Privacy notice

This notice explains how Reflective Practice handles personal information submitted through the website and in connection with coaching services.

1. Who is responsible

Reflective Practice — Verena Schuetter, Am Oeschbrig 5, 8053 Zürich, Switzerland. Privacy enquiries: verena-schuetter@hotmail.de.

2. What information I collect

When you contact me through the website, I receive your name, email address and message. If we work together, I may also process scheduling information, coaching agreements, invoicing details and brief session-related information needed to prepare for subsequent sessions. I seek to minimise identifying details in coaching notes and anonymise information wherever practicable. Anonymised notes may still constitute personal data if someone can be identified indirectly. Website operations may also involve technical information such as IP addresses and server logs. Please do not submit sensitive personal information through the website contact form.

3. Why I use your information

I use information to respond to enquiries, arrange introductory conversations, provide and administer coaching, keep necessary business records, and operate and secure this website. I do not use coaching information for advertising or sell personal information. Where the EU/UK GDPR applies, the lawful basis depends on the activity and may include pre-contractual steps, performance of a contract, legitimate interests, legal obligations or consent where appropriate.

4. Services and processors

Netlify hosts this website and processes contact-form submissions. I use my personal Microsoft Hotmail account (verena-schuetter@hotmail.de) for client enquiries and correspondence. I keep brief coaching session notes in Apple Notes, both in iCloud-synchronised folders and in folders stored locally on my iPhone or iPad. I seek to remove identifying details wherever practicable and may retain relevant information to prepare for subsequent sessions. Notes may still constitute personal data if a client can be identified from their content or other information. I use Microsoft Excel to manage invoicing and related accounting records. Microsoft 365 and Notion may be used for general business planning, but I do not currently use them as the designated storage location for identifiable coaching-client notes or agreements. Providers may process technical or account information in accordance with their services. Information without names can still be personal data where a client is indirectly identifiable.

5. Coaching confidentiality and supervision

I treat coaching conversations and related records as confidential, subject to exceptions described in the coaching agreement and applicable law. If I discuss my practice in professional supervision, I aim to anonymise or minimise identifying client details. Where identification would be necessary, I will obtain appropriate permission or have another lawful basis. Coaching confidentiality is not an absolute legal privilege.

6. International processing

Netlify, Microsoft (Hotmail and Excel/Microsoft 365), and Apple (including iCloud-synchronised Apple Notes) may store, access or otherwise process information outside Switzerland, depending on account settings, service configuration and contractual arrangements. Notes kept in an “On My iPhone/iPad” folder are stored locally rather than synchronised as iCloud Notes, but may be included in device backups depending on backup settings. I will review the applicable provider terms and safeguards. This notice does not claim that all information remains in Switzerland. Notion is used for general business planning rather than as my designated client-record repository.

7. Retention

If an enquiry does not lead to coaching, I intend to delete or anonymise the enquiry within 12 months of our last contact, unless it is needed longer for a legitimate reason. As proposed in my original coaching-training privacy notice, I intend to delete or anonymise brief coaching session notes 12 months after the coaching relationship ends, unless a longer period is legally required or needed to address a legal claim. This is an intended retention policy and must be implemented in practice. Coaching agreements, invoices and accounting records may be retained separately for applicable statutory periods (typically 10 years for Swiss accounting records).

8. Security

I restrict access to client information, minimise the amount recorded, and use password-protected accounts and devices. I am reviewing multi-factor authentication, device encryption, cloud-sync settings, sharing permissions and backup arrangements for Hotmail, Apple Notes and the devices and accounts used for invoicing. I will only describe a particular safeguard as enabled once verified. No electronic system can be guaranteed completely secure.

9. Your rights

Subject to applicable law, you may ask what personal information I hold about you, request correction of inaccurate information, or request deletion where legally available. Contact verena-schuetter@hotmail.de. You may also contact the Swiss Federal Data Protection and Information Commissioner (FDPIC) or another competent authority, as applicable.

10. Cookies and third-party resources

Based on the current website code, this website does not intentionally set advertising or analytics cookies and does not integrate a dedicated visitor analytics or advertising tracking tool. The website is hosted by Netlify, which may process technical connection information needed to deliver, operate and secure the website and handle contact-form submissions. The website also loads typefaces from Google Fonts, which means your browser may connect directly to Google and transmit technical information such as your IP address. This external font request is not the same as installing an advertising cookie. I have not independently verified the cookies or other storage technologies present on the live deployed website, including any later-added scripts or integrations. If optional analytics, tracking or other non-essential technologies are introduced, I will update this notice and implement any required consent controls before using them.

11. Updates

I may update this notice when my services or data handling practices change. Last updated: 22 October 2026.