Fire Business Services Limited
Trading as Richard Hughes-Jones
www.richardhughesjones.com
Company number: 08571953
Registered office: SLM Accountants & Tax Advisors, 55 Rectory Grove, Leigh-on-Sea, SS9 2HA, UK
Last updated: 31st November 2025
Introduction
This Privacy Policy explains what personal and other information is collected by Fire Business Services Limited (“we”, “us”, “our”), how we use that information, and your rights in relation to it.
We are committed to protecting and respecting your privacy. This policy explains how we collect and use personal information in connection with our coaching services and our website.
The EU General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018 give you rights regarding the way we store and use your personal information. These rights are set out in Section 8.
Further information about data protection laws can be found at the Information Commissioner’s Office (ICO): https://ico.org.uk/.
If you have any questions regarding this policy or your personal information, please contact: me@richardhughesjones.com
1. The scope of this Privacy Policy
1.1 This Privacy Policy applies when you:
- engage in a coaching Chemistry Call
- book and pay for coaching services
- participate in a coaching session
- consent to the recording or transcription of a coaching session
- share documents or information for analysis
- make use of custom GPTs or AI-supported coaching tools
- request information or provide information to us
- visit our website
- sign up to our newsletter or agree to receive marketing communications
1.2 Cookies
We use cookies on our website. This Privacy Policy should be read alongside our Cookies Policy.
2. What information do we collect about you, and how?
2.1 Coaching Chemistry Calls
When we discuss your coaching requirements, whether in person or by video conference, we collect information based on what you choose to tell us. This may include personal information relating to your work, life, relationships, wellbeing, aspirations, or professional challenges.
2.2 Booking and paying for a coaching session
We collect personal information such as your name, contact details, and payment information.
2.3 Participating in a coaching session
When you take part in a coaching session, we collect personal information as described in Section 2.1.
Where you provide explicit consent, sessions conducted via Zoom may be audio recorded, video recorded, or transcribed. A third-party notetaking or transcription service (such as Fathom AI Notetaker or other similar tools) may join the call or operate in the background to capture recordings, transcriptions, summaries and notes. These tools may process personal information contained in the conversation, including special category data you voluntarily share.
You may withdraw consent at any time. If you withdraw consent, any recordings or transcripts already captured will be deleted unless we are legally required to retain them.
2.4 When you visit our website
We collect your IP address and information about your browser and device to help improve user experience.
2.5 When you sign up for our newsletter or provide information
You may provide information such as your name, email address, and other contact details.
2.6 When you agree to receive marketing information
Your personal information may be stored in our contact database.
You may unsubscribe at any time using the “Unsubscribe” link or by contacting me@richardhughesjones.com.
2.7 Information you choose to share for coaching purposes
You may voluntarily share additional information and documents, including:
- transcripts of conversations
- documents relating to work performance
- 360° feedback reports
- psychometric or personality assessments
- annual reviews or appraisal documents
- written reflections or self-assessments
These documents may contain personal and/or special category data.
3. How do we use your personal information?
We process personal information only where permitted by Data Protection Laws. We may use your information for the following purposes:
- to deliver and manage coaching services
- to process bookings and payments
- to provide newsletters where you have subscribed
- to send marketing communications where you have opted in
- to respond to enquiries, requests, or complaints
- to upload contact details securely to selected social media platforms for marketing where you have consented
3.1 Recording-based processing (with explicit consent)
Where you have provided explicit consent, we may record coaching sessions for:
- accurate note-taking
- generating transcripts, summaries and insights
- reflective practice and professional development
- ensuring continuity of coaching support
We may use excerpts from transcripts (not full recordings, unless agreed) with approved AI tools such as ChatGPT to support analysis and coaching insights.
3.2 Creation of Custom GPTs and AI-assisted coaching tools (with explicit consent)
With your explicit consent, we may use information you provide to develop personalised AI-assisted coaching tools (“Custom GPTs”). These tools may incorporate:
- transcripts or summaries of our coaching conversations
- transcripts or summaries of other conversations or recordings that you choose to share
- documents you provide, including 360° feedback, psychometric assessments, performance reviews, or other relevant materials
- written notes, reflections, or other content you supply
Custom GPTs are created solely for your personal use as part of your coaching programme. They are not shared with other clients or third parties.
We will only use AI providers that implement appropriate data protection safeguards and, where possible, prevent your data being used to train their own models.
You may withdraw your consent at any time, after which the relevant Custom GPT and associated data will be deleted.
4. For how long do we keep your personal information?
We retain personal information only for as long as necessary for the purposes for which it was collected, including legal and accounting obligations.
Recordings, transcripts, Custom GPT content and related coaching materials are retained only for as long as needed for coaching purposes or until you withdraw consent.
To ask about specific retention periods, please contact: me@richardhughesjones.com.
