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Privacy Policy

Version 1.0 · Last updated 14 July 2026 · Company number 16927765

Insider Match Limited respects your privacy and is committed to handling personal data fairly, lawfully and transparently.

This Privacy Policy explains how we collect, use, share, store and protect personal data when you visit our website, apply to become a coach, book or receive coaching, communicate with us, or otherwise use our services.

1. Who we are

Insider Match Limited is the controller of the personal data described in this Privacy Policy.

Company name: Insider Match Limited

Company number: 16927765

Registered in: England and Wales

Registered office: recorded on the Companies House public register

Insider Match is an online service and does not operate a customer facing office or receive general correspondence by post. Please use email for all enquiries, requests and notices.

Email: contact@insider-match.com

2. Who this policy applies to

This policy applies to:

  • Visitors to the Insider Match website
  • Candidates who enquire about, book or receive coaching
  • People who request help choosing a coach
  • People who submit reviews, complaints or support requests
  • Coach applicants
  • Approved and former coaches
  • People who communicate with us by email, forms or other approved channels

This policy does not apply to websites, tools or services operated independently by third parties. Their own privacy notices apply when you use them.

3. The personal data we collect

We collect only the information that we reasonably need to operate Insider Match, provide coaching services, verify coaches, process payments, maintain quality, comply with law and protect our users and business.

3.1 Website visitors

Our website is currently a straightforward HTML website and does not intentionally use advertising, behavioural tracking or non essential analytics cookies.

Our hosting and security providers may still process limited technical information needed to deliver and protect the website, such as:

  • Internet Protocol address
  • Browser type and version
  • Device type and operating system
  • The page requested, date and time of access, and referring page where available
  • Technical, diagnostic, fraud prevention and security information

3.2 Candidates

We may collect:

  • Name
  • Email address
  • Time zone and general location
  • Booking reference, booked service, coach alias, session date and session time
  • Target employer, target role and application stage
  • Career history, education and professional experience
  • CV, job description and other documents you choose to submit
  • Goals, concerns and preparation form answers
  • Session attendance and completion records
  • Written feedback, deliverables and scorecards
  • Reviews, ratings and testimonial permissions
  • Complaint, refund, rescheduling and dispute information
  • Communications with Insider Match

We do not require candidates to create a website account during the initial service launch.

3.3 Coach applicants and coaches

We may collect:

  • Legal name and contact details
  • LinkedIn profile or other professional profile information
  • Current employer, role, department, level and location
  • Career history, qualifications and relevant experience
  • Coach application answers
  • Services offered, candidate fit, coaching strengths and availability
  • Public coach alias and approved profile wording
  • Verification information and evidence
  • Bank or payment details required to make payouts
  • Tax, contractor and invoicing information where required
  • Booking, delivery, cancellation, quality and payout records
  • Coach feedback, warnings, complaints and investigation records
  • Written approval of public profile information

A coach profile may display an alias, current firm, current role, broad department or team, professional level, approved profile wording, services and prices. We do not publish a coach's legal name, personal contact details, LinkedIn profile, photograph or verification evidence unless the coach gives separate permission.

3.4 Payments

Payments are processed through third party payment providers such as Stripe.

We may receive:

  • Payment status
  • Amount paid
  • Currency
  • Transaction date and time
  • Refund and chargeback information
  • Limited billing information

We do not receive or store full payment card details.

3.5 Communications

When you contact us, we may collect your contact details, the contents of your message, attachments and our response.

3.6 Reviews and testimonials

If you submit a review, we may collect your rating, written comments and booking details so that we can verify that the review relates to a completed session.

We will not publish your name, employer, photograph or other identifying information as part of a testimonial without separate permission.

4. Optional Gemini assisted meeting notes

Insider Match may offer the optional use of Take notes with Gemini during a Google Meet coaching session.

This feature uses artificial intelligence to process spoken content and generate a written summary of the meeting in a Google document. It is not intended to create a transcript or an audio or video recording. Insider Match does not intentionally create or retain an audio or video recording when this feature alone is used.

4.1 The feature is optional

Gemini assisted notes are not required to receive coaching.

The feature will not be activated unless the candidate and coach have both agreed.

We may ask about your preference before the session, but we will ask again immediately before activating the feature. The person starting the feature must wait for a clear affirmative response from both participants.

You may refuse without losing access to the session, receiving a lower standard of service or paying a different price.

Either participant may ask for the feature to be stopped at any time.

4.2 What is processed

When the feature is active, Google processes spoken content from the meeting to generate an AI produced summary, discussion points and suggested next steps.

