Last updated: February 24, 2026
Privacy Policy
By SATOYAMA COACHING
We’re honored that you’ve chosen to work with us. At Satoyama Coaching, your trust means everything, and protecting your privacy is a responsibility we take very seriously.
This Privacy Policy explains how we collect, use, and protect your personal information when you use our services.
Our goal is to create a safe and transparent experience while keeping you informed about your privacy rights and how the law protects you.
By using our services, you agree to this Privacy Policy.
WHO WE ARE
Satoyama Coaching
Papaverweg 34, 1032 KJ Amsterdam, Netherlands
Email: contact@satoyamacoaching.com
Phone: (+31) 638868869
Under GDPR (General Data Protection Regulation), Satoyama Coaching is the Data Controller, which means we are responsible for how your personal information is handled.
WHAT INFORMATION WE COLLECT
We collect different types of information depending on how you interact with us:
1. BASIC CONTACT INFORMATION
When you inquire about our services, book a consultation, or fill in a discovery form:
• Full name
• Email address
• Phone number
• Location (city, country)
• How you found us
2. WELLNESS AND NUTRITION INFORMATION (for nutrition services)
When you book orthomolecular nutrition consultations:
• Date of birth and age
• Food allergies and intolerances
• Current supplement use
• Dietary patterns and eating habits
• Energy levels, sleep quality, digestion
• General wellness concerns and symptoms
• Anthropometric data (height, weight, body composition if relevant)
3. IN-PERSON HEALTH ASSESSMENT DATA
If you choose in-person sessions location:
• Blood pressure measurements
• General auscultation findings (heart and lung)
• Arterial flexibility assessment results
• Nutritional analysis data
IMPORTANT: We do not collect or record medical histories, diagnoses, medications, or lab results. Any health-sensitive information shared verbally during sessions (such as medications for interaction checks) is not recorded or retained.
4. LIFE COACHING INFORMATION (for coaching services)
When you book life coaching programs:
• Personal values and goals
• Current life challenges and patterns
• Stress levels and coping strategies
• Work and relationship context
• Self-knowledge and direction questions
• Boundaries and energy management needs
5. PROGRAM AND SESSION INFORMATION
Throughout our work together:
• Session notes and observations
• Progress tracking
• WhatsApp or email support messages
• Supplement and meal plan recommendations
• Coaching frameworks and tools shared with you
6. WEBSITE USAGE INFORMATION
When you visit our website:
• IP address
• Browser type and version
• Device information
• Pages visited and time spent
• Referring website
7. PAYMENT INFORMATION
We do not store your complete payment details. Payment processing is handled securely by third-party payment processors (such as Stripe or your bank). We only retain:
• Payment confirmation records
• Invoice information
• Transaction dates and amounts
WHY WE NEED YOUR INFORMATION
We process your personal data for these specific purposes:
WHAT INFORMATION WE COLLECTFOR ALL CLIENTS:
• To communicate with you about appointments, programs, and services
• To provide personalized wellness and coaching support
• To deliver between-session support via WhatsApp or email
• To process payments and maintain financial records
• To improve our services
FOR NUTRITION CLIENTS:
• To create personalized meal plans based on your wellness needs
• To develop safe supplement protocols
• To verbally assess compatibility between medications and supplements during sessions (not recorded)
• To track your wellness progress and adjust recommendations
• To maintain session notes for continuity of care
FOR COACHING CLIENTS:
• To provide personalized life coaching and boundary work
• To track your progress toward personal goals
• To offer tailored strategies and tools
• To maintain session notes for continuity of care
FOR WEBSITE VISITORS:
• To ensure our website functions properly
• To improve user experience
• To understand which content is most helpful
HOW LONG WE KEEP YOUR INFORMATION
We retain different types of information for different periods:
WELLNESS, NUTRITION AND LIFE COACHING INFORMATION:
1 year. Notes and materials related to wellness, life coaching, nutritional guidance, supplement advice, mealplanning, personal development, boundaries coaching, and self-discovery are retained for 1 year after ourlast contact.
INQUIRY AND LEAD INFORMATION:
6 months. If you submitted an inquiry or discovery form but did not become a client, your contact information isdeleted after 6 months.
WEBSITE ANALYTICS:
26 months. Website usage data is automatically deleted after 26 months.
FINANCIAL RECORDS:
7 years. Invoices and payment records are retained for 7 years to comply with Dutch tax law (Belastingdienst). This is a legal obligation entirely separate from your wellness, coaching, or personal information. Invoices may include your name, contact details, and a description of the service purchased. They contain no health data, session notes, supplement protocols, or personal wellness information. All other personal data is deleted after 1 year as described above.
