The following policy describes our guidelines on data collection and processing. Why we keep certain data, how long for, who we share it with when we will delete it.
Our Contact Details:
Name: Emily May Milne
Address: Gloucestershire, GL20HN
please email to request full address and/or phone number
Email: emily@itsemilymay.com
Policy Updated : 10/10/2025
Our Data Regulator: Information Commissioner's Office
Helpline number: 0303 123 1113
The type of personal data we collect:
The types of data we hold depend on our relationship to you.
We currently collect and process the following information; your name, email address, postal address, Instagram handle and we may also capture some of the information published by you in your social media output to the extent that it may be relevant to our interactions.
Your information on social media is held in accordance with their privacy policies. If you interact with us, for example on Instagram, by replying to us, liking or commenting on our content this data is stored.
For clients, we do not hold any financial data on you other than the limited information the bank or payment processor tells us. Payments are made securely through an external processor, like Stripe, and your information is handled in accordance with their privacy guidelines.
For clients and prospects, we hold data securely in our client management software where we process proposals, forms and contracts. These softwares may store your data outside of the UK/EU but we can assure they are mainstream suppliers with good security standards.
Cookies:
Our website uses cookies. Cookies are tiny bits of information collected and stored on your device whenever you use any website.
You can control your acceptance of cookies by using the banner on our website. There are cookies that are strictly necessary, these ones you cannot opt out of via the banner, they are there to benefit your interaction with the website. If you opt out of these cookies via your web browser your experience using the website will be effected.
We use a blend of strictly necessary, performance, targeting and functionality cookies on our website.
Please note that our use of cookies does not lead to us monitoring or tracking you individually and we will not contact you off the back of anything cookie-related.
For more information about the use of cookies on our website please visit Privacy Policy (podia.com).
We process information about:
"Prospects" contacts working at or connected with potential Clients; potential clients
"Clients" who have bought goods or services from us, and "Client Contacts" who are individuals employed by or contracted to Clients;
"Suppliers", "Associates" suppliers or potential suppliers of goods or services to us;
"Affiliates/Referrers" who have signed up to our affiliate scheme or who have referred Prospects to us;
"Employees" Our employees if we have any. Employees should refer for data privacy information relating to their own data to their contract of employment.
Data Retention:
We keep data for as long as is necessary to provide the Services and for as long as is necessary to comply with our legal obligations, after this point your information will be deleted or destroyed. Any saved account information will be removed from our devices, media will be deleted, and your information will be removed from our client management software.
If you are signed up to our newsletter, we will keep your information until you unsubscribe, which you can do so at any time at the bottom of our emails or by emailing emily@itsemilymay.com and requesting to be removed.
For prospects who enquire, your data is retained for 3 months on the basis that you may become a client. After these 3 months your data is archived in our CRM software. After a further 3 months, on the basis you have not become a Client, your data will be deleted.
For clients your data is held in our CRM (Dubsado) and/or Podia for as long is necessary to fulfil the services provided or for 2 years after our last point of contact or the time of last activity noted within the software due to the nature of our work and the rate of clients returning. After this point your data will be deleted. For Clients who purchase self paced courses, digital downloads or similar Services, this does not revoke your access to the Service.
For legal compliance, Contracts and Invoices will be securely held in our google drive for 6 years from the end of the financial year they fall under.
Anything posted in a group forum will be retained indefinitely. Clients are advised to save, screenshot or take note of any coaching advice they wish to save after the Services have been provided. Clients will be notified prior to groups being deleted.
Client session notes taken in group and 1:1 settings and IG profile audit notes will be sent to the Client, a copy will be retained within our secure Google drive for 1 year on the basis that many Clients return to working with us and we require as much information as possible to effectively complete any Services required. After the year any client notes will be deleted.
Recordings of group or 1:1 calls will be held securely in our Google drive within a folder shared with the necessary Clients or they will be uploaded to the relevant Service portal and remain there indefinitely for Client use.
For more information on how Podia may store and use your data please visit: https://www.podia.com/privacy
Definitions:
For the purpose of this policy the following definitions are explained:
Company (referred to as Us, We or Our) refers to Emily Milne / Emily May
Device means any device that can be used for our Service, including mobile phones, laptops etc.
Service(s) refers to the services we provide, mainly social media coaching.
Why we process your data:
We process your data and have access to information that you have provided to us only when we need to to run our business.
For example if you sign up to our newsletter or if we have a contractual obligation for Services provided.
We ensure that we do not keep more information than is necessary and it is only retained for as long as necessary.
For Prospects and Clients, we process the data you provide to us so that we can reply to your enquiries and fulfil our services that you have requested.
Clients - We gather your information at the point of sale. Examples of the data we collect are listed above. We retain information regarding the services we provide for as long as necessary and to ensure we can provide any additional services in the future.
Prospects - If you enquire about our services or sign up to our newsletter for example, we store this data in accordance with our retention policy.
You will not be automatically signed up for any offers, and if you sign up to our newsletter you can unsubscribe at any time.
There are some circumstances in which we process your data because we are legally obligated to do so, for example for accounting purposes.
Sharing your data:
We may share limited data with third parties. We do this only when we are required to do so. These people could include IT support staff, Virtual Assistants, Accountants etc.
For example, where we outsource work like accountancy or admin assistance, these people will have access to limited data held on you. This is only so they can fulfil the service they provide to us.
If you want to know exactly who we are sharing your data with please email us and we will get back to you.
We do not sell your information or share your data with third parties where their interest is to sell you something.
The legal basis for processing your data:
When you sign up to our newsletter or enquire about our services you consent to giving us your data.
The data we retain is stored securely so we can fulfil our duties to you.
Where we are working with you to provide Services the data we process is required in order to provide the services and run our business.
There are some circumstances in which we process your data because we are legally obligated to do so, for example for accounting purposes.
Third party data:
When we work with our Clients sometimes it is necessary to obtain third party data about their clients, employees etc. This information is held in strict confidence and is treated in compliance with our Clients data privacy rules.
Your rights:
You have the right to know what data or information we store relating to you.
If you feel like we have information about you that is out of date and needs to be amended, or that we should not be keeping you have the right to inform us and have it amended.
You have the right to be forgotten. If you wish for us to remove data about you let us know. If you have been a Client we may not be able to remove all data held about you as we may need to retain some information for legal, tax, accounting or insurance purposes.
If you wish to know what data we hold on you, please email the address listed above with your full name and we can advise. You may be required to provide proof of your identity before any information can be released.
Complaints:
If you have a complaint regarding how we handle your data or how we may have responded to a request then please email us at the address listed above.
If it cannot be sorted out between us, the relevant authority is listed above.