Privacy Policy
Last updated: 7 September 2026
1. Who is responsible for your personal data?
Pareto
Vendersgade 6, 2. tv
1363 København K
Denmark
CVR: 31534089
VAT: DK31534089
Email: contact@coachingwithcharles.com
Pareto operates coachingwithcharles.com and provides the coaching services described on the website. Charles Cain provides the coaching services on behalf of Pareto.
2. What personal data do we collect?
Enquiries and correspondence
When you contact us, we may process your name, email address, information contained in your correspondence with us, and information you choose to provide about your role, organisation, communication needs or coaching objectives.
Discovery-call bookings
Discovery calls are booked through Zcal. The booking form currently asks for your name and email address. Zcal may also process technical information necessary to operate its service.
Coaching clients
When you become a coaching client, we may process your name, email address, professional contact details, information about your coaching objectives, information discussed during coaching, professional documents or other material you choose to share, session and booking information, transcripts and coaching summaries, and invoicing and payment information.
We do not intentionally ask clients to provide sensitive personal information unless it is genuinely relevant to the coaching engagement.
3. Why do we use your personal data?
- respond to enquiries;
- arrange discovery calls;
- provide coaching;
- arrange and manage coaching sessions;
- communicate with clients;
- prepare transcripts and coaching summaries;
- provide invoices and administer payments;
- maintain appropriate business and accounting records;
- manage our contractual relationship with clients;
- comply with legal and regulatory obligations; and
- protect our legitimate business interests where applicable.
We do not currently use personal data for advertising or email marketing.
4. Legal basis for processing
Contract
Where processing is necessary to enter into or perform an agreement with you, including arranging and providing coaching.
Legal obligation
Where processing is necessary to comply with legal obligations, including accounting and tax requirements.
Legitimate interests
Where processing is necessary for legitimate business purposes, such as managing enquiries, maintaining business records, administering the business and communicating with clients, provided that these interests are not overridden by your rights and interests.
Consent
Where consent is specifically required and you have provided it. Where we rely on consent, you may withdraw it at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.
5. Recording, transcription and coaching summaries
Online coaching sessions are normally recorded for the purpose of producing a transcript and summary for the client and supporting the delivery and review of the coaching.
Recordings may contain audio, video and information discussed during the coaching session and are therefore personal data.
Recordings are normally retained for 30 days after the relevant session, after which they are deleted.
The recording is not used for advertising, marketing or unrelated purposes.
Transcripts and coaching summaries are stored separately from the recording and may be retained for the duration of the coaching relationship and for 12 months after the client's last coaching session.
These materials are used to support the coaching relationship and provide continuity across sessions.
6. AI-assisted processing
From time to time, Pareto may use AI-assisted tools to help process coaching transcripts, prepare summaries or support other coaching-related work.
- processing will be limited to legitimate coaching-related purposes;
- reasonable steps will be taken to minimise the personal data included;
- information will not be used for advertising or marketing;
- client information will not knowingly be submitted to an AI service where the relevant processing arrangements have not been considered appropriate; and
- appropriate contractual, technical or organisational safeguards will be considered where necessary.
Pareto may use Zoom's own transcription and AI-assisted features as part of providing the coaching service. Other AI tools may occasionally be used where appropriate.
7. Zoom
Online coaching is normally provided using Zoom. Zoom processes personal data as part of providing its service, including information associated with meetings, recordings and transcription where those features are used.
Pareto uses Zoom for the delivery of coaching and related recording, transcription and summary functions. Pareto does not use Zoom recordings or transcripts for advertising or marketing.
8. Zcal
Zcal is used to allow prospective and existing clients to arrange appointments. The booking information currently requested through our Zcal booking page is your name and email address.
Zcal processes information in accordance with its own privacy policy and data-processing arrangements. Zcal is used for appointment scheduling and is not used by Pareto as an advertising or marketing platform.
9. Website cookies and similar technologies
The website uses a consent-controlled cookie manager. Essential functionality remains available, while optional analytics are activated only where the visitor has given consent.
Where consent is given, the website uses Google Analytics 4 to understand aggregated website usage, such as pages viewed and general usage patterns. The Google Analytics measurement ID used by the website is G-EBG8HKGE01.
If consent is not given, analytics collection is not activated. If consent is withdrawn after acceptance, the website disables further analytics collection and removes relevant analytics cookies that it can delete.
The website does not use Google Analytics for advertising or personalised advertising. Advertising-related consent signals remain denied in the site configuration.
Some third-party services, including Zcal and LinkedIn, may use cookies or similar technologies when you visit their own services. Those technologies are governed by the relevant third party's own policies.
10. Website hosting and email
The website and business email service are provided by o2switch.
o2switch may process personal data in connection with hosting the website and providing email services, including information contained in emails and technical information associated with the operation and security of those services.
11. Who do we share personal data with?
We share personal data only where necessary for the purposes described in this Privacy Policy or where required by law.
- Zcal, for appointment scheduling;
- Zoom, for online coaching and related recording and transcription;
- o2switch, for website hosting and business email;
- AI-assisted service providers where required for agreed coaching-related processing;
- professional advisers or service providers where necessary to operate the business; and
- public authorities or other recipients where disclosure is required by law.
We do not sell personal data. We do not use personal data for third-party advertising.
12. International transfers
Some services used by Pareto may involve the processing of personal data outside Denmark or the European Economic Area.
Where personal data is transferred outside the EEA, Pareto will rely on an appropriate legal mechanism under applicable data-protection law.
The relevant safeguards may include an adequacy decision, Standard Contractual Clauses or another legally recognised transfer mechanism, depending on the service concerned.
13. How long do we keep your information?
| Information | Normal retention |
|---|---|
| Session recordings | 30 days after the session |
| Transcripts | Duration of coaching relationship + 12 months |
| Coaching summaries | Duration of coaching relationship + 12 months |
| Client correspondence | As long as reasonably necessary for the relevant relationship/business purpose |
| Booking information | As long as reasonably necessary for administration and the coaching relationship |
| Invoices and accounting records | For the period required by applicable Danish accounting and tax law |
Information may be retained for longer where there is a legal obligation or a legitimate need to establish, exercise or defend legal claims.
We periodically review whether retained information is still necessary.
14. Your rights
Subject to the conditions and limitations in the GDPR, you may have the right to request access to your personal data, request correction of inaccurate or incomplete information, request deletion, request restriction of processing, object to certain processing, request data portability where applicable, and withdraw consent where processing is based on consent.
You can exercise your rights by contacting contact@coachingwithcharles.com. We may need to verify your identity before responding to a request.
15. Complaints
If you believe that your personal data is being processed unlawfully, you can contact Pareto first so that we have an opportunity to address your concern.
You also have the right to lodge a complaint with the Danish Data Protection Agency (Datatilsynet).
16. Changes to this Privacy Policy
We may update this Privacy Policy when our services, technology, legal obligations or data-processing practices change. The latest version will be published on this website with the date of the most recent update.