HOW WE PROTECT YOUR INFORMATION
We take security seriously and use multiple layers of protection:
DIGITAL SECURITY:
• All client data is stored in password-protected systems with two-factor authentication (2FA)
• Data transmission is encrypted using SSL/TLS (https)
• Regular encrypted backups stored in multiple secure locations
• Access limited to authorized personnel only
• No data is stored on unsecured devices
PHYSICAL SECURITY:
• In-person health assessment records stored in locked filing cabinets
• Office access restricted to authorized persons only
• Paper documents shredded when no longer needed
DATA PROCESSING SECURITY:
• Security agreements with all third-party processors
• Regular security audits and updates
• Immediate notification protocol for any data breaches
WHO WE SHARE YOUR INFORMATION WITH
We never sell your personal information.
We only share data when necessary to provide our services or comply with legal obligations.
THIRD-PARTY SERVICE PROVIDERS WE USE:
• NOTION (USA/Ireland) – Client database and session notes storage
• TALLY (Europe) – Intake forms and discovery forms
• SETMORE (USA) – Appointment scheduling
• WHATSAPP (META, USA/Ireland) – Between-session support messaging
• ZOOM / DOXY (USA) – Video consultations
• STRIPE (USA/Ireland) – Payment processing
• EMAIL PROVIDER – Client communications
• BANK – Payment processing
All these processors are GDPR-compliant and bound by data processing agreements to protect your information.
We may also share your information:
• With your written consent
• When required by law (court order, regulatory authority)
• To protect our rights or safety
INTERNATIONAL DATA TRANSFERS:
Some of our service providers (Notion, WhatsApp, Zoom, Stripe) are based in the USA. Data transfers to the USA are protected by:
• EU-US Data Privacy Framework
• Standard Contractual Clauses (SCCs)
• Strong security measures
We do not use automated decision-making, profiling, or AI to make decisions about you.
YOUR RIGHTS UNDER GDPR
As an EU resident, you have these rights:
RIGHT TO ACCESS: Request a copy of all personal data we hold about you.
RIGHT TO CORRECTION: Request correction of inaccurate or incomplete information.
RIGHT TO DELETION (“Right to be Forgotten”): Request deletion of your data at any time. We will process your request within 30 days.
RIGHT TO RESTRICTION: Request that we limit how we use your data.
RIGHT TO DATA PORTABILITY: Request your data in a machine-readable format to transfer to another provider.
RIGHT TO OBJECT: Object to processing of your data for specific purposes.
RIGHT TO WITHDRAW CONSENT: Withdraw consent at any time (though this doesn’t affect processing that already occurred).
HOW TO EXERCISE YOUR RIGHTS:
Email us at contact@satoyamacoaching.com
To verify your identity, we may ask for a copy of your ID with sensitive information redacted (photo, MRZ strip, document number, BSN/citizen service number).
We will respond within 4 weeks (1 month as required by GDPR).
COOKIES AND TRACKING
We use minimal cookies for technical functionality only:
ESSENTIAL COOKIES:
• Required for website to function
• Remember your preferences
• Maintain security during your visit
ANALYTICS COOKIES:
• Understand how visitors use our website
• Improve user experience
• No personally identifiable information collected
We do NOT use:
• Marketing or advertising cookies
• Social media tracking cookies
• Third-party tracking for profiling
You can disable cookies in your browser settings, though this may affect website functionality.
AGE RESTRICTION
Our services are intended for adults aged 18 and older. We do not knowingly collect information from anyone under 18.
If you believe we have collected data from a minor, please contact us immediately at contact@satoyamacoaching.com and we will delete it.
SESSION RECORDINGS
If sessions are recorded (with your consent):
• Recordings are stored securely and encrypted
• Used only for your benefit (review, reference)
• Deleted after program completion unless you request retention
• Never shared without your explicit permission
CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy to reflect changes in our practices or legal requirements. Any updates will be posted on our website with the date of the last revision.
We encourage you to review this Privacy Policy periodically.
Continued use of our services after changes have been posted indicates your acceptance of the updated Privacy Policy.
YOUR DATA SECURITY RESPONSIBILITIES
To help protect your information:
• Keep your login credentials confidential
• Use strong passwords for email and scheduling accounts
• Notify us immediately if you suspect unauthorized access
• Do not share sensitive health information via unsecured channels
FILING A COMPLAINT
If you believe we have not handled your data properly, you have the right to file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens):
Website: https://autoriteitpersoonsgegevens.nl
Contact: via their website contact form
Phone: (+31) 070 – 888 85 00
CONTACT US
For any questions, concerns, or requests regarding your privacy:
Email: contact@satoyamacoaching.com
Website: www.satoyamacoaching.com
Phone: (+31) 638868869
Address: Papaverweg 34, 1032 KJ Amsterdam, Netherlands
Business Hours: Monday, Tuesday, Thursday, Friday — 10:00 to 16:00
Thank you for trusting Satoyama Coaching
with your wellness and personal growth journey.
We’re committed to keeping your information safe
and handling it with the care and respect
it deserves.
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