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Bookings paused, discord server + lesson notes lost, contact via email for past recordings. Update to privacy notice coming soon.
Foreword and Contact Details
Definitions
What Information I collect, use, and why
Lawful bases and data protection rights
Where I get personal information from
How long I keep information
Who I share information with
Sharing information outside the UK
Links to other sites and services
Changes to this privacy notice
Additional notes
Contact me
Foreword and contact details
Adi Wilson as Trans Voice Coach
Effective date: 29/10/26
Contact details:
Name: Adi Wilson
Email: adi@transvoice.coach
Discord: adi.tvc
This privacy notice explains how I collect, use, store and share personal information when you visit my website, book or receive voice coaching, contact me, or participate in my Discord community.
I, Adi Wilson, provide voice coaching services under the name Trans Voice Coach.
I use personal information to arrange and provide lessons, communicate with clients, maintain relevant lesson records, manage payments, and operate and moderate my community.
I handle personal information in accordance with applicable data protection law. This notice explains what information I process, why I process it, the legal bases I rely on, how long I retain it, and the rights available to you.
Some processing is necessary to provide the service you request or comply with legal obligations. Other activities, such as processing special category data or sharing recordings for optional purposes, may require your consent. Where consent is required, I will explain what you are agreeing to and how you can withdraw it.
You can ask questions about this notice or exercise your data protection rights by contacting me using the details above.
2. Definitions
Service - The service is comprised of the voice teaching, private and shadowable, lessons provided by Adi as well as the website www.transvoice.coach/.
Personal Data - Personal Data means data about a living individual who can be identified from that data (or from that and other information either in my possession or likely to come into my possession). Personal Data may also be reffered to as personal information.
Data Controller - Data Controller means the natural or legal person who (either alone or jointly or in common with other persons) determines the purposes for which and the manner in which any personal information is, or is to be, processed. For the purpose of this Privacy notice I am a Data Controller of your Personal Data, and Discord may also act as an independent controller.
Data Processors (or Service Providers) - Data Processor (or Service Provider) means any natural or legal person who processes the data on behalf of the Data Controller. I may use the services of various Service Providers in order to process your data more effectively.
Data Subject (or User) - Data Subject is any living individual who is using my Service and is the subject of Personal Data.
3. What information I collect, use, and why
I collect and use personal information where it is necessary to arrange and provide voice coaching lessons, communicate with clients, maintain lesson records, manage payments, and operate my online community.
The information I collect depends on how you interact with me and which services you use.
Bookings and Onboarding
When you book a lesson through Acuity Scheduling, I collect the information you provide as part of the booking process. This may include your name, contact details, booking details, answers to onboarding questions, and any information you provide about your goals or preferences for lessons.
You may also tell me whether you consent to a lesson being recorded or to particular uses of a recording. Your answers may contain personal information, including special category personal data, depending on what you choose to share.
I use this information to manage bookings, prepare for lessons, communicate with you, and record any relevant choices or permissions you have given.
Messages and emails
When you contact me, or when I contact you, I may process the contents of messages and emails and the associated contact details. This may include communications about bookings, lesson arrangements, questions, feedback, complaints, and other matters relating to Trans Voice Coach.
I use this information to respond to your enquiries, manage my relationship with you, provide customer support, and keep relevant records of communications where necessary.
I may communicate with you through email, Discord, or other communication channels used in connection with my services. Please be aware that the platforms you use to communicate with me may also process your information under their own privacy policies.
Providing lessons and maintaining lesson records
To provide lessons through Discord, I need to know your Discord username or other details necessary to identify and contact you on the platform.
During lessons, I may process information you share verbally or in messages. This may include your voice, information about your coaching goals, questions, progress, and other details relevant to your lessons.
I may also create lesson notes, feedback, exercises, and homework to support your learning. These records help me deliver your lessons and provide continuity between sessions.
Lessons may be recorded where you have agreed to recording. If you do not want a lesson recorded, you can still have an unrecorded lesson. You may also produce and retain your own recordings.
If you do not wish to use discord you are welcome to suggest an alternative, however, doing so may necessitate changes to this privacy notice in order to become workable.
Transcriptions and summaries
Transcription and summarisation of lesson recordings are being considered as possible future services but are not currently offered.
