Protea Roots Privacy Policy
Last updated: 12 October 2026
At Protea Roots, privacy, trust and respectful handling of personal information are an important part of creating a safe coaching environment.
This Privacy Policy explains how Protea Roots collects, uses, stores and protects personal information in accordance with the General Data Protection Regulation (GDPR / AVG) and applicable Dutch privacy legislation.
1. Who is responsible for your personal data?
Protea Roots is responsible for the processing of personal data described in this Privacy Policy.
Business name: Protea Roots
Owner: Rizel van Rooyen
Location: Utrecht, the Netherlands
Email: info@protearoots.com
Website: www.protearoots.com
KVK number: 42153747
For privacy-related questions or requests, you can contact Protea Roots using the email address above.
2. What information may be collected?
Protea Roots only collects information that is reasonably necessary to provide coaching services, communicate with clients and operate the practice.
This may include your name, email address, telephone number, appointment information, billing and payment information, correspondence with Protea Roots and basic administrative information relating to your coaching sessions.
During coaching, you may choose to share information about your personal circumstances, goals, relationships, work, family, relocation experiences or other aspects of your life.
Protea Roots aims to keep coaching notes brief and proportionate. Notes will normally focus on matters such as agreed goals, themes discussed, actions agreed and progress relevant to the coaching process rather than creating detailed accounts of everything discussed.
3. Sensitive personal information
Coaching conversations can sometimes include information that is particularly private.
Information concerning a person's health is regarded as special-category personal data under the GDPR and receives additional protection.
Protea Roots is a coaching practice and not a medical or psychological treatment provider. I therefore do not routinely request medical records, diagnoses or detailed health information.
If you voluntarily share sensitive information during a coaching session, it will be treated with care and confidentiality. Sensitive information will only be recorded where there is a genuine reason to do so and where processing is permitted under applicable privacy law.
Where explicit consent is required for the processing of particular sensitive personal information, this will be requested separately.
4. Why does Protea Roots process personal data?
Personal information may be processed in order to communicate with prospective and existing clients, arrange and provide coaching sessions, understand the client's coaching goals, maintain appropriate brief coaching records, administer bookings and cancellations, issue invoices and process payments, respond to enquiries or complaints, comply with legal and tax obligations and protect the legitimate interests of Protea Roots where appropriate.
Information will not be used for purposes that are incompatible with the reason it was originally collected.
5. Legal basis for processing
Depending on the information and circumstances, Protea Roots may process personal data because it is necessary to take steps at your request before entering into an agreement or to perform the coaching agreement with you.
Certain information may also be processed because Protea Roots has a legal obligation to retain it, for example information required for financial or tax administration.
In limited circumstances, processing may be based on a legitimate business interest, provided that this does not unfairly interfere with your privacy rights.
Where consent is the appropriate legal basis, you may withdraw your consent at any time. Withdrawal does not affect processing that lawfully occurred before consent was withdrawn.
6. Coaching confidentiality
What you discuss during coaching is treated as confidential.
Protea Roots will not ordinarily disclose the content of coaching conversations to family members, employers or other third parties without your permission.
However, confidentiality cannot be guaranteed without exception. Information may need to be disclosed where there is a legal obligation to do so or where another lawful basis for disclosure applies.
Where appropriate and legally possible, I will aim to discuss such a situation with you before information is shared.
Coaching confidentiality should not be confused with the statutory professional secrecy that applies to certain regulated healthcare professions.
7. Online services: Zoom
Protea Roots uses digital services to communicate with clients, facilitate online coaching sessions and manage the practice.
Online coaching sessions – Zoom
All online coaching sessions at Protea Roots are conducted exclusively through Zoom. Microsoft Teams, Google Meet and other video-conferencing platforms are not used for coaching sessions.
When a Zoom meeting is scheduled or attended, your name, email address, meeting details and certain technical connection information may be processed through Zoom's systems in accordance with its applicable privacy and data-protection arrangements.
Communication and practice administration
Protea Roots may also use Microsoft and Google services, including Google Workspace services such as Gmail, Google Calendar, Google Drive and related business tools, for purposes such as email communication, scheduling, secure document storage and general practice administration.
These services are used for communication and administrative purposes and are not used to conduct online coaching sessions.
Google Workspace provides contractual data-protection arrangements for business customers, including its Cloud Data Processing Addendum, which addresses Google's obligations when processing customer data on behalf of an organisation.
The relevant service providers may process personal information in accordance with their applicable privacy policies, contractual arrangements and data-protection obligations.
Session privacy, recording and transcription
Protea Roots is committed to providing a private, confidential and respectful coaching environment.
Protea Roots does not record coaching sessions. Sessions conducted through Zoom are not audio-recorded, video-recorded or livestreamed by Protea Roots.
Protea Roots does not use transcription services, AI meeting assistants, meeting bots or automated tools to record, transcribe or generate automated summaries of coaching conversations.
Clients are expected to respect the coach's privacy and confidentiality. Clients must not record, film, transcribe, livestream or otherwise capture coaching sessions using Zoom, external devices, software applications or third-party services without the coach's prior written consent.
The use of automated transcription services, AI meeting assistants or similar tools by clients is not permitted without prior written consent.
If recording or transcription were ever considered necessary for a specific purpose, the reason would be explained beforehand. Any exception would require the prior explicit agreement of both the client and the coach, and recording or transcription would only take place once the appropriate consent and data-protection requirements had been satisfied.
