Privacy Notice Template

Copy-paste-ready text you can drop into your client intake form. Tells your clients you use software (including AI tools) to help manage their programme — fulfilling your obligations under GDPR Articles 13 and 9.

Why this matters.When you input client data into CoachTone, you are the data controller and CoachTone is your processor. GDPR puts the obligation to inform clients on you, the controller. This template makes that easy. Adapt the text to your practice, paste it into your existing intake form, and you're covered.

1. Privacy notice — for your client intake form

Add this paragraph to your existing client intake form, welcome pack, or service agreement. Replace [YOUR EMAIL] with your contact email.

Privacy Notice — Use of Software and AI in My Coaching Practice

As your coach, I use software tools to deliver a more responsive and consistent service. This includes a coaching platform that uses artificial intelligence (AI) to help me analyse your weekly check-ins and prepare draft replies.

What this means for you:
• Your check-in messages, training notes, and any health-related information you share with me (e.g. weight, sleep, mood, injuries) may be processed by my coaching software, including the AI features within it.
• I review every AI-generated suggestion before responding to you. Nothing is sent to you automatically.
• My software provider does not use your data to train general-purpose AI models. Your data is used only to help me serve you.
• I do not share your data with anyone other than the providers I rely on to operate my coaching practice (currently: my coaching platform CoachTone, my payment processor, and my email provider).
• Your data is stored only for as long as you are an active client, plus the time required by law (e.g. tax records).

Your rights:
You can ask me at any time to access, correct, or delete the personal data I hold about you. You may also withdraw your consent for AI-assisted processing — in that case I will continue coaching you without using the AI tooling.

Contact:
For any questions about how I handle your data, contact me at [YOUR EMAIL].

2. Consent checkbox text

Add this as a tick-box on your intake form, immediately after the privacy notice. The client must tick it before they can submit the form. If you use Google Forms, Typeform, JotForm, or paper, the same text works.

I have read the Privacy Notice above and I consent to my coach using software (including AI-assisted features) to manage my coaching programme and prepare responses to my check-ins. I understand my coach will review every reply before sending it. I can withdraw this consent at any time by emailing my coach.

Keep a record (digital or paper) showing the client ticked the box and the date they did so. A timestamped form submission counts.

3. Optional — message footer line

Some coaches like to add a small footer to the actual messages they send to clients, especially for the first few weeks. It's not required by law, but it's a nice transparency touch.

Note: This notice mentions software-assisted coaching. Your coach uses tools (including AI) to analyse your check-ins and prepare drafts. Every reply is reviewed by your coach before being sent.

Frequently asked questions

Do I have to ask my client every single time before sending a message?

No. You ask once, at intake. After they consent, you use the tooling normally. There's no per-message confirmation requirement.

What if a client asks me not to use AI?

You can still coach them — just don't use the AI features for that client. Make a note on their profile so you remember. The rest of CoachTone (client records, history, notes) still works fine without AI.

What if I already have an intake form without this language?

Send your existing clients the new privacy notice via email and ask them to reply confirming they understand and consent. Keep the email reply as your record. For new clients, update the form.

Does this cover health information specifically?

Yes. Weight, sleep, mood, injuries, and similar information is special category data under GDPR Article 9 and requires explicit consent. The consent checkbox above covers this — it explicitly mentions the AI processing covers their health-related information.

Is this legal advice?

No. This is a starting template that follows GDPR best practice for coaching businesses. If you operate in a regulated profession (registered dietitian, physiotherapist, psychotherapist, etc.) or have unusual circumstances, ask a privacy lawyer to review before using.