Privacy Notice

Version 1.3
Published: 26 October 2026
Effective: 26 October 2026

1. Who we are

VIA QUINTA provides individual career and executive coaching and a fully funded Opportunity Programme for eligible young adults. Ilai Domenico Schechter, trading as VIA QUINTA, is the data controller responsible for the personal information described in this notice.

Business address: 114 Fleet Road, London NW3 2QX. Privacy enquiries: [email protected]. General enquiries: [email protected].

This notice explains the information we collect, how and why we use it, who may receive it, how long we keep it and your rights.

2. Information we collect

Name, contact details and communication preferences.

Coaching enquiries, expressions of interest, broad professional circumstances, career interests and coaching objectives.

Confirmation of age eligibility for the Opportunity Programme.

Bookings, agreements, invoicing, payments and relevant correspondence.

Agreed actions, concise coaching notes and choices about optional recording, transcription or AI-assisted session summaries.

Limited technical information involved in visiting and securing the website.

We do not routinely ask for detailed financial hardship information, special-category personal information or confidential information about employers and colleagues. Please avoid including unnecessary sensitive or confidential details in initial enquiries.

3. Purposes and lawful bases

Paid coaching enquiries and introductory conversations: responding to requests, assessing suitability and arranging a fit check. UK GDPR Article 6(1)(b), steps requested before entering a contract.

Opportunity Programme expressions of interest: reviewing eligibility and capacity, corresponding with applicants and administering a limited funded programme. Article 6(1)(f), legitimate interests, supported by a documented purpose, necessity and balancing assessment.

Coaching provision and administration: arranging and delivering coaching, managing agreements, actions, appointments and invoices. Article 6(1)(b), contractual performance where applicable.

Accounting and statutory records: fulfilling relevant accounting, tax and legal duties. Article 6(1)(c), legal obligation.

Security, conflict screening and reasonable administration: safeguarding information systems, preventing misuse and assessing professional conflicts. Article 6(1)(f), legitimate interests where applicable.

An enquiry is not treated as permission to receive unrelated marketing. If special-category information becomes necessary, we will assess the separate Article 9 condition and necessary safeguards before processing it; it is not required for ordinary initial enquiries.

4. Systems and service providers

We principally use Microsoft 365: Microsoft Forms to collect enquiries; Power Automate for routing and minimal notifications; restricted SharePoint for enquiry and client records; Outlook for correspondence; and Microsoft Bookings and Teams for appointments and meetings. We use Cloudflare to host and protect our website and Starling for banking. Professional advisers may receive limited information where necessary.

Providers may process technical or personal information outside the UK. Where a restricted international transfer occurs, we assess the applicable transfer mechanism and contractual safeguards. The applicable Microsoft 365 and Cloudflare terms and service-specific transfer arrangements are documented in an internal supplier assessment; these must be verified before live collection.

5. Confidentiality and secure correspondence

We restrict access to authorised VIA QUINTA business accounts and necessary service providers. Clients do not have access to internal SharePoint registers, folders or other clients’ information.

We use Microsoft 365 business email for routine correspondence and routine documents. Where a completed intake contains particularly sensitive or confidential information, we require an appropriately protected method of exchange rather than an unprotected email attachment.

An employer sponsoring coaching does not automatically receive confidential conversation content, notes or assessments. Any permitted sponsor reporting is explained and agreed separately. Information may be disclosed where required by law or where necessary and proportionate to address a serious safety concern.

6. Recording, transcription and AI

Coaching session recording, transcription and AI-assisted session summaries are optional and are currently disabled. Before any such features are activated, clients may choose recording plus transcription, transcription without a separately retained recording, or neither; AI-assisted summaries require a separate choice. Manual concise coaching notes may be kept.

Approved AI services may be used for general business research, drafting and administration. Under our present policy, identifiable or confidential coaching material is not entered into consumer ChatGPT or Gemini services. Any future identifiable-client AI or recording use requires relevant technical safeguards, transparency and appropriate client choices before activation.

7. Retention and disposal

Unsuccessful coaching enquiries and Opportunity Programme expressions of interest: normally six months after the last meaningful contact, unless an ongoing matter or legal requirement justifies longer. Automated reminders and internal reviews do not themselves reset this period.

Concise coaching notes: no longer than 24 months after the coaching engagement ends, unless a justified legal exception applies. Agreements, accounting, tax and other client records may have different retention periods under the applicable schedule.

If optional recording and transcription are later activated, proposed maximum periods are 30 days for recordings and 90 days for transcripts, subject to verification of the technical controls before use.

We manage enquiry follow-ups monthly and review retention/disposal quarterly. We use a documented manual disposal process, including related emails and files where applicable. Removal from active systems may not immediately remove information from provider recovery systems and backups.

8. Your rights and complaints

Depending on the circumstances, you may have rights to access, rectify, erase or restrict your information, to object to certain processing and to data portability. Where consent is the lawful basis, you may withdraw it without affecting earlier lawful processing. Contact [email protected]. You may complain to the Information Commissioner’s Office at ico.org.uk.

9. Enquiries, decisions and testimonials

Coaching suitability and Opportunity Programme selection decisions are made by people, not solely by automated processing. An enquiry or expression of interest does not guarantee a conversation, coaching place or funded place.

We do not publish identifiable testimonials, introduce clients to other participants or share client details with other participants merely because they have used our services. Appropriate separate permission is sought where required.

10. Notice updates

We review this notice when our practices, providers or legal obligations materially change. The effective date and version shown on the website identify the current published notice.