Hatch Incubator Ltd
Legal
Effective date: 3 October 2026
Review date: 17 August 2027
This Privacy Policy explains how Hatch Incubator Ltd collects, uses, stores and protects your personal information. It applies to visitors to hatchincubator.co.uk, prospective and current Coachees and Sponsors, coach applicants, Approved Hatch Coaches and Hatch 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
Registered address: 167-169 Great Portland Street, Fifth Floor, London, W1W 5PF
2. What information we collect
From Coachees and Sponsors
- Name and contact details
- Information about your coaching goals and preferences
- Order and payment information, processed by third party providers
- Wallet balance and credit records
- Session and engagement records
- From coaches and coach applicants
- Name, contact details and location
- Professional background, qualifications and training
- Professional credential or accreditation body and progress
- Languages offered, coaching focus and availability
- Application form responses and supporting information
- Portfolio content approved by the coach for sharing with prospective Coachees and Sponsors
- Payment details for the purpose of paying you
- Professional standing declarations made on joining and as part of the annual review of network status
- Records of your acceptance of the Coach Network Terms and, where applicable, Membership Terms, including the version accepted, your signature and the date and time
- Hatch Membership status, renewal preference and payment records where applicable
- Records of Membership benefits issued or redeemed, including supervision vouchers
From website visitors
- Usage data and analytics
- Device and browser information
- Information submitted through contact or enquiry forms
- Name and email address if you sign up to our newsletter, with a record of your consent
Hatch coaching is for adults aged 18 and over. We do not knowingly collect personal information relating to anyone under 18
Safeguarding and sensitive information
Where a safeguarding or serious safety concern is raised, Hatch may receive information about a person's health, wellbeing, personal circumstances, abuse or neglect, or alleged criminal conduct. Hatch collects and uses only the information reasonably necessary to respond to the concern.
Session recordings
Coaching sessions are not recorded unless the Coachee has agreed in advance. Hatch does not request, receive or store coaching session recordings. Where a coach records a session with the Coachee's agreement, the coach is responsible for handling that recording in accordance with the Coaching Participation Agreement and applicable data protection requirements.
3. How we use your information
- To respond to enquiries and support connections between Coachees and coaches
- To process coach applications and administer participation in the Hatch coach network
- To administer Hatch Membership, renewals and Member benefits where applicable
- To administer coaching engagements and maintain appropriate session records
- To administer orders, credits and payments
- To pay coaches for delivered sessions and applicable late cancellations
- To communicate with you about your Hatch relationship, engagement, Membership, order or enquiry
- To administer safeguarding and serious safety concerns
- To send our newsletter and other updates where you have asked to receive them
- To meet our legal and regulatory obligations
- To operate, secure and improve our services and website
4. Lawful basis for processing
Contract. We process information where necessary to take steps at your request before entering into an agreement with you, or to perform an agreement with you. This includes coach applications, Coach Network administration, Membership, coaching engagements, orders and payments.
Legitimate interests. We process information where necessary for the legitimate interests of operating, administering, securing and improving Hatch, responding to enquiries, maintaining appropriate business records and protecting the interests of Hatch, our coaches, Coachees and Sponsors, where those interests are not overridden by your rights and interests.
Consent. We rely on consent where required, including for certain marketing communications, non-essential cookies and, where applicable, the processing of sensitive information. You may withdraw consent at any time.
Legal obligation. We process information where necessary to meet legal obligations, including accounting, tax and data protection requirements.
Safeguarding and serious safety concerns. Where sensitive personal information is processed in connection with safeguarding or serious safety concerns, Hatch will identify the applicable lawful basis and any additional condition required under UK GDPR and the Data Protection Act 2018. Depending on the circumstances, this may include explicit consent, vital interests or an applicable safeguarding condition.
