Privacy Policy

All Policies

POLICIES AND PROCEDURES

Applies to: Your Fairy Podmother®️ and Poducation CIC
Effective date: 1st December 2025
Last updated: 8th February 2026
Next review date: 1st December 2026
Document owner: Kath Lord-Green
Contact: kath@fairypodmother.co.uk
Website: www.fairypodmother.co.uk

1. About this document

This document sets out the core policies and procedures that apply to services delivered by Your Fairy Podmother®️ and Poducation CIC in the United Kingdom. It explains how we work, what you can expect from us, how we handle personal data, what happens if you need to cancel, and how to raise a complaint.

This document applies to:

Website visitors and people who contact us
Clients booking training, coaching, consultancy or production support
Participants attending workshops, programmes or learning activities
Customers purchasing self-study courses and downloadable resources

Where a funder, venue, partner organisation or commissioning body has additional requirements, we will confirm any extra policies or procedures in writing.

2. Definitions

We / us / our means Your Fairy Podmother®️ and Poducation CIC.
You / your means the client, customer, participant, or organisation booking our services.
Services includes training, coaching, consultancy, workshops, programmes, and production support.
Digital products includes self-study courses, downloadable resources, and any online training materials.
Vulnerable adult means an adult who may need additional support to stay safe or participate fully, for example due to disability, health needs, care needs, learning difficulty, or personal circumstances.

PRIVACY POLICY

3. Privacy Policy summary

We respect your privacy, and we aim to be transparent about how we collect, use and protect personal data.

4. What data we collect

Depending on how you interact with us, we may collect:

Name, email address, phone number, organisation name and role
Booking and payment information (note: card details are handled by payment providers, not stored by us)
Information you provide in forms, questionnaires, messages, emails or calls
Course access and progress data where a learning platform records completion
Feedback, testimonials (with your permission), and evaluation data
Technical data such as IP address and website usage data (via cookies where applicable)

5. Why we collect it and our lawful basis

We may use your data to:

Respond to enquiries and provide quotes or proposals
Deliver services and fulfil purchases
Manage bookings, admin, and support
Improve our services through feedback and evaluation
Send relevant updates and marketing (only where we have permission or another valid lawful basis)

Our lawful basis may include:

Contract: to deliver what you have booked or purchased
Legitimate interests: for service administration and improvement
Consent: for marketing emails and some optional data collection
Legal obligation: where we must keep records for tax or regulatory reasons

6. How we store and protect data

We use reasonable and appropriate measures to protect data, including secure systems, access controls, and good password practice. We only keep data for as long as necessary for the purpose it was collected.

7. Sharing your data

We do not sell your personal data. We may share it with trusted providers only where needed to deliver services, such as:

Website, email, booking and payment platforms
Learning platforms and file storage services
Professional advisers where required (for example, accountants)

8. Your rights

You have rights under UK GDPR, including the right to access your data, correct it, request deletion (in some circumstances), object to processing, and withdraw consent where consent is the lawful basis.

To exercise your rights, email: kath@fairypodmother.co.uk

COOKIE POLICY

9. Cookies

Cookies are small files stored on your device that help websites work properly and, in some cases, help us understand how visitors use the site.

We may use:

Essential cookies required for site functionality
Performance and analytics cookies (where enabled) to understand site usage and improve content
Marketing cookies (where enabled) to support campaigns and tracking

Where required, we will ask for your consent before using non-essential cookies. You can also control cookies through your browser settings.

TERMS AND CONDITIONS

10. Terms of website use

By using our website, you agree not to misuse it, attempt to disrupt it, or copy content in a way that breaches our rights.

11. Booking services and delivery

We provide services online and in person, including training, coaching, consultancy, and podcast production support.

Bookings are confirmed when:

We confirm availability in writing, and
Payment has been made (unless otherwise agreed in writing)

For in-person delivery, you are responsible for providing a safe, suitable environment and any agreed facilities.

12. Pricing and payment

Prices are as stated on the website, proposal, invoice, or booking page at the time of purchase.

Payment for services is taken in full prior to work starting unless otherwise agreed in writing.

If we agree alternative payment terms in writing, those terms will apply only to that specific piece of work.

13. Changes to services

We may update content, formats, or supporting materials to keep training current and useful. Where changes materially affect what you have booked, we will notify you.

14. Intellectual property

Unless otherwise agreed in writing, all materials we provide remain our intellectual property. You may use materials for your own personal or internal business use. You may not resell, redistribute, or share them publicly without written permission.

15. Recording and confidentiality

If sessions are recorded (for example, to provide a replay), we will tell you in advance. You must not record sessions or share recordings without permission.

We treat your business information with care. If you share confidential information, we will keep it confidential unless we are required to disclose it by law, or there is a safeguarding concern.

