Contact: Jeff Lewis | Email: hi@simplylistening.com | Website: www.simplylistening.com 

This Privacy Policy explains how Simply Listening collects, uses, and protects your personal information. By using this service, you agree to the terms outlined below.

1. Who We Are

Simply Listening is a sole trader business operated by Jeff Lewis, providing non-clinical listening services to individuals and organisations. Services may include one-to-one listening sessions, recurring Check-in Calls and Workplace Change Support services delivered by telephone or online video call.

2. What Data We Collect

We collect only the information necessary to book and deliver your session safely and professionally.

Information you may provide includes:

• Your name

• Email address

• Phone number

• Preferred session time or contact method

• Optional intake information (e.g. pronouns, session preferences)

We do not collect:

• Payment card details (handled securely by our third-party processor)

• Personal health information, unless voluntarily shared by you

Depending on the service used, we may also collect:

• Organisation or employer name (for Workplace Change Support services)
• Employee booking reference or organisational access code
• Subscription and billing information
• Video call platform information necessary to deliver a session
• Session attendance records
• Communication preferences

We do not intentionally collect special category health data. However, callers may voluntarily disclose personal or health-related information during conversations.

3. How We Use Your Data

We may also use your information to:

• Deliver recurring Check-in Call services
• Manage workplace support programmes
• Allocate callers to Associate Professional Listeners
• Monitor session availability and service utilisation
• Produce anonymised or aggregated usage reports for organisational clients
• Administer subscriptions and recurring payments

We do not use your data for marketing or analytics unless you explicitly consent (e.g. subscribing to a newsletter).

4. Legal Basis for Processing

Under the UK GDPR, our lawful bases for processing your data are:

• Consent – when you provide contact details or fill in a form

• Contract – when you book and attend a session

• Legal obligation – for retaining business records (e.g. tax or accounting)

5. How Your Data is Stored

• Your contact details and session history are stored securely in password-protected digital systems.

• No sensitive session content is recorded, stored, or transcribed.

• Emails and calendar tools (e.g. Outlook, youcanbook.me) are used solely for admin and session delivery.

6. How Long We Keep Your Data

• Basic client records are kept for up to 6 years, in line with UK tax law.

• If you request to have your data removed sooner (except where legally required), we will do so.

7. Who We Share Your Data With

We do not share or sell your personal data with third parties.

The only third-party tools involved in service delivery include:

• Youcanbook.me  – for scheduling

• Stripe – for secure payment processing

• Outlook – for communication

• 3 Mobile service provider – for phone call
  
  
• Microsoft Teams – for video calls
  
  
• CircleLoop – When calls are made through our service, CircleLoop may process call-related information including telephone numbers, call metadata, call duration information and, where enabled, call recordings. CircleLoop acts as a service provider supporting the delivery of our services and processes information in accordance with its own privacy and data protection obligations.

These services have their own GDPR-compliant privacy policies and do not use your data for marketing.

8. Your Rights Under UK GDPR

You have the right to:

• Access the data we hold about you

• Correct inaccurate personal data

• Request data deletion (in most cases)

• Withdraw consent at any time

• Complain to the Information Commissioner’s Office (ICO) if you believe your data has been misused

To exercise any of these rights, email: hi@simplylistening.com

9. Cookies and Website Tracking

Our website uses minimal cookies to ensure functionality. We do not use tracking or behavioural analytics unless you consent. You can control cookie settings through your browser.

10. Associate Professional Listeners

To deliver booked services, we may share limited information such as your name, contact details, booking information and preferred call time with the Associate Professional Listener assigned to your session.

Associate Professional Listeners are contractually required to handle personal data confidentially and in accordance with UK data protection legislation.

11. Workplace Change Support

Where an employer purchases Workplace Change Support services, Simply Listening remains responsible for protecting the confidentiality of individual callers.

We do not share the content of conversations with employers.

Employers may receive limited service information such as:

• Total number of sessions used
• General service utilisation information
• Aggregated or anonymised reporting

No information that identifies what an individual caller discussed will be disclosed unless required by law or where there is an immediate risk of serious harm.

Call recordings are not shared with employers.

Employers do not have access to recordings, transcripts, notes or the content of conversations between callers and Associate Professional Listeners.

Any information provided to employer clients will be limited to aggregated and anonymised service usage information unless disclosure is required by law.

12. Call Recording Data

Where call recording is enabled, we collect and store audio recordings of telephone and online sessions.

These recordings may contain personal information voluntarily disclosed during conversations, including information relating to an individual’s circumstances, wellbeing, employment concerns, relationships, feelings, experiences and other matters discussed during a session.

Recordings are collected solely for quality assurance, training, compliance monitoring, complaint handling, safeguarding, legal obligations and service improvement purposes.

13. Monitoring Service Quality

We may record and review calls for the purposes of:

• Monitoring service quality
• Ensuring Associate Professional Listener compliance
• Investigating complaints
• Safeguarding service users
• Protecting the rights, safety and welfare of callers and listeners
• Meeting legal and regulatory obligations

Our lawful basis for processing this information is our legitimate interests in operating a safe, secure and professionally managed service, together with any legal obligations that may apply.

14. Retention of Call Recordings

Call recordings are retained only for as long as reasonably necessary to fulfil the purposes for which they were collected.

Unless required for an ongoing complaint, safeguarding matter, legal claim or regulatory requirement, recordings will normally be deleted after 12 months.

Where a recording is required for an ongoing investigation or legal matter, it may be retained for longer until the matter has been concluded.

15. Subscription Data Processing

Where you subscribe to a recurring service, we process payment and subscription information to administer renewals, cancellations and ongoing service delivery.

16. Special Category Personal Data

Simply Listening does not actively request or seek special category personal data. However, during conversations, callers may voluntarily disclose information relating to their physical or mental health, emotional wellbeing, religious beliefs, trade union membership, sexual orientation, or other sensitive personal matters.

Where such information is disclosed, it is processed only to the extent necessary to provide the requested listening service, maintain service quality, investigate complaints, fulfil safeguarding responsibilities, comply with legal obligations, and protect the vital interests of individuals where appropriate.

Any special category personal data contained within call recordings or other service records will be treated as strictly confidential, protected by appropriate technical and organisational security measures, and accessible only to authorised personnel who require access for legitimate business purposes.

Simply Listening will never sell, rent, or use this information for marketing purposes.

17. Changes to This Policy

This Privacy Policy may be updated from time to time. The latest version will always be available at www.simplylistening.com.

18. Contact

For any questions or data access requests, please contact:

Jeff Lewis
Email: hi@simplylistening.com
Website: www.simplylistening.com