Privacy Policy

1. Who We Are

Magister Coach is operated by OPTIMIST COACHING AND TRAINING SRL, a company registered in Romania (CUI 35287467), with its registered office in Craiova, Romania.

For the purposes of the General Data Protection Regulation (EU) 2016/679 (“GDPR”), OPTIMIST COACHING AND TRAINING SRL is the data controller responsible for the processing of your personal data described in this Privacy Policy.

If you have any questions about this Privacy Policy or how we process your personal data, you can contact us at:

Email: contact@magistercoach.com

2. What Data We Collect

We collect personal data directly from you. We do not purchase or otherwise obtain personal data about you from third parties.

Depending on how you interact with our website or services, we may collect the following information.

Booking Form

When you submit a coaching enquiry, we may collect:

• Full name
• Email address
• Telephone number (optional)
• Preferred language
• Inquiry type
• Organization, role or team size
• Information you choose to include in the “What’s going on?” and “Anything else we should know?” fields
• Preferred contact method
• Preferred contact time
• How you heard about us

Free Guide Downloads

If you request one of our free resources, we collect:

• First name
• Email address

Coaching Session

When you book coaching services, we may collect:

• Scheduling information through Cal.com
• Payment information processed by our payment provider
• Coaching notes reasonably necessary for providing our services

We do not store your payment card details.

Website Usage Information

When you visit our website, certain technical information may be collected through cookies and similar technologies, including:

• IP address (or truncated/anonymised where applicable)
• Browser type
• Device information
• Operating system
• Pages viewed
• Time spent on pages
• Referring website
• General geographic location
• Website interactions
• Technical identifiers

This information may be collected through:

• Google Analytics
• Microsoft Clarity
• Meta Pixel

Interactive Website Features

Certain tools available on our website, such as self-assessment exercises, may operate entirely within your browser without transmitting your responses to our servers. Where this is the case, your answers remain on your device and are not collected by us.

3. How We Use Your Information

We process your personal data for the following purposes:

• Responding to enquiries
• Arranging discovery calls and coaching sessions
• Delivering coaching services
• Sending requested resources
• Sending newsletters or marketing emails where you have consented
• Managing appointments
• Processing payments
• Maintaining our business records
• Improving our website
• Analysing website performance
• Measuring advertising effectiveness
• Complying with legal obligations
• Protecting the security of our website and business

4. Legal Bases for Processing

Under the GDPR, we rely on one or more of the following legal bases.

Consent

We process your personal data based on your consent when you:

• subscribe to our mailing list;
• download free resources;
• consent to analytics or marketing cookies;
• consent to receive marketing communications.

You may withdraw your consent at any time without affecting the lawfulness of processing carried out before withdrawal.

Performance of a Contract

We process your data where necessary to:

• provide coaching services;
• schedule appointments;
• communicate regarding services you have requested;
• process payments;
• manage ongoing coaching engagements.

Legitimate Interests

We process certain information where necessary for our legitimate interests, including:

• maintaining website security;
• preventing fraud;
• administering our business;
• responding to enquiries;
• improving our services;
• maintaining appropriate business records.

We balance these interests against your rights and freedoms before relying on this legal basis.

Legal Obligations

We may process personal data where required by law, including accounting, tax and regulatory obligations.

5. Special Categories of Personal Data

Some people choose to include information relating to their physical health, mental health, wellbeing or other sensitive matters when contacting us or during coaching.

Providing this information is entirely voluntary.

Where you voluntarily provide special category personal data, we process it only to the extent necessary to respond to your enquiry or provide the coaching services you have requested, and we apply appropriate safeguards to protect its confidentiality.

We ask that you provide only the information you consider necessary.

6. Cookies and Similar Technologies

Our website uses cookies and similar technologies to improve functionality, analyse website usage and measure the effectiveness of our marketing.

These technologies include:

Essential Cookies

These cookies are necessary for the operation and security of the website and cannot be disabled through our cookie preferences.

Google Analytics

Google Analytics helps us understand how visitors use our website by collecting information such as pages viewed, approximate location, device type and website interactions.

Microsoft Clarity

Microsoft Clarity helps us understand how visitors interact with our website through session analytics, including scrolling behaviour, clicks and navigation patterns. Sensitive form fields are configured to prevent the recording of confidential information.

Meta Pixel

Meta Pixel helps us understand the effectiveness of our advertising campaigns, measure conversions and create audiences for future advertising. Meta may receive information about your interactions with our website and technical identifiers associated with your browser or device.

Cookie Consent

Google Analytics, Microsoft Clarity and Meta Pixel are activated only after you provide your consent through our cookie banner.

You may change or withdraw your cookie preferences at any time using the cookie settings available on our website.

7. Who We Share Your Data With

We do not sell your personal data.

We share personal data only where necessary to operate our business, provide our services, or comply with legal obligations. Depending on how you use our website and services, your personal data may be processed by carefully selected third-party service providers acting on our behalf, including:

• WordPress and Gravity Forms for website and enquiry forms;
• Cal.com for appointment scheduling;
• MailerLite for email communications and newsletters;
• Stripe for payment processing;
• Google Analytics for website analytics;
• Microsoft Clarity for website usage analytics;
• Meta for the operation of Meta Pixel and advertising measurement;
• our website hosting provider and related IT service providers.

These providers process personal data only on our instructions or as independent controllers where applicable, and are required to implement appropriate security measures.

We may also disclose personal data:

• where required by law;
  to comply with a court order or request from a competent authority;
• to establish, exercise or defend legal claims;
• where necessary to protect the rights, safety or property of Magister Coach, our clients or others.

8. International Data Transfers

Some of our service providers may process personal data outside the European Economic Area (“EEA”), including in the United States.

Where personal data is transferred outside the EEA, we ensure that appropriate safeguards are in place in accordance with the GDPR. Depending on the provider and destination country, these safeguards may include:

• an adequacy decision adopted by the European Commission;
• the European Commission’s Standard Contractual Clauses;
• participation in an approved international data transfer framework; or
• another lawful transfer mechanism recognised under applicable data protection law.

You may contact us if you would like more information about these safeguards.

9. How Long We Keep Your Data

We retain personal data only for as long as necessary for the purposes described in this Privacy Policy.

As a general rule:

• enquiries that do not become coaching engagements are retained for up to three (3) years after our last communication;
• coaching records are retained for up to six (6) years after the end of the coaching relationship, unless a longer retention period is required by law or necessary for the establishment, exercise or defence of legal claims;
• accounting and tax records are retained for the period required under Romanian law;
• marketing data is retained until you withdraw your consent or unsubscribe from our communications;
• cookie-related information is retained in accordance with the settings of the relevant cookies and your consent preferences.

Where retention is no longer necessary, personal data is securely deleted or anonymised.

10. Your Rights

Subject to applicable law, you have the right to:

• access your personal data;
• request correction of inaccurate or incomplete data;
• request deletion of your personal data;
• request restriction of processing;
• object to processing based on legitimate interests;
• withdraw your consent at any time where processing is based on consent;
• receive your personal data in a structured, commonly used and machine-readable format where applicable;
• lodge a complaint with your local supervisory authority.

If you wish to exercise any of these rights, please contact us at:

contact@magistercoach.com

If you believe we have not handled your personal data appropriately, you also have the right to lodge a complaint with the Romanian National Supervisory Authority for Personal Data Processing (ANSPDCP) or with the supervisory authority in the EU Member State where you live or work.

11. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or unauthorised access.

These measures include appropriate access controls, secure hosting, encrypted communications where appropriate, and the use of reputable third-party service providers.

While we take reasonable steps to protect your personal data, no method of transmission over the Internet or electronic storage can be guaranteed to be completely secure.

12. Children’s Privacy

Our coaching services and website are intended for individuals aged 18 years or older.

We do not knowingly collect personal data from children under the age of 18.

If we become aware that personal data relating to a child has been collected without appropriate legal authority, we will take reasonable steps to delete that information promptly.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or business practices.

The updated version will always be published on this page together with the revised “Last updated” date.

Where required by law, we will notify you of material changes using an appropriate method.

14. Contact

If you have any questions about this Privacy Policy or our processing of your personal data, please contact us:

Magister Coach
Operated by OPTIMIST COACHING AND TRAINING SRL
Craiova, Romania

Email: contact@magistercoach.com