16. Disclaimer and limits of liability

We provide training, coaching, and consultancy based on professional experience. We cannot guarantee specific outcomes, results, earnings, audience figures, funding success, or business performance, as these depend on many factors outside our control.

We will not be liable for indirect or consequential loss. Where liability cannot be excluded by law, our liability will be limited to the amount you paid for the relevant service.

17. Third-party services

We may recommend third-party tools (for example, hosting platforms or editing software). Any purchase or use of third-party tools is your decision and is subject to that provider’s own terms.

18. Governing law and jurisdiction

These terms are governed by the laws of England and Wales.

If you are a consumer living in Scotland or Northern Ireland, you may also have the right to bring proceedings in your local courts and nothing in these terms limits your statutory rights.

REFUNDS, CANCELLATIONS AND RESCHEDULING

19. Services: cancellations and rescheduling

We understand plans can change. If you need to cancel or reschedule a booked session or service, please contact us as soon as possible.

Coaching, consultancy and training sessions (online or in person):

We ask for as much notice as possible if you need to reschedule.
Where possible, we will offer one reschedule to a new date within a reasonable timeframe.
If a session is missed without notice, it may be treated as delivered and no refund will be due.

Projects and larger pieces of work (for example, multi-session training or consultancy support):

Where work has not yet started, cancellation requests will be considered on a case-by-case basis.
Where work has started, fees already paid may be non-refundable, depending on what has been delivered, time already spent, and any committed costs.
Any specific cancellation terms for commissioned work (including venue, travel or supplier costs) will be confirmed in writing as part of the proposal or agreement.

20. Digital products and self-study courses

Digital products include self-study courses, downloads and any digital materials provided as part of a purchase.

Courses provide immediate access once purchased. Because digital products are provided immediately, no refunds are available once purchase is complete and access has been granted, except where required by law.

If you have any issues accessing what you have purchased, please contact us and we will work with you to resolve it.

SAFEGUARDING STATEMENT (ADULTS)

21. Safeguarding commitment

We are committed to creating a safe, respectful environment for all adults taking part in our services, including adults who may be vulnerable.

We aim to:

Promote wellbeing, dignity and respect
Provide inclusive learning environments
Respond appropriately to concerns about safety, exploitation or abuse
Follow safer working practices when delivering in person or online

22. DBS and safeguarding training

Where required for specific settings or contracts, we can confirm appropriate checks and training. We hold safeguarding training for vulnerable adults and have undertaken DBS checking.

For privacy and security, we do not publish certificate documents publicly. Evidence can be provided to commissioning organisations, venues or partners on request.

23. Reporting a safeguarding concern

If we believe someone is at risk of harm, we will act. This may include:

Recording the concern factually
Encouraging the individual to seek support
Escalating to appropriate services or the commissioning organisation’s safeguarding lead
Contacting emergency services if there is immediate risk

If you have a concern, email: kath@fairypodmother.co.uk
If someone is in immediate danger, call 999.

EQUALITY, DIVERSITY AND INCLUSION STATEMENT

24. Equality, Diversity and Inclusion (EDI) commitment

Your Fairy Podmother®️ and Poducation CIC are committed to equality, diversity and inclusion in all that we do.

We aim to ensure that nobody is treated unfairly, excluded, or disadvantaged on the basis of: age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation.

We will:

Treat people with dignity and respect
Make reasonable adjustments where possible to support participation
Deliver inclusive learning environments, online and in person
Challenge discriminatory behaviour, harassment, and bullying if it occurs
Review feedback and improve where we can

If you have access needs or would like to discuss adjustments before booking or attending, please contact kath@fairypodmother.co.uk.

HEALTH AND SAFETY STATEMENT

25. Health and Safety commitment

We take health and safety seriously and we aim to provide safe learning environments and professional services.

For in-person training, we will:

Take reasonable steps to assess risks linked to our delivery
Follow venue safety procedures, including fire, first aid and emergency arrangements
Use equipment safely and encourage safe working practice
Stop or adapt an activity if we believe there is a safety concern

For online training, we will:

Encourage participants to take care of their own workspace setup and wellbeing
Promote respectful behaviour in online sessions
Pause or end a session if behaviour creates a safety risk or causes distress

Clients and venues are responsible for providing a safe, suitable environment and any agreed facilities for in-person sessions. Where appropriate, we may request relevant information in advance, such as access arrangements, safeguarding points of contact, or venue safety procedures.

If you need to report a health and safety concern connected to our delivery, please email kath@fairypodmother.co.uk.

COMPLAINTS POLICY

26. How to make a complaint

We aim to provide an excellent service. If something has not met expectations, we want to put it right.

Please email kath@fairypodmother.co.uk with: