Privacy

Privacy statement

What I collect about you, why, how long I keep it, who else handles it, and your rights.

Who is responsible for your data

The controller is Matt Rutherford, a sole trader trading as Matt Rutherford Coaching, based in Dublin, Ireland. You can contact me about anything in this statement at matt@mattrutherfordcoaching.com.

What I collect and why

When you use the contact form

Your name, email address, the situation you choose, your role and subject if you give them, and your message. I use them to reply to you. The form is handled by Formspree, which passes your message to my email.

When you book a Discovery or paid session

Your name, email address, the time you choose and any answers you give on the booking form. I use them to schedule the session and send reminders. Booking is handled by Calendly.

When you pay

Card payments at booking are taken through Calendly by Stripe. I do not see or store your card details. For invoiced work I keep your name, billing details, the invoice and the payment record. If an employer pays, I keep the billing contact's name, email and any purchase order number.

When we email

I keep the emails we exchange. My email is provided by Google Workspace.

During coaching

I keep brief session notes to support our work: what we covered, what you agreed to do next, and the transition map and plans we build. They can include things you tell me about your work and life. Online sessions run on Google Meet. I never record sessions.

If you share information about your health or other sensitive matters, I record it only where it is needed for the coaching and only with your explicit consent.

360 feedback

For The Leadership Engagement, I gather feedback about you from people you agree with me, such as your manager, peers and team. I collect their comments, use them only for your engagement, and share them with you summarised and anonymised, so no comment can be traced to the person who made it. The people giving feedback are told how it will be used before they give it.

If your employer sponsors the coaching

I keep the sponsor's contact details, the objectives agreed in the three-way conversation, and the progress updates and mid-point review shared with them. Sponsors do not receive the content of sessions.

The Values Finder

The Values Finder is a separate site with its own privacy notice. Your answers stay in your own browser. If you ask it to email your report, it is sent through the email service Resend and not kept afterwards. If you tick the box, it adds you to my newsletter. I only see your results if you choose to send them to me.

Website analytics

This site uses Umami, a privacy-focused analytics tool that I host myself, on the same server as this site in Finland. It counts page views, which pages are visited, the referring site, browser, device type and country. It does not use cookies and does not build a profile of you.

Fonts and hosting

The site's fonts are loaded from Google Fonts, so your browser sends your IP address to Google when a page loads. The site is hosted by Hetzner Online on a server in Finland. The server keeps access logs (page requested, time and browser, with IP addresses anonymised) for security, for one year.

Cookies

This site does not set cookies. Calendly sets its own cookies when you go to it to book.

The legal basis

  • Contract: booking, delivering coaching, invoicing and taking payment, and the steps before an agreement, such as the Discovery Session and the proposal.
  • Legitimate interests: replying to enquiries, gathering 360 feedback for an engagement you have agreed to, keeping the site secure, and understanding how the site is used through cookie-free analytics.
  • Legal obligation: keeping financial records for Irish tax purposes.
  • Consent: the newsletter, and any sensitive information you choose to share in coaching. You can withdraw consent at any time.

How long I keep it

  • Session notes and coaching materials: 12 months after our last session, then deleted, unless we are still working together or have agreed something different.
  • 360 feedback: kept with the session notes, on the same 12 month schedule.
  • Enquiries that do not lead to coaching: 12 months from our last contact, then deleted.
  • Invoices and payment records: six years, as Irish tax law requires.
  • Booking records in Calendly: Calendly keeps past bookings until I delete them. I delete them on the same 12 month schedule.

Who else handles your data

I do not sell your data or share it for marketing. These services process it on my behalf:

  • Calendly, for booking (United States).
  • Stripe, for card payments at booking, through Calendly.
  • Formspree, for the contact form (United States).
  • Google Workspace, for email and for Google Meet video calls.
  • Google Fonts, for the website's fonts.
  • Hetzner Online, for website and analytics hosting (Finland).

Some of these providers are based in the United States. Calendly and Google are certified under the EU-US Data Privacy Framework and also use standard contractual clauses. Formspree states that it transfers data only where the law permits, and takes steps to keep it protected.

Your rights

You have the right to:

  • see the personal data I hold about you and get a copy
  • have it corrected if it is wrong
  • have it deleted, unless I have to keep it by law
  • restrict or object to how I use it
  • receive it in a portable format
  • withdraw consent where I rely on it

To use any of these, email matt@mattrutherfordcoaching.com. I will reply within one month.

Complaints

If you are unhappy with how I handle your data, please tell me first and I will try to put it right. You also have the right to complain to the Data Protection Commission, the supervisory authority in Ireland, at dataprotection.ie.

Last updated 6 October 2026.