5. How long we keep your information
- Coach Network, Membership and session administration records: six years after last relevant activity
- Application data from unsuccessful coach applicants: 12 months
- Payment and accounting records: normally six years from the end of the relevant company financial year, or longer where required by law
- Website enquiry data: two years
- Safeguarding records: for a period appropriate to the nature of the concern, legal requirements and any continuing need to retain the record. The retention period is reviewed when a safeguarding matter is closed
- Newsletter subscriber data: until you unsubscribe. We keep your email address on a suppression list after that so we do not contact you again
After these periods, personal data is securely deleted or anonymised unless there is a lawful reason to retain it for longer.
6. Who we share your information with
We do not sell your personal data.
Between coaches, Coachees and SponsorsWe share approved coach portfolio information with prospective Coachees and Sponsors to support coach selection. Where a coaching engagement is confirmed, we share the contact and engagement information reasonably necessary for the coach, Coachee and, where relevant, Sponsor to administer the engagement. We do not share information about a Coachee with a Sponsor or coach beyond what is reasonably necessary for the agreed purpose, subject to the Coaching Participation Agreement and applicable law.
Third party service providers
We use third party tools to run Hatch, including for database management, form processing, document signing, email delivery, scheduling, invoicing and payment and file storage. 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.
Coach supervision
Where Hatch funds supervision or a Member uses a supervision voucher, Hatch and the Hatch Master Coach Supervisor may exchange limited administrative information needed to confirm eligibility or funding, such as the coach's name, supervision eligibility or voucher redemption status. Coaches arrange supervision directly with the supervisor. Hatch does not receive supervision content or reflective logs.
Regulatory or statutory authorities
Where we are legally required to share information, including under our Safeguarding Policy.
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, please contact hi@hatchincubator.co.uk. We will respond within the applicable statutory timeframe, normally within one month. You also have the right to object to processing based on our legitimate interests.
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.
- Essential cookies. Required for the website to function. These cannot be disabled.
- Analytics cookies. Help us understand how visitors use the website. Where these cookies are not strictly necessary, they are used only with your consent.
- Preference cookies. Remember your settings and choices on return visits.
You can manage your choices through the website's cookie controls. Non-essential cookies are not set until the required consent has been obtained.
9. Data security
We take reasonable technical and organisational measures to protect your personal information from unauthorised access, loss or disclosure. Where a personal data breach is likely to result in a risk to individuals' rights and freedoms, Hatch will notify the Information Commissioner's Office where required. Where the risk to affected individuals is high, Hatch will also notify those individuals as required by law.
10. Complaints
If you have a concern about how we handle your personal data, please contact us first at hi@hatchincubator.co.uk.
If you remain unsatisfied, you have the right to complain to the Information Commissioner’s Office:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
ico.org.uk
11. Changes to this policy
We may update this policy from time to time. The current version is always available at hatchincubator.co.uk. Where a material change affects how we use your personal information, we will take reasonable steps to bring the change to the attention of the people affected.
Effective date: 17 August 2026
Review date: 17 August 2027
1. Purpose and scope
Hatch Incubator Ltd is committed to the safety and wellbeing of everyone who receives coaching through Hatch.
This policy sets out how Hatch and Hatch coaches recognise, respond to and report safeguarding concerns.
This policy applies to everyone who receives coaching through Hatch, to all Hatch coaches in relation to Hatch engagements, and to Hatch personnel responsible for receiving or responding to safeguarding concerns. It forms part of the Hatch Coach Network Terms and Conditions.Hatch coaching is for adults aged 18 and over. Where credits are purchased on behalf of a named individual, that individual must be 18 or over. Hatch coaches do not currently coach children or young people.
2. Our commitment
Hatch is committed to:
A coaching environment that is safe, respectful and professional
Coaches who understand their responsibilities regarding safeguarding and Coachee safety
A clear route for raising and responding to concerns
Acting promptly and proportionately when a concern is reported
3. What counts as Hatch coaching
Hatch coaching means sessions delivered under an agreed Hatch engagement, in the agreed format and setting, and recorded in the Hatch Session Log.
Professional boundaries apply to all contact with a Coachee arising from a Hatch engagement, whether or not that contact takes place within a scheduled session. Any material boundary concern should be reported to Hatch.