5. How and why do we share your personal information?
5.1 Third-party service providers
We share your information with trusted providers who support our services. These may include:
| Service Provider | Website | Purpose |
|---|---|---|
| WordPress | https://wordpress.com | Website hosting |
| Zoom Video Communications, Inc. | https://zoom.us | Conducting coaching sessions; optional recording and transcription |
| Notetaking/transcription providers (e.g., Fathom AI Notetaker) | https://fathom.video | Recording, transcription, summaries, notes (with your explicit consent) |
| Calendly | https://calendly.com | Scheduling coaching sessions |
| Xero | https://www.xero.com | Processing payments and invoicing |
| Google Docs | https://docs.google.com | Storing coaching notes and documents |
| Substack | https://www.substack.com | Newsletter distribution |
| AI tool providers (e.g., OpenAI, ChatGPT) | https://openai.com | Generating insights, summaries and Custom GPTs (with explicit consent) |
5.2 Cloud storage
Some personal information may be stored in a secure cloud environment.
5.3 Other sharing circumstances
We may share information where:
- you have given explicit consent
- required for legal proceedings
- necessary to exercise legal rights
- relevant to partnered or jointly-hosted events
5.4 International transfers
Some processors, including Zoom, Fathom, and OpenAI, may store or process personal information outside the UK/EEA, including the United States.
Where this occurs, we ensure appropriate safeguards such as Standard Contractual Clauses (SCCs) or transfers to countries deemed adequate by the UK Government or EU Commission.
6. How do we keep your personal information secure?
We use up-to-date security measures to protect your personal information.
6.1 General security measures
- Encrypted storage
- Password-protected systems
- Use of password managers
- Access restricted to authorised personnel
6.2 Recording security
Where sessions are recorded, recordings and transcripts are securely stored within Zoom, notetaking tools, or encrypted internal systems. They are accessible only to us and deleted when no longer necessary or upon your request.
6.3 Internet transmission
No internet transmission is completely secure; however, we take proportionate steps to protect your information.
7. Third-party sites
Our website may contain links to sites we do not control. You should review their privacy policies separately.
8. What are your legal rights in relation to your personal information?
You have rights under UK GDPR, including the right to:
- withdraw consent at any time
- access the personal information we hold
- request a copy of your data
- request correction of inaccurate information
- request deletion of your personal information
- request transfer of your information to another provider
- object to certain processing activities
- complain to the ICO
Where coaching sessions have been recorded or where AI tools (including Custom GPTs) have been used, you may also request:
- deletion of recordings, transcripts or GPT-related data
- withdrawal of consent for any future use
- confirmation of how your data has been processed by any third-party tool
To exercise these rights, contact: me@richardhughesjones.com
9. Changes to this Privacy Policy
We may update this policy periodically. Where changes are material, we will notify you appropriately.
10. Further Specifications: Cookies, Newsletter & Website
10.1 Cookies
This website uses cookies and similar technologies, which are small files or pieces of text that download to a device when a visitor accesses a website or app. For information about viewing the cookies dropped on your device, visit the cookies WordPress uses.
- These functional and required cookies are always used, which allow WordPress, our hosting platform, to securely serve this website to you.
- Analytics and performance cookies may also be used on this site only when you agree to the cookie banner. These cookies help us understand site traffic, activity, and other data.
10.2 Newsletter
If you subscribe to the newsletter, your email address and any other information you provide will be used solely for the purpose of delivering the newsletter and managing your subscription.
We use Substack to publish and distribute the newsletter. When you subscribe, your email address is processed by Substack in accordance with their privacy policy: https://substack.com/privacy
Key points:
- Substack manages email delivery, subscriber management, analytics, and unsubscribe requests.
- Substack may collect certain usage and analytics information to help us understand newsletter performance.
- You may unsubscribe at any time using the link included at the bottom of every newsletter.
- You may request deletion of your Substack subscription data at any time by contacting us or by managing your settings directly through Substack.
We do not share your email address or personal information with newsletter sponsors, and sponsors do not receive access to any personal data.
10.3 Website Fonts and Embedded Content
This website may use web font files from Adobe. Servers hosting these font files may receive personal information such as:
- Information about your browser, network or device
- Your IP address
You can view Adobe’s privacy policy here.
Some pages on this website contain embedded content from third parties (e.g., YouTube videos). This site does not share any user data with those parties. You should refer to those sites for their privacy policies.
This site may use Google Recaptcha to prevent spam and abuse in forms. Google only receives the data needed to provide this service. You can read Google’s privacy policy here.
10.4 Website Activity
This website is hosted by WordPress. WordPress collects personal data when you visit this website, including:
- Information about your browser, network and device
- The pages you visit and links you click
- Your IP address
WordPress uses this data to operate, protect and improve its platform. WordPress analyses the data in a de-personalised form. You can read WordPress’ privacy policy for more information.
11. Recording of Coaching Sessions
Coaching sessions may be recorded only where you provide explicit, informed consent. You may withdraw this consent at any time, in which case recordings and transcripts will be deleted.
Recordings are used solely for:
- accurate note-taking
- transcript generation
- reflective practice
- continuity of coaching
- producing summaries and insights through approved AI tools
Recordings are never used for marketing, shared externally, or sold.
12. Contact
For any questions or concerns about this Privacy Policy or your personal information, please contact:
Richard Hughes-Jones
Email: me@richardhughesjones.com