If I introduce these services, I will update this privacy notice before using your information for these purposes. I will explain what information is processed, how the transcription or summary is produced, which service providers are involved, and the applicable lawful basis and safeguards.
Reviewing lessons to improve teaching
Where a lesson has been recorded, I may review the recording and any related lesson notes to reflect on the lesson, assess the coaching provided, and improve my teaching methods.
This activity is intended to help me evaluate and improve the service I provide. Where a recording is used for this purpose, the applicable lawful basis and any relevant recording permissions are explained in Section 4.
Referring to previous lessons
I may refer to lesson notes, homework, and recordings from previous lessons to understand your progress, remember what has been covered, and plan or tailor future sessions.
I retain these records in accordance with the retention periods set out in Section 6.
Sharing a recording with other teachers
On occasion, I may ask one or more other teachers to review a lesson recording and provide a second opinion to help us consider a coaching question, improve the support I give you or for a second opinion on my teaching style.
I will only do this where you have given explicit consent for that particular sharing. I will explain the intended purpose before sharing it. You can decline.
Sharing a recording with other clients
On occasion, I may ask for permission to share a lesson recording with other clients for a learning or demonstration purpose.
I will only share a recording with other clients where you have given explicit consent to that specific use. I will explain the intended audience and purpose before sharing it. You can decline.
Sharing a recording publicly
I also give you the option to publicly share your recordings with the rest of the discord such that others may learn from your lesson recordings. I can do this with your consent, or you can do it yourself.
Discord community moderation
If you participate in the Discord community, I may process messages and related account information to operate and moderate the community.
For moderation and safety purposes, I may temporarily keep logs of messages that have been deleted. These logs may be used to investigate potential rule violations, harassment, or malicious behaviour and to help enforce community rules.
I retain these logs only for the period described in Section 6.
Payments and financial records
When you pay for lessons, I process information needed to manage your payment and maintain appropriate business records. Payments are handled through the relevant payment provider, I currently use stripe, however, paypal has also been used in the past.
The information involved may include transaction details and records associated with the payment. Depending on the provider and transaction, records held by the provider may also include contact or other account information.
I use these records to manage payments, address payment queries, and meet applicable accounting and legal obligations.
Website cookies and traffic analysis
My website is hosted using Google Sites. Google informs visitors that it uses cookies to provide its services and analyse traffic, and that information about visitors’ use of the website is shared with Google.
I do not have a separate Google Analytics account connected to the website. However, Google may still process information about visitors’ use of the site through cookies or similar technologies as part of providing Google Sites.
Special category personal data
Some personal information is subject to additional requirements under data protection law because of its sensitive nature. This is known as special category personal data. It includes information about health, racial or ethnic origin, religious or philosophical beliefs, political opinions, and sexual orientation, among other categories.
Because voice coaching can involve discussion of personal experiences, you may choose to share information of this kind during onboarding, a lesson, or a message of some kind. For example, you might mention a health matter or personal relationship while discussing your goals or experiences. At times this might be related to your vocal health e.g. if you had a cold or transition related care that has had an impact of some kind on your voice. This does not mean that every lesson recording automatically contains special category personal data; it depends on the information recorded and how it is used.
Where I process special category personal data, I will need both a lawful basis under Article 6 of the UK GDPR and a separate condition under Article 9, where applicable. The relevant basis and condition depend on the circumstances and purpose of the processing. Section 4 explains the approach I take.
Please avoid sharing sensitive information that is not relevant to your lessons or to the service you are using.
4. Lawful bases and data protection rights
Under UK data protection law, I must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website. Which lawful basis I rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website: https://ico.org.uk/
Your right of access - You have the right to ask me for copies of your personal information. You can request other information such as details about where I get personal information from and who I share personal information with. There are some exemptions which means you may not receive all the information you ask for.
Your right to rectification - You have the right to ask me to correct or complete personal information you think is inaccurate or incomplete.
Your right to erasure - You have the right to ask me to delete your personal information.
Your right to restriction of processing - You have the right to ask me to limit how I can use your personal information.
Your right to object to processing - You have the right to object to the processing of your personal data.
Your right to data portability - You have the right to ask that I transfer the personal information you gave me to another organisation, or to you.
Your right to withdraw consent – When I rely on consent as my lawful basis you have the right to withdraw your consent at any time.
Where personal information falls within a special category under Article 9 of the UK GDPR, I must identify an additional legal condition for processing it, as well as the Article 6 lawful basis. You can find out more about this from the ICO's website.