4. Coach responsibilities
Hatch provides the formal coaching agreement for each engagement. Within that framework, the coach and Coachee are expected to agree how they will work together at the start of the coaching relationship. Hatch coaches agree to:
Work within the agreed scope of coaching and their own competence, and where appropriate encourage or signpost Coachees to suitably qualified professional support where their needs fall outside it
Maintain professional boundaries at all times
Keep Coachee information confidential, except where disclosure is required under this policy
Make Coachees aware at the start of the relationship of the circumstances in which confidentiality may be limited
Report any safeguarding or serious safety concern promptly in accordance with this policy
Coaching is not therapy, counselling or clinical treatment. Where a Coachee presents needs that fall outside coaching, the coach should make that boundary clear and, where appropriate, encourage or signpost the Coachee towards suitably qualified professional support.
5. Recognising a concern
A concern may arise where a coach becomes aware, or reasonably suspects, that a Coachee:
Is experiencing or at risk of abuse, neglect, coercion or exploitation
May be unable to protect themselves from harm because of care or support needs
Has disclosed information indicating a serious or immediate risk of harm to themselves or another person
Is otherwise experiencing circumstances that give rise to a serious concern about their safety
Safeguarding law and terminology differ between jurisdictions. Coaches are not expected to determine whether a statutory safeguarding threshold has been met. Coaches are not expected to investigate a concern or establish whether it is well founded. A reasonable concern is sufficient to report the matter to Hatch. 6. Reporting a concern
If you are a coach
Where there is an immediate risk to life, contact the emergency services in the Coachee’s country without delay. In the UK this is 999. The coach does not need Hatch’s permission before taking emergency action.
All safeguarding and serious safety concerns must also be reported to Hatch.
Report the concern to Hatch at hi@hatchincubator.co.uk as soon as possible, and no later than 24 hours after becoming aware of it
Include your name, the Coachee’s name, the nature of the concern, when and how it arose, and anything you have already done
Do not investigate the concern, seek proof, question third parties or attempt to determine whether an allegation is true.
Take any action reasonably necessary to address an immediate risk, including contacting emergency services where appropriate.
Where the Coachee’s needs fall outside coaching, the coach may also encourage or signpost them towards appropriate professional support.
Concerns raised in good faith will be treated seriously and confidentially. Hatch will not take adverse action against a coach or Coachee because they have raised a concern in good faith. This does not prevent Hatch from addressing separate conduct or professional concerns identified through the matter.
If you are a Coachee or Sponsor
If you have a concern about a Hatch coach, a Hatch engagement or the safety of a Coachee, email hi@hatchincubator.co.uk. You do not need to raise it with your coach first, and you do not need to be certain before telling us.
Concerns raised in good faith are treated seriously and confidentially, whether they come from a coach or a Coachee. Raising a concern in good faith will not, in itself, result in adverse action or loss of unused coaching credits. Where a change to an engagement is necessary, it will be managed in accordance with the Hatch Transition and Continuation Policy.
7. How Hatch responds
On receiving a report, Hatch will determine what action, if any, is appropriate for Hatch to take.
Review the report as soon as reasonably practicable
Review the information provided and determine a proportionate response
Share information with the relevant statutory authority, emergency service or other appropriate body where this is necessary and lawful
Keep the person who raised the concern appropriately informed, within the limits of confidentiality
Keep an appropriate confidential record in accordance with Hatch’s Privacy Policy and data retention requirements
Where a concern relates to a coach’s own conduct, Hatch may suspend the coach's portfolio visibility, access to new Hatch engagements or participation in the Hatch coach network while the matter is reviewed. Hatch may also make a referral to an appropriate authority or professional body where required or otherwise appropriate. Where an engagement is underway, any transition will be managed in accordance with the Hatch Transition and Continuation Policy.
8. Confidentiality and disclosure
Information shared under this policy is treated as confidential and shared only on a need to know basis.
Confidentiality is not absolute. Where appropriate, the Coachee should be informed and their wishes taken into account before information is shared.
