Last updated: 5 October 2026

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Who I am

I'm Dr Matt Jacobs, a coach, facilitator and speaker based in Bristol. I work through my company, Wide Open Voices Ltd, which trades as Dr Matt Jacobs. Wide Open Voices Ltd decides how your personal information is used, which makes it the "data controller" under UK data protection law. It is registered in England and Wales, company number 08436288, with its registered office at 15 Elmgrove Road, Redland, Bristol BS6 6AH. It is registered with the Information Commissioner's Office (ICO), registration number ZB860485.

If you have a question about this notice or about your information, email me at matt@drmattjacobs.com.

What I collect, and when

When you book a call: your name and email address, how you heard about me, and anything you choose to tell me before we talk.

When you ask for my free guide: your name and email address.

When you send an enquiry: your name, email address, job title and organisation if you give them, and your message.

When you sign up at a talk or are referred by someone: your name and email address, and the name of the talk or the person who referred you.

When we work together: the information needed to deliver and invoice the work, and my notes from our sessions. I explain this in more detail in the agreement we make at the start.

When you visit this website: if you accept analytics cookies, information about the pages you view. See "Cookies" below.

Why I use it, and the legal basis

To arrange and hold a call you have booked, and to reply to your enquiry. Legal basis: steps you have asked me to take before we enter into a contract.

To deliver coaching, facilitation, talks and consultancy. Legal basis: contract.

To send you the free guide, articles and news about talks and coaching. Legal basis: your consent, which you can withdraw at any time.

To keep a record of professional contacts and get in touch about work that may be relevant to them. Legal basis: legitimate interests in running and developing my practice.

To keep session notes as a professional record. Legal basis: legitimate interests in professional record-keeping.

To keep invoices and financial records. Legal basis: legal obligation (tax law).

Sensitive information and confidentiality

Coaching conversations sometimes touch on health or other sensitive matters. I only record information of that kind with your explicit consent, which I ask for at the start of our work together. What you tell me in coaching is confidential. The few limits to that, such as a serious risk of harm or a legal requirement, are explained in our coaching agreement.

Please don't include sensitive information in the booking or enquiry forms.

Who I share it with

I don't sell your information or pass it to anyone for their own marketing. I use the following services to run my practice, and they process information on my behalf:

HubSpot: contact records, forms, booking calls and email
Google Workspace: email, calendar and document storage

Google Analytics: website usage statistics
Wix: this website
Zoom and Microsoft Teams: video calls
QuickBooks: invoicing and accounts
Canva: design
Anthropic (Claude): an AI assistant I use for administration and drafting. I don't put the content of coaching sessions into AI tools in a form that identifies you.

Consentik: the cookie consent banner on this website

Some of these companies store information outside the UK. Where they do, the transfer is covered by a UK adequacy decision or by standard contractual clauses approved for use under UK law.

How long I keep it

Enquiries and contact records where we haven't worked together: two years from our last meaningful contact, then reviewed.

Consent to receive emails: until you withdraw it, or three years, whichever comes first.

Coaching records and session notes: seven years from the end of our work together.

Recordings of sessions, where you have agreed to one: as we agree, and otherwise 30 days.

Invoices and financial records: six years from the end of the financial year.

Your rights

You can ask me to:

give you a copy of the information I hold about you;
correct anything that is wrong;
delete your information, where I have no legal reason to keep it;
limit how I use it, or stop using it where I rely on legitimate interests;
send your information to you or to someone else in a commonly used format.

You can also withdraw consent to emails at any time, using the unsubscribe link in any email or by writing to me. To use any of these rights, email matt@drmattjacobs.com. I'll reply within one calendar month.

If you're unhappy with how I've handled your information, please tell me first so I can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.

Cookies

This website uses two kinds of cookies. Essential cookies make the site work and keep it secure; they are always on. Analytics cookies, set by Wix, Google Analytics and HubSpot, help me understand how the site is used, for example which pages are visited. Analytics cookies are only set if you accept them in the cookie banner. You can change your choice at any time by clearing this site's cookies in your browser. The banner will then ask you again on your next visit.

The emails I send through HubSpot record whether they are opened and which links are clicked, so that I can see what people find useful.

Changes to this notice

I'll update this page if the way I use personal information changes. The date at the top shows when it was last updated.