The notes may contain:

  • Information you choose to discuss about your career and applications
  • Information from your CV or job description that is discussed during the session
  • Questions, feedback and suggested actions
  • The names or display names shown in the meeting

The notes are not guaranteed to be word for word and may be incomplete, inaccurate or attribute a statement to the wrong person.

4.3 Why we may use it

Where both participants consent, we may use Gemini assisted notes to:

  • Help the coach prepare an accurate written follow up
  • Reduce the need for the coach to take extensive manual notes during the session
  • Help confirm agreed actions and practice priorities
  • Support investigation of a complaint, refund request or service delivery issue where necessary

We do not use Gemini assisted notes to make hiring decisions, represent an employer, influence recruitment, or make a decision that has a legal or similarly significant effect on you.

We do not use candidate session content or Gemini assisted notes to train Insider Match artificial intelligence models.

4.4 Lawful basis and consent

Our lawful basis for optional Gemini assisted meeting notes is consent.

Consent is requested separately from acceptance of this Privacy Policy or the Candidate Terms.

You may withdraw consent before the feature starts or ask for it to be stopped during the session.

Stopping the feature does not automatically erase notes that have already been generated. You may request deletion by contacting us, subject to any information that must be retained for an unresolved complaint, legal claim or legal obligation.

4.5 Sensitive information

Career discussions may sometimes reveal information about health, disability, racial or ethnic origin, religion, sexual orientation, trade union membership or other sensitive matters.

Please avoid sharing sensitive personal data, confidential employer information or another person's personal data unless it is genuinely necessary for the coaching session.

If we expect the session to involve special category personal data and Gemini assisted notes are proposed, we will seek separate explicit consent where required. We may decide not to activate the feature, or to stop it, where using it would be unnecessary or disproportionate.

4.6 Access and sharing

Gemini assisted notes are generated within the Insider Match Google Workspace environment.

Access is restricted to the meeting organiser and any authorised Insider Match personnel or assigned coach who reasonably need the notes to deliver the service, prepare the follow up or investigate an issue.

Insider Match will use the available Google Workspace sharing controls to restrict the notes to authorised people. Google may attach the notes to the Calendar event or send a link to the meeting organiser and the person who started note taking, so access and sharing settings must be checked as part of the session setup.

Candidates normally receive the service specific, human reviewed follow up rather than the raw Gemini document.

Google may display an in meeting notice or consent screen when note taking is activated. That platform notice supports, but does not replace, Insider Match's consent process.

4.7 Accuracy and human review

Gemini assisted notes may contain errors.

A coach or authorised Insider Match reviewer must check any candidate facing feedback or deliverable before it is sent. Candidates should not rely on raw AI generated notes as a complete or definitive record of the session.

4.8 Retention of Gemini notes

Raw Gemini assisted notes are normally deleted within 30 days after the session.

We may retain them for longer where reasonably necessary to resolve an active complaint, refund, chargeback, safeguarding concern or legal claim.

A final human reviewed deliverable may be retained for the normal candidate record period described in section 10.

4.9 Google Workspace data use

Insider Match uses a managed Google Workspace account for this feature.

Google states that it does not use an organisation's Workspace data to train or improve the generative artificial intelligence models that power Gemini outside Workspace without the organisation's permission. Insider Match does not give permission for candidate coaching content to be used for that purpose.

Google may process service, security and account information in accordance with its contractual terms and privacy documentation.

5. How we collect personal data

We may collect personal data:

  • Directly from you through bookings, forms, applications, emails and sessions
  • From payment, scheduling and form providers when you use their services
  • From coaches and candidates where needed to deliver or review a session
  • From publicly available professional sources, such as a LinkedIn profile supplied by a coach applicant
  • Automatically through website hosting logs, security systems and strictly necessary technologies where used
  • From professional advisers, authorities or fraud prevention sources where necessary and lawful

6. How we use personal data and our lawful bases

We may use personal data for the following purposes.

6.1 Providing the service

We use candidate and coach information to:

  • Process bookings and payments
  • Arrange sessions and send essential communications
  • Share relevant preparation information with the booked coach
  • Deliver coaching and written follow up
  • Process cancellations, rescheduling and refunds
  • Make coach payouts

Our lawful basis is normally performance of a contract or taking steps at your request before entering into a contract.

6.2 Coach application, verification and profile management

We use coach information to:

  • Review applications
  • Assess relevant experience and suitability
  • Verify identity, current employment, broad department and professional level
  • Create and manage an approved public profile
  • Re-verify coaches and pause profiles where verification becomes overdue
  • Maintain quality and investigate concerns

Our lawful bases are performance of a contract, taking steps before entering into a contract and our legitimate interests in operating a credible and safe marketplace.

