@themindfulspace.app, or through the contact page.

1a. Roles of the parties

The Service has two distinct layers of responsibility, and it matters which one your data sits in:

• We are the controller for the data we need to run the platform: your account and login, roles and pathways, subscription and billing administration, security and audit logs, in-app and email notifications, support tickets, and usage data.
• Your coach is the controller for the coaching record they keep about you — session notes, goals, metrics, workout and nutrition plans, progress photos, agreements, feedback and invoices. For that content we act as their processor: we store and display it on their instructions and do not use it for our own purposes. Your coach must tell you what they record and why, and requests about that content go to them. Our processing terms with coaches are published in our Data Processing Addendum.
• Private reflections are yours alone. They are visible only to the client who wrote them and are excluded from every coach-facing view, export and analytics surface.

1b. Health-related information

Coaching often involves health-related information — body metrics, nutrition data, injury or wellbeing notes, and progress photos. This is special-category data. Where you provide it, we and your coach rely on your explicit consent: you choose to share it with your coach as part of the coaching relationship, and you can withdraw at any time by removing the content, ending the coaching relationship, or deleting your account. Withdrawing consent does not affect processing that already took place.

2. Personal data we collect

• Account data: name, email address, login credentials, role (coach or client), plan and pathway assignments (Coaching Psychology and/or Personal Training).
• Profile data: any information you choose to add to your profile.
• Coaching content: messages, goals and progress updates, tracking metrics and entries, coaching session records (delivered hours, draft notes and outcomes), appointments, agreements, feedback forms and responses, shared resources and catalogue items, workout programs and logs, nutrition targets, nutrition entries and meal plans, invoices, in-app notifications, support tickets, and other content you or the people you are connected with create or upload.
• Aggregated practice insights: for coaches, we compute pathway-aware summary counts and trends (e.g. active clients, goals, coaching sessions, workouts, nutrition entries, invoices, training volume and macro adherence) from your own coaching content to power the Insights dashboard. These are derived from data you already have in the Service and are visible only to you. Client reflections are never used to compute Insights.
• Private reflections: journal entries clients write in the Reflections area are visible only to the client who wrote them. Coaches cannot see reflections, and they are excluded from every coach-facing view, export and analytics surface.
• Usage data: pages viewed, features used, device identifiers, IP address, browser and OS information, log data.
• Support data: any information you provide when you contact us for help or open a support ticket.
• Subscription billing data: your plan, subscription status and invoice history for your subscription to The Mindful Space. Payment card details are collected and processed directly by our payment provider, Paddle, and are not stored on our systems.
• Coach-issued invoice records: if you are a coach using the in-app Invoices feature, we store the totals, line items, dates and status of invoices and credit notes you issue to your clients, together with any products or memberships you set up. Where card payments are not enabled, payment between you and your client is settled outside the Service by whatever method you choose (bank transfer, third-party payment link, etc.), and we do not collect or process card or bank details for those transactions.
• Stripe card payments (coaches only, optional): if you connect your own Stripe account from Settings → Integrations, we store your Stripe account identifier and the status and reference of payments made against your invoices so we can mark them as paid. Card details are collected and processed by Stripe, never by us, and funds are paid directly into your own Stripe account. Clients paying by card provide their payment details directly to Stripe.
• Notification preferences: your per-event email toggles and quiet-hours window, so we only send what you have asked for.
• Google Calendar integration (optional): if you connect your Google Calendar from Settings → Integrations, we store the OAuth tokens needed to read and write events on that calendar in encrypted form. We only read and write events related to your Mindful Space appointments; we do not scan or store the rest of your calendar. You can disconnect at any time, which revokes our access. Google Calendar is the only third-party calendar provider currently supported.
• Browser push subscription (optional): if you enable browser push notifications, we store the push subscription details your browser provides so we can deliver alerts. The subscription is deleted when you turn push off or revoke the browser permission.
• Coach branding assets (coaches only, optional): if you configure branding in Settings → Branding, we store the logo image data, accent colour and display name against your coach profile and embed them in client-facing emails and invoice PDFs.

