Effective date: 25/3/2026

This Privacy Policy explains how Hatch Incubator Ltd collects, uses, stores, and protects your personal information. It applies to all visitors to hatchincubator.co.uk, prospective and current clients, and prospective and current coach members.

1. Who We Are

Hatch Incubator Ltd ("Hatch", "we", "us") is a UK-registered company (Company No: 16288299). We are the data controller for personal information collected through this website and our services.

Contact: hi@hatchincubator.co.uk

2. What Information We Collect

We may collect the following types of personal information:

From clients:

• Name and contact details (email, phone).
• Information about your coaching goals and preferences.
• Payment information (processed via third-party payment providers).
• Session and engagement records.

From coaches and coach applicants:

• Name, contact details, and location.
• Professional background, qualifications, and training information.
• Credentialling body and accreditation progress.
• Languages offered, coaching focus, and availability.
• Application form responses and supporting information.

From website visitors:

• Usage data and analytics (pages visited, time on site).
• Device and browser information.
• Information submitted via contact or enquiry forms.
  
  

3. How We Use Your Information

We use your personal information to:

• Support connections between clients and coaches on the Hatch platform.
• Process and manage coach membership applications and renewals.
• Administer coaching sessions and maintain session records.
• Communicate with you about your membership, bookings, or enquiry.
• Send relevant updates about Hatch, where you have consented to receive these.
• Comply with our legal obligations under UK law.
• Improve our services and website.
  
  

4. Lawful Basis for Processing

We process your personal information on the following lawful bases:

• Contract: Where processing is necessary to fulfil a membership or service agreement with you.
• Legitimate interests: To operate and improve our platform and services, where this does not override your rights.
• Consent: Where you have given explicit consent, such as for marketing communications. You may withdraw consent at any time.
• Legal obligation: Where we are required to process data to comply with UK law.
  
  

5. How Long We Keep Your Information

We retain personal information only for as long as necessary for the purposes for which it was collected:

• Membership and session records: 5 years after last activity.
• Application data (unsuccessful applicants): 12 months.
• Payment records: 7 years (legal requirement).
• Website enquiry data: 2 years.

After these periods, your data will be securely deleted or anonymised.

6. Who We Share Your Information With

We do not sell your personal data. We may share it in the following circumstances:

Coaches and clients: We share coach portfolio information, including professional background and coaching focus, with clients and coachees to support coach selection. Where a coaching arrangement is confirmed, we share contact details (email) between coach and coachee to enable them to connect directly.

Third-party service providers: We use third-party tools to operate our platform, including for database management, invoicing, document signing, and form processing. We select providers that align with recognised data protection standards and require that they process personal data only as necessary for the services they provide. We take reasonable steps to ensure all providers comply with UK GDPR.

Regulatory or statutory authorities: Where we are legally required to share information, for example in response to a court order or statutory obligation.

7. Your Rights

Under UK GDPR, you have the right to:

• Access: request a copy of the personal data we hold about you.
• Rectification: ask us to correct inaccurate or incomplete data.
• Erasure: request that we delete your data, subject to legal obligations.
• Restriction: ask us to limit how we use your data.
• Objection: object to processing based on legitimate interests.
• Portability: request your data in a portable format.
• Withdraw consent: at any time, where processing is based on consent.

To exercise any of these rights, contact us at hi@hatchincubator.co.uk. We will respond within one month.

8. Cookies

Our website uses cookies, small text files stored on your device, to help us understand how visitors use the site and to improve your experience.

We use the following types of cookies: