Who I am

ADHD Business HQ™ is operated by me, Joanne Gibson, as a sole trader.

I am the data controller for the personal information described in this policy.

This policy applies to ADHD Business HQ websites, landing pages, quizzes, forms, emails, workshops, programmes, coaching and organisational work. My services are intended for adults aged 18 and over.

1. What I collect and why

The information I collect depends on what you choose to do.

Quizzes, resources and forms

I may collect your name, email address, answers, result, consent choices and basic submission information.

I use this to:

• calculate and show your result;
• send an expanded result or resource you asked for;
• keep a record of your choices;
• understand which resources are useful; and
• contact you for marketing only when you have chosen to join the email list.

The current quiz uses fixed scoring rules. It is not an AI assessment, diagnosis or suitability decision.

Enquiries, bookings and payments

I may collect your contact details, the service you are interested in or have bought, payment status, booking information and messages.

I use this to answer your enquiry, arrange and deliver the service, take payment, send essential service messages and keep financial records. Stripe processes card payments. I do not receive or store your full card details.

Workshops, coaching and The ADHD Business Space

I may collect information about your business, the work you want to complete, your goals, working preferences, attendance, progress, questions and support requests.

I use this to prepare and deliver the service, adapt support, follow up agreed actions and manage the client relationship.

Email marketing

If you choose to join the email list, I use your name, email address and consent record to send ADHD Business HQ news, resources, workshops and offers. You can unsubscribe at any time.

Service emails about something you booked or bought are not marketing emails.

Website and technical information

Websites and embedded services may collect information such as IP address, browser, device, page visits and referring source. Essential information may be used to keep a page, form, booking or payment route working. Non-essential analytics or advertising technologies require consent. See the Cookie Policy.

2. The legal reasons I rely on

Depending on the situation, I use personal information because:

• it is needed to take steps you requested before buying;
• it is needed to provide a service you bought;
• you have given consent, including for marketing or optional sensitive information;
• I have a legitimate business reason, such as answering an enquiry, maintaining secure records or improving a service, and your rights do not override that reason; or
• I must meet a legal obligation, such as keeping financial records.

3. ADHD, disability, health and access information

Information about ADHD, neurodivergence, disability, physical health or mental health may be special-category information under data-protection law.

You do not need to disclose a diagnosis. If you choose to share this information, I use it only for the reason explained at the time, such as arranging access, adapting participation or responding to a concern.

I normally rely on your explicit consent as the additional legal condition for using this information. You can withdraw that consent, although removing information may affect an adjustment you asked me to provide.

You may ask for optional sensitive onboarding information to be deleted after your service. I will do this where possible, subject to records that must be kept for an active complaint, contract or legal obligation.

4. AI, recordings and transcripts

I use ChatGPT, Claude, Notion AI and Fathom for defined business purposes. Full details are in the AI Use and Transparency Policy.

• Identifiable client information is not entered into general ChatGPT or Claude chats.
• Notion is used to hold internal business and client records. I do not deliberately use Notion AI to analyse or summarise identifiable client records.
• Fathom may be used for a one-to-one session after the client has been told and agreed. A client can opt out and receive a manual email summary instead.
• Business Space group coaching, participant discussions and supported working sessions are not recorded. A separate teaching section may be recorded without participants appearing in it.
• Workshops may be recorded when this has been explained before booking or before the recording begins.

AI does not make solely automated decisions with legal or similarly significant effects about access, suitability, complaints, refunds, participation or support.

5. Who receives information

I do not sell personal information.

I share information only when needed to run the business or provide a service. Current providers may include:

• Stripe, for payments;
• Tally, for forms and questionnaires;
• Notion, for internal records and participant workspaces;
• Google Workspace and Google Meet, for email, files, calendar and online sessions;
• WhatsApp Business, when you choose it as a contact or programme route;
• Fathom, for agreed one-to-one recording, transcription and summaries;
• Funnel Sketchers and GitHub Pages, for webpages and landing pages;
• TidyCal, for booking;
• Substack, for email publishing and subscriptions; and
• professional advisers or public authorities where reasonably necessary or legally required.

Make is not used. Meta Pixel and the LinkedIn Insight Tag are not currently active. If a new provider, advertising pixel or event platform such as Eventbrite is introduced, the relevant notice and consent setup will be checked before it receives personal information.

Some providers process information outside the UK. Where required, I rely on an adequacy decision, approved contractual safeguards or another lawful transfer arrangement.

6. How long I keep information

I keep information only for as long as I reasonably need it.

• Quiz response with no later relationship: normally up to 12 months.
• General enquiry: normally up to two years after the last meaningful contact.
• Financial and payment records: normally six years after the relevant accounting period.
• Core coaching and programme administration: up to six years where needed for contractual, complaint or legal records.
• Optional access, disability or health information: reviewed separately and normally deleted or anonymised within 12 months after the service ends, unless it is still needed for an agreed reason.
• Fathom recordings and transcripts: normally deleted within 90 days after the agreed access period ends.
• Workshop or teaching recordings: normally deleted within 90 days after replay access ends.
• Email marketing record: kept until you unsubscribe. I may keep a minimal suppression record so you are not added again by mistake.
• Testimonials or approved stories: kept until permission is withdrawn or the material is no longer used.

A relevant record may be kept longer during an active complaint, legal obligation or dispute.

7. Your choices and rights

Depending on the circumstances, you may ask me to:

• give you a copy of your personal information;
• correct information that is wrong or incomplete;
• delete information;
• limit or stop certain uses;
• provide certain information in a portable format;
• record that you object to direct marketing;
• withdraw consent; or
• provide a human explanation or review of an automated process.

Email joanne@adhdbusinesshq.com. I normally respond within one month, subject to the rules that apply to the request.

I use account security, access controls, data minimisation and trusted providers to protect information. No online system can be guaranteed completely secure, but suspected incidents are assessed and reported where required.

You can complain to the Information Commissioner's Office if you are unhappy with how your information has been handled.

Changes to this policy

I review this policy when the business changes its services, forms, technology, AI use or legal obligations. Material changes will be brought to affected people's attention where required.

Contact

Related policies

• Terms and Conditions
• AI Use and Transparency Policy
• Cookie Policy