Where we rely on legitimate interests, we consider the necessity of the processing and balance our interests against the rights and freedoms of the person concerned.

6.3 Service quality, safety and disputes

We may use booking records, communications, deliverables, reviews and relevant session information to:

  • Check whether a service was delivered
  • Investigate complaints, refunds and chargebacks
  • Prevent fraud, harassment and misuse
  • Enforce our terms
  • Protect candidates, coaches and Insider Match

Our lawful bases are our legitimate interests, performance of a contract and, where applicable, establishing, exercising or defending legal claims.

6.4 Legal, tax and accounting obligations

We process payment, payout, invoice, refund, contractor and transaction information to comply with legal, tax, reporting and accounting obligations.

Our lawful basis is compliance with a legal obligation.

6.5 Service improvement and operational analysis

We may use limited booking, service, feedback and basic website or security log information to understand how Insider Match is used, improve the candidate journey, maintain service quality and plan the business.

We do not currently use third party behavioural analytics or advertising tracking on the Insider Match website.

Our lawful basis is our legitimate interests.

Where possible, we use aggregated or deidentified information.

6.6 Marketing

We may send marketing communications where you have consented or where another lawful basis allows us to do so.

You can unsubscribe at any time. Unsubscribing from marketing does not stop essential booking, payment, session, legal or service communications.

6.7 Consent based processing

We rely on consent for activities such as:

  • Optional Gemini assisted meeting notes
  • Publishing an identifiable testimonial
  • Some marketing communications

You may withdraw consent at any time. Withdrawal does not affect processing that was lawful before the withdrawal.

7. Information shared between candidates and coaches

To deliver a session, Insider Match may share relevant candidate information with the booked coach, including:

  • First name
  • Target employer and role
  • Application or interview stage
  • Session goals and concerns
  • Preparation form responses
  • CV, job description or other documents submitted for the session
  • Session date, time and meeting link

We aim to limit information to what the coach reasonably needs.

Calendar invitations, meeting links and meeting display names may reveal a candidate's name or email address. Candidates should not be described as anonymous.

A coach receives candidate information only to prepare for, deliver and reasonably follow up on the booked session. Coaches must not use it for unrelated purposes or contact candidates outside the approved service process.

Candidates see only the public coach profile and information needed to receive the service. We do not provide a coach's legal identity or private contact details to candidates except where necessary, lawful and authorised.

8. Who we share personal data with

We may share personal data with:

8.1 Service providers

These may include providers of:

  • Website hosting and security
  • Scheduling and calendar services
  • Payment processing
  • Forms and document collection
  • Email and communications
  • Workflow automation
  • Cloud storage and productivity tools
  • Customer support and record management

Current providers may include Google Workspace, Google Meet, Cal.com, Stripe, Tally, Make, Airtable and Cloudflare.

Providers may change as our systems develop. We require providers to handle personal data only for authorised purposes and under appropriate contractual protections where required.

8.2 Candidates and coaches

We share information between a candidate and the assigned coach only where necessary to deliver the service, as described in section 7.

8.3 Professional advisers

We may share information with accountants, lawyers, insurers, auditors and other professional advisers where reasonably necessary.

8.4 Authorities and legal recipients

We may disclose information where required by law, court order or a competent authority, or where reasonably necessary to protect legal rights, safety or prevent fraud.

8.5 Business transfers

If Insider Match is involved in a merger, acquisition, investment, restructuring or sale of assets, personal data may be disclosed to relevant advisers and potential or actual buyers, subject to appropriate confidentiality and legal safeguards.

We do not sell personal data to advertisers or data brokers.

9. International transfers

Some service providers may store or process information outside the United Kingdom.

Where UK data protection law requires safeguards, we use an applicable adequacy regulation, the United Kingdom International Data Transfer Agreement, the United Kingdom Addendum to the European Union Standard Contractual Clauses, or another permitted safeguard.

You may contact us for more information about the safeguards used for a particular transfer.

10. How long we keep personal data

We keep personal data only for as long as reasonably necessary for the purposes for which it was collected, including legal, accounting, quality and dispute requirements.