If you make a request, I must respond to you without undue delay and in any event within one month. To make a data protection rights request, please contact me using the contact details at the top of this privacy notice.
Further, if you have any concerns about the use of your personal information, you can make a data protection complaint to me:
Email: adi@transvoice.coach
In such cases I must acknowledge it within 30 days, from there I will investigate and let you know the outcome.
If you remain unhappy with how I’ve used your data after raising a complaint with me, it's also possible to complain to the ICO.
You can find information on how to contact the ICO and make a complaint at https://ico.org.uk/make-a-complaint/
My lawful bases for the collection and use of your data
Providing lessons and managing bookings
I generally rely on contract where processing your personal information is necessary to arrange and provide the lessons you book. This includes managing bookings, communicating with you about lessons, and using relevant information to prepare for and deliver your coaching.
Messages, emails, and lesson notes, feedback and homework.
I process relevant messages, emails, lesson notes, feedback, and homework to communicate with you, provide coaching, and maintain continuity between lessons. I rely on contract where this processing is necessary to provide the service you have requested. I may rely on legitimate interests for other necessary activities, such as keeping relevant records of communications or handling enquiries and complaints, where my interests are not overridden by your rights and interests.
Recording and reviewing lessons
I will only record a lesson where you have indicated you want a recording. You can choose to have lessons without recordings, and declining a recording will not prevent you from receiving lessons.
Where I record a lesson, I rely on legitimate interests as my Article 6 lawful basis, provided that the processing is necessary for the relevant purpose and my interests are not overridden by your interests or fundamental rights and freedoms. I take your preferences and expectations, the nature of the recording, and the privacy safeguards in place into account when assessing this.
I may use lesson recordings and related notes to review my teaching, reflect on lessons, and improve the coaching I provide. This is a separate purpose from providing you with a recording for your own practice, and I assess the lawful basis for each purpose accordingly.
You can object to processing based on legitimate interests. I will consider any objection in accordance with applicable data protection law.
Sharing lesson recordings
I will only share a lesson recording with others, where you have given explicit consent to that specific sharing. This may be with other clients, other teachers or publicly.
I will explain the intended purpose and who will receive the recording before sharing it. You can refuse or withdraw consent to these optional uses without losing access to lessons. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn. If you withdraw consent I will stop sharing it, however, if you shared it publicly this would not prevent any possible second hand sharing.
Community moderation
I may rely on legitimate interests to moderate my Discord community, investigate potential rule violations, and help protect members from harassment or malicious behaviour. This includes temporarily retaining logs of deleted messages where necessary for moderation and safety purposes.
Payments and financial records
I rely on contract where processing is necessary to manage payment for lessons. I rely on legal obligation where I need to process or retain financial information to meet applicable legal, accounting, or tax requirements.
Website cookies and traffic analysis
My website is hosted using Google Sites. Google informs visitors that it uses cookies to provide its services and analyse traffic, and that information about visitors’ use of the website is shared with Google. I do not have a separate Google Analytics account connected to the website.
Google may process information for its own purposes in connection with providing its services. The lawful basis and any applicable consent requirements depend on the specific processing and technologies involved. Further information is available in Google’s Privacy Policy.
Special category data
To process special category data, I need both a lawful basis under Article 6 of the UK GDPR and an additional condition under Article 9. For the uses described in this notice, I intend to rely on your explicit consent, where appropriate.
When you book, I’ll explain why particular information may be useful for providing my services and how I propose to use it. You’ll be asked to give your consent separately for each relevant purpose, such as keeping lesson notes containing special category data, recording lessons, reviewing recordings, or sharing recordings with others. Agreeing to one use does not mean you agree to another. I’ll keep a record of your consent and the purposes it covers. (Even if my condition under article 9 is consent, my lawful basis may not be.)
You can withdraw your consent at any time by contacting me. Withdrawing consent won’t affect the lawfulness of anything I did before you withdrew it. I’ll stop the processing that relied on your consent and explain what this means for any existing notes or recordings.
You can still have lessons if you decline consent. However, I may need to provide lessons without recording them, and I may be unable to create certain lesson notes or retain past recordings where doing so would involve processing special category data for which I don’t have a valid legal condition.
