Privacy Policy

I take your privacy seriously. This policy explains what information I collect when you work with me or visit my website, how I use it, and the rights you have over it. I've written it in plain English because you deserve to actually understand it.

Who I am: Dominique Flower Ribeiro, trading as Come Tribe With Me, an identity and emotional healing coaching practice based in the UK. I am the "data controller" for your information, which means I'm responsible for looking after it.

If you have any questions about this policy or your data, contact me at hello@cometribewithme.com.

What information I collect

When you enquire or book with me:

• Your name, email address, and phone number
• Anything you share in enquiry forms, discovery calls, or messages

When you become a client:

• Your signed coaching agreement
• Session notes and records of our work together
• Session recordings and AI-generated transcripts (see below)
• Payment records (I do not store your card details; payments are processed by Stripe)
• Emails, texts, or messages between us

When you visit my website:

• Basic analytics such as pages visited and general location
• Any details you submit through contact or booking forms

I only ever collect what I need to support our work together. Because of the nature of coaching, our sessions may include sensitive topics such as your emotional wellbeing, relationships, and family history. This is treated with the highest level of care and confidentiality.

Session recordings and AI notetaking

I use an AI-assisted notetaking tool, Fathom, to record and transcribe our sessions. This allows me to be fully present with you during our conversations instead of writing notes.

• Recordings and transcripts are used only to support our coaching work together
• They are stored securely and are never shared with anyone else
• Fathom acts as a data processor on my behalf. You can read their privacy policy here
• Recordings are deleted after 90 days; my written session notes are kept for the retention period below
• You can opt out of recording at any time. Just let me know before a session and I'll take written notes instead

You'll also be asked to consent to recording in your coaching agreement before we begin working together.

How I use your information

I use your information to:

• Provide coaching sessions and support between sessions
• Keep accurate records of our work together
• Manage bookings, payments, and our agreement
• Respond to enquiries and messages
• Meet my legal and insurance obligations

Legal bases under UK GDPR: I process your information on the basis of contract (to deliver our coaching agreement), consent (for session recordings and any sensitive information you share with me), and legitimate interests (keeping records for insurance and professional purposes). Where I keep records to meet legal requirements, the basis is legal obligation.

I will never sell your information, and I will never use what you share in sessions for marketing or content without your explicit written permission.

Confidentiality

Everything you share with me is confidential, with two exceptions:

• Where I'm required to disclose by law
• Where I believe you or someone else is at serious risk of harm

If either of these ever applied, I would always aim to speak with you first wherever possible.

How long I keep your information

• I keep session notes, our coaching agreement, and correspondence securely for 6 years after our work together ends, in line with insurance and legal requirements. After that, they are deleted.
• Session recordings are deleted sooner, after 90 days, with only the written notes retained.
• Enquiries that don't lead to coaching are deleted after 90 days.

Who I share your information with

I never share what you tell me in sessions. The only third parties who process any of your data are the tools I use to run my practice:

• Fathom for session recording and transcription
• Google Calendar & Calendly for bookings
• Stripe for payments
• Gmail for correspondence

Each of these companies is contractually required to protect your data. Where any of these tools store data outside the UK, they do so under approved safeguards such as the UK International Data Transfer Agreement or UK adequacy decisions.

Your rights

Under UK GDPR, you have the right to:

• Access a copy of the information I hold about you
• Correct anything that's inaccurate
• Request deletion of your information (subject to the legal retention requirements above)
• Withdraw consent at any time, including for session recordings
• Object to or restrict how I process your data
• Data portability, meaning you can ask for your data in a usable format

To exercise any of these rights, just email me at hello@cometribewithme.com. I'll respond within one month.

If you're ever unhappy with how I've handled your data, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113. I'd always appreciate the chance to resolve things with you directly first.

Cookies and website analytics

My website uses only essential cookies. You can control cookies through your browser settings.

Changes to this policy

I may update this policy from time to time. The latest version will always be on this page, with the date at the top.

Questions?

Email me at hello@cometribewithme.com. I'm happy to explain anything in this policy in plain terms.