Confidential communication and data protection
Protea Roots takes reasonable steps to protect personal information shared through its digital services, including appropriate account security, access controls and the use of suitable service providers.
Clients should avoid sharing sensitive personal information through ordinary email where this is not necessary. Where possible, personal information will be handled through the most appropriate available communication or practice-management system.
Both Protea Roots and its clients are expected to respect each other's privacy and maintain the confidentiality of information shared during coaching sessions, subject to applicable legal obligations and exceptions.
8. Service providers and practice-management systems
Protea Roots uses selected third-party service providers to operate the practice efficiently and securely. These providers may process personal information where this is necessary to provide their respective services.
These may include:
Mollie — payment processing
Mollie is used to process payments for Protea Roots services. Mollie may process information necessary to complete and administer a transaction, including payment details, transaction information and identifying information.
Protea Roots does not normally receive or store full card or banking credentials where these are processed directly by Mollie.
Odoo — website, administration and practice management
Protea Roots may use Odoo for business and practice-management functions. Depending on the services enabled, this may include the Protea Roots website, contact forms, client enquiries, customer relationship management (CRM), appointment or service administration, invoicing, communications and other internal business processes.
Information entered into or processed through these services may therefore be stored and processed within the Odoo environment.
Odoo SA provides cloud-based business services and states that personal and business information processed through its services is handled in accordance with its Privacy Policy. Odoo also publishes contractual and operational terms governing its services, including its Enterprise Subscription Agreement, General Terms of Sale, Cloud Service Level Agreement and Acceptable Use Policy, where applicable.
Where Protea Roots uses Odoo to host its website, the website may also use cookies necessary for functions such as maintaining user sessions and providing requested website services. Odoo provides functionality for managing a cookie banner and blocking certain third-party tracking services until optional cookies are accepted.
Zoom — online coaching
Zoom is the exclusive platform used for online coaching sessions and associated meeting invitations. Zoom may process personal information necessary to schedule and facilitate these sessions, including names, email addresses, meeting details and technical connection data.
Protea Roots does not sell client personal information to advertisers, marketing companies or data brokers.
9. International processing
Some technology providers may process or store information outside the Netherlands or the European Economic Area.
Where personal data is transferred internationally, Protea Roots will use providers that offer an appropriate legal mechanism for such transfers in accordance with GDPR requirements.
10. How long is information kept?
Personal information is not kept for longer than reasonably necessary for the purpose for which it was collected, unless a longer retention period is required by law.
Administrative and financial information will be retained for the period required under applicable Dutch tax and accounting rules.
Enquiries from people who do not become clients will normally be deleted after they are no longer reasonably required.
Client coaching records will be kept only for an appropriate and proportionate period following the end of the coaching relationship and will then be securely deleted or anonymised.
Protea Roots coaching-record retention period: 2 years.
11. Security
Protea Roots takes reasonable technical and organisational measures to protect personal information against accidental loss, unauthorised access, alteration, disclosure or misuse.
Access to client information is limited to people who genuinely need access for the operation of the practice.
No electronic system can provide an absolute guarantee of security, but reasonable precautions will be taken in proportion to the nature of the information being processed.
12. Data breaches
If Protea Roots becomes aware of a personal-data breach, the incident will be assessed and documented.
Where the GDPR requires it, a breach will be reported to the Dutch Autoriteit Persoonsgegevens, and affected individuals will be informed when legally necessary.
13. Your privacy rights
Under the GDPR, you may have the right to request access to the personal information held about you, request correction of inaccurate information, request deletion in certain circumstances, request restriction of processing, object to certain processing, request transfer of your data where applicable and withdraw consent where processing is based on consent. The Dutch Data Protection Authority emphasises that organisations need processes that allow people to exercise these privacy rights effectively.
To exercise a privacy right, contact info@protearoots.com
Protea Roots may ask for sufficient information to verify your identity before acting on a request.
14. Email and contact forms
If you contact Protea Roots by email or through the website, the information you provide will be used to respond to your enquiry and, where relevant, arrange services.
Please avoid sending highly sensitive medical or personal information through an ordinary website contact form unless it is genuinely necessary.
15. Website cookies
The Protea Roots website may use cookies that are necessary for the website to function.
If analytics, marketing, advertising or other non-essential cookies are introduced, the website's cookie information and consent mechanism will be adapted where required.
This Privacy Policy should therefore be reviewed whenever new website analytics, booking or marketing tools are introduced.
16. Marketing communication
Protea Roots will not automatically add coaching clients to promotional mailing lists simply because they have booked a session.
Where consent is required for direct marketing, marketing messages will only be sent after the appropriate permission has been obtained.
You can unsubscribe from marketing communication at any time.
17. Adult coaching
Protea Roots currently provides individual coaching services to adults.
The practice does not intentionally collect information from children through its coaching services. If services for minors are introduced in the future, the privacy arrangements will be reviewed before those services are offered.
18. Complaints about privacy
If you have a concern about how your personal information has been handled, I encourage you to contact Protea Roots first so that the concern can be addressed.
You also have the right to lodge a complaint with the Dutch supervisory authority:
Autoriteit Persoonsgegevens
Information about privacy rights and complaints is available through the Autoriteit Persoonsgegevens.
19. Changes to this Privacy Policy
This Privacy Policy may be updated when the services, technology, legal requirements or working methods of Protea Roots change.