Privacy policy.

That Grief Guy (Jim Wilkinson)

Last updated: December2025

That Grief Guy (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy.

This Privacy Policy explains how we collect, use, store, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any questions, you can contact us at:

Email: jim@jimwilkinson.me

Website: www.thatgriefguy.org

Trading Name: That Grief Guy

ICO Registration: [Add number if applicable]

1. 

What personal data we collect

We collect and process different types of data depending on how you interact with us, including:

1.1 Information you provide directly

  • Name

  • Email address

  • Phone number

  • Postal address (if relevant)

  • Payment details (processed securely by third-party providers; we do not store full card details)

  • Information submitted through contact or enquiry forms

  • Information shared during coaching sessions, workshops, or training

  • Information submitted through eulogy forms

  • Client notes and communications

1.2 Sensitive personal data (special category data)

As a grief coaching service, clients may share sensitive information such as:

  • Mental health information

  • Religious beliefs

  • Ethnic background

  • Information about a deceased person

  • Emotional wellbeing and personal experiences

We only process this information with your explicit consent and solely for the purpose of providing our services.

1.3 Automatically collected data

When you visit our website, we may collect:

  • IP address

  • Browser type

  • Device information

  • Cookies and usage data

  • Interaction with pages and links

This helps us improve website performance and user experience.

2. 

How we collect your data

We collect data in the following ways:

  • Through website forms (contact forms, enquiry forms, eulogy forms, course sign-ups)

  • Through booking systems, email communications, or messaging

  • Through payment processors (Squarespace, Stripe, PayPal, etc.)

  • Through cookies and analytics tools (Google Analytics, Squarespace Analytics)

  • During coaching sessions (notes taken with your consent)

3. 

Why we process your data (Legal basis)

We process your data under one or more of the following lawful bases under UK GDPR:

3.1 Contractual necessity

To provide the services you have purchased or requested, including:

  • Coaching sessions

  • Eulogy writing

  • Training bookings

  • Course access

3.2 Consent

For:

  • Receiving newsletters or marketing emails

  • Processing sensitive information shared during coaching

  • Storing optional personal information

You may withdraw consent at any time.

3.3 Legitimate interests

Such as:

  • Improving our services

  • Responding to enquiries

  • Maintaining website functionality

  • Preventing fraud

3.4 Legal obligation

We may need to retain certain records for tax, accounting, or safeguarding purposes.

4. 

How we use your data

We may use your data to:

  • Provide grief coaching, eulogy writing, and training services

  • Respond to enquiries and manage client relationships

  • Deliver digital courses and membership content

  • Personalise and improve your website experience

  • Maintain internal client records

  • Take payment and manage subscriptions

  • Send important service updates

  • With your explicit consent: send newsletters or marketing communications

We do not sell your data or use automated decision-making.

5. 

How we store and protect your data

We take your privacy and confidentiality extremely seriously.

5.1 Storage

Your personal data may be stored using:

  • Secure email services

  • Google Workspace / Google Drive (encrypted in transit and at rest)

  • Squarespace’s secure CRM and hosting systems

  • Payment processors (Stripe, PayPal, etc.)

  • Local encrypted devices used for client notes

5.2 Data retention

We keep your data only as long as necessary:

  • Coaching records: up to 7 years

  • Financial records: 6 years (legal requirement)

  • Eulogy information: up to 12 months

  • Course access information: as long as you hold an account

  • Marketing information: until you unsubscribe

5.3 Security measures

  • Encrypted storage solutions

  • Secure password and access management

  • Limited access to client data

  • Confidentiality practices during coaching

  • Regular review of data protection procedures

6. 

Sharing your data

We only share your information with trusted third parties when necessary, including:

  • Website provider (Squarespace)

  • Payment processors (Stripe, PayPal)

  • Analytics services (Google Analytics)

  • Email and communication tools (Gmail, Mailchimp, Squarespace Email Campaigns)

  • OpenAI (Eulogy draft writing)

These providers comply with UK GDPR and are required to protect your information.

We do not share your information with other clients, employers, or external agencies except when:

  • Required by law

  • Required for safeguarding purposes

  • You give explicit consent

7. 

International data transfers

Some third-party services store data outside the UK (e.g., USA).

Where this happens, they use safeguards such as:

  • UK GDPR-compliant Standard Contractual Clauses

  • Privacy Shield successor frameworks

  • Independent security certifications

This ensures your data remains protected.

8. 

Your rights under UK GDPR

You have the right to:

  • Access your personal data

  • Correct inaccurate or incomplete data

  • Request deletion (“right to be forgotten”)

  • Withdraw consent at any time

  • Restrict processing of your data

  • Object to certain types of processing

  • Request transfer of your data to another provider

To exercise these rights, email: jim@jimwilkinson.me

9. 

Cookies

Our website uses cookies for:

  • Functionality

  • Analytics

  • Performance

  • Improving user experience

You can control or disable cookies in your browser settings.

See our Cookie Policy for more detail (or I can write one for you).

10. 

Children’s privacy

Our services are primarily for adults.

We do not knowingly collect data from children under 16 without parental consent.

11. 

Links to other websites

Our website may contain links to external sites.

We are not responsible for their privacy practices and encourage you to review their policies.

12. 

Changes to this policy

We may update this policy periodically to reflect legal or operational changes.

The updated version will always be posted on this page with a new “Last Updated” date.

13. 

Contact details

For questions, concerns, or data requests, you can contact:

Jim Wilkinson (Data Controller)

Email: jim@jimwilkinson.me

Website: www.thatgriefguy.org

You also have the right to lodge a complaint with the UK’s regulator:

The Information Commissioner’s Office (ICO)

www.ico.org.uk