If you share special category information during a lesson that's being recorded without having given the relevant consent, I would need to stop and delete the recording so that the information is not captured and stored. From there we could restart the recording for the remainder of the lesson or continue without recording.
5. Where I get personal information from
Directly from you: your booking and onboarding answers (Acuity), your Discord username, messages and emails, and anything you say or share in lessons.
From Stripe: confirmation that a payment was made and its transaction details. Historically this included paypal.
From Google: reviews you choose to post about my services.
I do not buy or receive personal data about you from data brokers.
6. How long I keep information
I only keep personal information for as long as I need it for the purposes described in this notice. I review retention periods periodically. Where information serves more than one purpose, I keep it only for as long as the longest justified purpose requires, and I keep only the parts needed for that purpose.
Lesson notes, homework and recordings
These are stored in private Discord channels. Once every year I review them, and if it has been more than 3 years since your last lesson, I delete them. This means deletion may happen up to one year after the 3-year point. I chose this period because clients often return for lessons after long breaks. You can ask me to extend it, and I’ll treat your request as if you’d had a lesson on that date, which restarts the 3-year period. You can delete your notes and recordings yourself at any time, or ask me to delete them. Withdrawing consent also triggers deletion of anything I hold on the basis of that consent.
Onboarding answers, messages, emails and booking records
I generally retain onboarding answers, messages, emails and booking records for up to 6 years from the date of the relevant booking or message, where necessary to maintain relevant business records and to establish, exercise or defend legal claims, including in the event of a dispute or complaint.
I review these records every year and delete or redact records that have reached the end of their retention period. As a result, deletion may take place up to one year after the 6-year period has ended. I may delete information sooner where it is no longer necessary to retain it.
Where appropriate, you can ask me to delete or redact information sooner. I will consider your request in accordance with applicable data protection law. Where I rely on your consent to process special category data, you may withdraw that consent at any time. I will stop the relevant processing and delete the data where required, unless another lawful basis and applicable condition permit me to retain or process it.
Financial records
I keep financial records for as long as necessary to meet my tax and other legal obligations. I review them annually and, as standard practice, delete records more than six years old unless I am required to keep them longer. I use six years as a buffer beyond the minimum period generally required, to reduce the risk of deleting records too early through administrative error. Where a longer period is needed to comply with a legal obligation, I delete the records once that obligation has ended.
Backups
Once every year I review my backups of lesson recordings and delete entries older than one year. My live Discord copies typically last longer than the backups.
Discord moderation logs
Records of deleted messages kept for moderation and safety purposes are held for no longer than one year. Apart from these, messages in the Discord community are subject to Discord’s own retention periods, as Discord acts as an independent controller.
Legal claims and legal obligations
Where I must keep information beyond these periods to comply with a legal obligation, or to establish, exercise or defend legal claims, I keep only what is necessary for that purpose and review it when the need ends.
Third-party systems
Deleting information from my own systems may not immediately remove copies held by service providers or in their backups. Where this applies, I will manage deletion in line with the relevant provider’s capabilities and retention arrangements.
If you would like more detail on how long I keep your information, or the criteria I use to decide, please contact me using the details at the top of this notice.
7. Who I share information with.
Discord - It's the platform I primarily use to provide voice lessons. Store lesson notes and recordings and provide a community space. It also acts as a data controller in its own right and you're encouraged to view its own privacy policy https://discord.com/privacy. I understand that not everyone is comfortable using discord therefore people are welcome to email me to discuss alternatives for their own lessons.
Acuity - I utilise Acuity scheduling, a part of squarespace. Acuity can be used as part of the booking process and is used as a part of scheduling appointments. They may send you emails reminding you of upcoming lessons. And they may also hold some of your information. If you would like to see their privacy policy please see here https://www.squarespace.com/privacy
Google - I make use of a number of google services, including, sites, drive, calendar and for customer reviews. Your data may be stored or otherwise managed through the use of these services. If you wish to view their privacy policy you may do so here: https://policies.google.com/privacy I use google services for a number of actions. Storing data, calendar data and monitoring website usage.
Zoho - Zoho is used for email communication. Anything sent to adi@transvoice.coach is sent to an email inbox provided by Zoho. This means any data you send to this mailbox will enter Zoho's service. This includes the email address you send your email from, as well as the contents of any messages. If you wish to view Zoho's privacy policy you may do so here https://www.zoho.com/en-uk/privacy.html.