3. How we use personal data and our legal basis

• To provide the Service (account creation, hosting your coaching workspace, messaging, billing administration) — performance of a contract with you.
• To keep the Service secure (fraud and abuse prevention, authentication, logging) — legitimate interests.
• To improve the Service (diagnostics, aggregated analytics) — legitimate interests.
• To handle support requests — performance of a contract and legitimate interests.
• To comply with legal obligations (tax, accounting, responding to lawful requests) — legal obligation.
• To send service emails (invites, password resets, important account notices) — performance of a contract.

4. Who we share personal data with

• Hosting and infrastructure providers who store and process data on our behalf.
• Paddle.com Market Ltd ("Paddle"), our Merchant of Record, who processes payments, manages subscriptions, handles tax compliance, and issues invoices on our behalf. See Paddle's privacy notice at paddle.com/legal/privacy.
• Stripe, where a coach has enabled optional card payments on their own invoices — Stripe processes the client's card payment as an independent controller under its own terms. See stripe.com/privacy.
• Google, where you choose to connect Google Calendar or sign in with Google.
• Email and notification providers who deliver transactional messages.
• Professional advisers (legal, accounting) where necessary.
• Authorities where required by law or to protect our rights.

A current list of the sub-processors we use, with their purpose and processing region, is published in our Data Processing Addendum. We never sell your personal data.

5. International transfers

Some of our service providers may process data outside your country of residence, including outside the UK/EEA. Where this happens, we rely on appropriate safeguards such as Standard Contractual Clauses or adequacy decisions.

6. How long we keep personal data

We keep personal data for as long as your account is active, and then apply the retention periods below. A scheduled clean-up routine enforces them automatically.

• Account and coaching content: while the account exists. Deleted immediately when you delete your account.
• Financial records (subscription invoices, coach-issued invoices and credit notes): 6 years after the end of the relevant financial year, to meet tax and accounting obligations.
• Support tickets and replies: 24 months after the ticket is resolved or closed.
• Email delivery logs: 90 days.
• Administrator audit logs: 24 months.
• Read in-app notifications and reminder bookkeeping: 12 months.
• Backups: encrypted backups are held on a short rolling window and age out automatically.

When a client deletes their account, records their coach must keep for legal or accounting reasons — invoices, credit notes, memberships, delivered-session records and signed agreements — are retained in anonymised form: the name is replaced with "Deleted client" and signature, IP and device details are removed.

6a. When coaching ends

A coach can mark a coaching relationship as on a break or ended. In both cases everything you have shared stays visible to both of you, but new work stops: no new goals, forms, assignments or reminders. When coaching ends, messaging closes too and the shared history becomes a read-only archive. Coaches can download a full copy of a client's record (a zip file of spreadsheets plus progress photos) for their own files before removing the client, and removing a client deletes the shared data as described above.

7. Your rights

Depending on where you live, you may have rights to:

• access the personal data we hold about you;
• request correction of inaccurate data;
• request deletion of your data;
• request restriction of, or object to, certain processing;
• request portability of your data;
• withdraw consent where processing is based on consent;
• lodge a complaint with your local data protection authority (in the UK, the ICO).

You can exercise two of these rights yourself at any time from Settings → Profile: Export my data downloads a machine-readable copy of your records, and Delete account erases your account and content. For anything else, email support@themindfulspace.app and we will respond within one month. Requests about the coaching record your coach keeps about you should go to your coach, who is the controller for that content; we will help them respond.

8. Security

We use appropriate technical and organisational measures, including encryption in transit, row-level database access controls scoped to each coach–client relationship, encrypted storage of third-party access tokens, and audit logging, to protect personal data. No system is perfectly secure, but we work to keep your data safe.

8a. Administrator access

A small number of platform administrators can access account data where necessary to provide support, investigate abuse or fraud, or keep the Service running. Administrator actions taken on other people's accounts are written to an audit log. Administrators do not read private client reflections.

8b. Personal data breaches

If a personal data breach occurs, we will notify the relevant supervisory authority (in the UK, the ICO) within 72 hours of becoming aware of it where the breach is likely to result in a risk to people's rights and freedoms, and we will notify affected users and any affected coach without undue delay where the risk is high. Notifications will describe what happened, what data was involved, and what we are doing about it.

9. Cookies

We use essential cookies and similar technologies to keep you signed in and to keep the Service working. We do not use third-party advertising cookies.

10. Changes to this notice

We may update this notice from time to time. The "Last updated" date at the top tells you when it last changed. Material changes will be communicated through the Service.