Hatch or a Hatch coach may share information without the Coachee’s consent where disclosure is required by law, or where there is another lawful and proportionate basis for doing so, including where there is a serious risk of harm to the Coachee or another person.
Only information reasonably necessary for the purpose should be shared.
Coaches should make Coachees aware at the outset of the circumstances in which confidentiality may be limited.
9. External sources of help
Where a Coachee or a coach needs additional support:
Samaritans: 116 123 - confidential emotional support, 24 hours a day
Mind Infoline: 0300 123 3393 - mental health information and signposting
National Domestic Abuse Helpline: 0808 2000 247 - specialist domestic abuse support
Emergency services: the number for the Coachee’s country. In the UK this is 999
10. Policy review
This policy is reviewed at least annually, and following any significant safeguarding incident or material change in relevant law or guidance. Updates are communicated to all active Approved Hatch Coaches by email.
Coaches confirm on joining Hatch, and on each annual review of their network status, that they are not currently suspended, prohibited or restricted from practising as a coach by a coaching body or other relevant professional body.
Where this changes during participation, the coach is required to tell Hatch. Hatch considers each case individually.
Effective date: 17 August 2026
Review date: 17 August 2027
Please read these terms regarding use of this website. By accessing www.hatchincubator.co.uk you agree to these terms. If you do not agree, please do not use the site.
1. Who We Are
This website is operated by Hatch Incubator Ltd, a company registered in England and Wales (Company No: 16288299).
Registered office: 167-169 Great Portland Street, Fifth Floor, London, W1W 5PF
Contact: hi@hatchincubator.co.uk
2. Use of This Website
This website is provided for information purposes. You may use it to learn about Hatch, apply to join the Hatch coach network, enquire about coaching services, book a call, or submit a request to purchase coaching credits. Submitting a request to purchase coaching credits does not complete a purchase. Hatch will review the request and, where accepted, provide the applicable terms and invoice before payment is due. Credits purchased through Hatch are valid for 12 months from the date they are issued. Full details of credits, expiry and applicable coaching rates are set out on the relevant website page and in the terms provided before purchase. Hatch coaching is available to adults aged 18 and over.
You agree not to use the site for any unlawful purpose, attempt to gain unauthorised access to any part of the site or its systems, use the site in any way that could damage, disable, or impair it, or copy, reproduce, or distribute any content from the site without our written permission.
3. Intellectual Property
All content on this website, including text, images, logos, and branding, is the property of Hatch Incubator Ltd or its licensors and is protected by copyright. Nothing on this site grants you a licence to use our intellectual property unless expressly stated.
4. Accuracy of Information
We take care to keep the information on this site accurate and up to date, but we make no guarantee that it is complete, current, or error-free. Nothing on this site constitutes professional advice. You should seek independent advice before making decisions based on information found here.
5. Third Party Links
This site may contain links to third party websites. These are provided for convenience only. Hatch does not control third-party websites and is not responsible for their content, availability or privacy practices. Your use of third-party websites is subject to their own terms and policies. Nothing in this section limits any responsibility Hatch has that cannot lawfully be excluded.
6. Limitation of Liability
Hatch takes reasonable care in operating this website but does not guarantee that it will always be available, uninterrupted or free from errors.
Information provided on the website is general information only. Hatch is not responsible for loss arising solely from reliance on website information where independent professional advice would reasonably be appropriate.
Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability or statutory right that cannot lawfully be excluded or limited.
7. Privacy
Hatch handles personal information in accordance with the Hatch Privacy Policy, available on our Legal page. Information about cookies and related technologies is also provided there and through the website's cookie controls.
8. Changes to These Terms
Updated Terms apply to use of the website from the date they are published.
9. Governing Law
These Terms are governed by the laws of England and Wales.
If you are using this website as a consumer, nothing in these Terms affects any mandatory rights or protections available to you under the law of the country in which you live, including any right you may have to bring proceedings in your local courts.
In all other cases, disputes arising from these Terms or use of this website are subject to the exclusive jurisdiction of the courts of England and Wales.