Other people - there are occasions where I may share data with other clients or other teachers. This is not routine and it is contingent on your informed consent.
I may disclose information if legally required to, for example to the ICO, a court or the police, or to establish or defend legal claims.
Payment processors - I will not store or collect your payment card details. That information is provided directly to my third-party payment processors whose use of your personal information is governed by their Privacy Policy. These payment processors adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, MasterCard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of payment information.
Stripe - The privacy policy for Stripe can be viewed here https://stripe.com/gb/privacy
Used in the past, but no longer actively used.
Ko-Fi - Ko-Fi is a(UK based) service I used previously but it is not a payment processor, payments are handled directly through stripe and were at times through paypal. If you would like to read into their details their privacy policy then you may view it here: https://more.ko-fi.com/privacy Kofi is a platform I may have used to contact you after you have made a payment. This should no longer be relevant.
Paypal - Used in the past as a payment processor. The privacy policy for PayPal can be viewed here https://www.paypal.com/webapps/mpp/ua/privacy-full
I do not sell your data.
8. Sharing information outside the UK
Some of the services I use are provided by companies based outside the UK, or use sub-providers that are. When your information is sent or made available to a company outside the UK, I make sure a legal safeguard applies. Where a company is based in the United States, I rely on the UK-US data bridge only where the specific company is certified under the EU-US Data Privacy Framework and has joined its UK Extension. If that doesn’t apply, I rely on standard contractual clauses with the UK Addendum, or another safeguard recognised in UK law, as set out below. I can tell you more about any of these if you contact me.
Discord (messaging, lessons, lesson notes and recordings, community)
Location: United States.
Information involved: your username, messages, voice during lessons, and any recordings, notes and homework stored in private channels.
How the transfer is protected: UK-US data bridge, as the company is certified under the Data Privacy Framework with the UK Extension].
Discord also acts as an independent controller of some information. See its privacy policy.
Google (website hosting, Drive, Calendar and reviews)
Location: United States.
Information involved: calendar, drive, website and review information.
How the transfer is protected: UK-US data bridge, as the company is certified under the Data Privacy Framework with the UK Extension.
Squarespace (Acuity Scheduling) (booking and onboarding)
Provided by: Squarespace Ireland Limited, which uses Squarespace, Inc. in the United States as a sub-processor.
Information involved: your name, contact details, booking details and onboarding answers.
How the transfer is protected: UK-US data bridge, as the company is certified under the Data Privacy Framework with the UK Extension.
Stripe (payments)
Location: United States
Information involved: transaction details, such as your name, email, the amount and date, and payment method details, which go directly to Stripe and which I don’t see or store.
How the transfer is protected: UK-US data bridge, as the company is certified under the Data Privacy Framework with the UK Extension.
Stripe also acts as an independent controller for purposes such as fraud prevention and legal compliance.
Zoho (email)
Location: My account is hosted in the European Union.
Information involved: your email address and the contents of any messages you send me.
How the transfer is protected: the UK recognises the European Economic Area as providing adequate protection.
9. Links to other sites and services
The Service may also contain links to third-party websites that are not operated by me. If you click a third party link, you will be directed to that third party's site. I strongly advise you to review the Privacy Policy of every site you visit.
I have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.
10. Changes to this privacy notice
I may update the privacy notice from time to time. I will notify you of any changes by posting the new privacy notice and I will let you know via a prominent notice on the Service website, prior to the change becoming effective and update the "effective date" at the top of this Privacy notice.
You are advised to review this privacy notice periodically for any changes.
11. Additional notes
Children - Under 18s may not use my services. If it is discovered that data has been processed the data will be deleted unless there is a legal requirement to maintain it for another reason.
Marketing and automated decisions - I make no automated decisions, and I do not send any marketing emails.
Data security I use two-factor authentication on all accounts related to my services and carefully consider the security of the services I use to process your data. Recordings and other content stored on Discord are kept in private channels accessible to you and me, subject to the relevant channel permissions. As Discord operates the platform, it may also process or access information as described in its Privacy Policy https://discord.com/privacy. Discord states that it uses technical and administrative access controls to limit which employees and contractors can access non-public personal information. In other words, access is restricted rather than freely available to all employees.
12. Contact me
If you have any questions about this privacy notice, or my service more generally please contact me via email: adi@transvoice.coach or through discord.
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