Our normal retention periods are:

  • Candidate CVs, job descriptions, preparation forms and final deliverables: 12 months after the candidate's last session
  • Raw Gemini assisted meeting notes: 30 days after the session, unless needed for an active issue
  • Booking and general service administration records: 24 months after the last session
  • Payment, refund, payout, invoice, tax and accounting records: normally 6 years after the end of the relevant financial year
  • Unsuccessful coach applications: normally 12 months after the application is closed
  • Active coach application, contract, profile approval and service records: for the duration of the relationship and normally 6 years afterwards where needed for contracts, payments or legal claims
  • Raw coach verification evidence: normally deleted within 90 days after verification unless a longer period is necessary and lawful
  • Verification outcome, method and date: for the duration of the coach relationship and normally 12 months afterwards
  • Complaints, disputes, refunds and chargebacks: normally 6 years after closure
  • General support communications: normally 24 months after the matter is closed
  • Technical and security logs: normally up to 12 months
  • Marketing records: until you opt out or the information is no longer needed, with a minimal suppression record retained to respect your preference

We may keep information for longer where required by law, needed for a legal claim, necessary to investigate fraud or required to protect users.

We may retain anonymised or aggregated information where it no longer identifies an individual.

11. Security

We use reasonable technical and organisational measures designed to protect personal data.

These may include:

  • Limiting access to people who reasonably need it
  • Using reputable service providers
  • Multi factor authentication where available
  • Access controls and secure account management
  • Separating private coach verification information from public profile information
  • Limiting candidate information shared with coaches
  • Reviewing automation failures and data incidents
  • Secure deletion and retention processes

No internet or storage system is completely secure. You are responsible for using secure devices, protecting your passwords and avoiding unnecessary disclosure of confidential or sensitive information.

If we become aware of a personal data incident, we will investigate, limit the impact, maintain an incident record and notify affected people or the Information Commissioner's Office where required.

12. Your data protection rights

Depending on the circumstances, you may have the right to:

  • Ask for access to your personal data
  • Ask us to correct inaccurate or incomplete personal data
  • Ask us to erase personal data
  • Ask us to restrict processing
  • Object to processing based on legitimate interests
  • Object to direct marketing
  • Ask for certain personal data in a portable format
  • Withdraw consent
  • Ask for information about international transfer safeguards
  • Complain to the Information Commissioner's Office

These rights are not absolute and may be subject to legal conditions or exemptions.

To exercise a right, email contact@insider-match.com.

We may ask for information to confirm your identity. We normally respond within one month, although the law allows additional time for complex or multiple requests.

You will not normally have to pay a fee. We may charge a reasonable fee or refuse a request where permitted by law, including where a request is manifestly unfounded or excessive.

13. Automated decision making

Insider Match does not currently use solely automated decision making that produces legal or similarly significant effects.

Coach applications, assisted matching, complaints, refunds, verification decisions and quality decisions involve human review.

If this changes, we will update this Privacy Policy and provide any information required by law.

14. Cookies and similar technologies

At the date of this policy, Insider Match does not intentionally use advertising cookies, behavioural tracking cookies or non essential analytics cookies on its own website.

Our website hosting and security providers may process limited technical information or use technologies that are strictly necessary to deliver, secure and protect the website. We may also process basic access and security logs without placing a cookie on your device.

Insider Match uses ordinary links and redirects to third party services such as Cal.com, Tally, Stripe and Google Meet. These services are not embedded in the Insider Match website. When you choose to continue to one of these services, the provider may use cookies or similar technologies on its own website under its own privacy and cookie notices. A link or redirect does not by itself cause that provider's cookies to be placed on the Insider Match website before you continue to the third party service.

Because Insider Match does not currently deploy non essential analytics, advertising or behavioural tracking technologies on its own website, we do not currently display a cookie consent banner or maintain a separate Cookie Policy.

If we later introduce non essential analytics, advertising, embedded third party tools or similar technologies, we will review the position, update this policy and introduce any consent controls required before those technologies are activated.

15. Children

Insider Match services are intended for people aged 18 or over.

We do not knowingly allow a person under 18 to book or receive a coaching session. If you believe that a person under 18 has provided personal data to us, contact us so that we can investigate and take appropriate action.

16. Third party links and information shared outside the service

Our website and communications may contain links to third party websites or services. We are not responsible for their privacy practices.

This policy does not cover personal data that a candidate and coach choose to exchange outside the approved Insider Match service process. Candidates and coaches should use care when sharing information and must comply with the Candidate Terms and Coach Terms.

17. Changes to this policy

We may update this Privacy Policy as our services, providers or legal obligations change.

We will publish the revised policy and update the date at the top. Where a change is significant, we may provide an additional notice by email, within a booking flow or on the website.

Changes do not apply retrospectively where the law does not permit this.

18. Contact and complaints

For questions, requests or concerns about this Privacy Policy or our handling of personal data, contact:

Insider Match Limited

Email: contact@insider-match.com

Company number: 16927765

Registered office: recorded on the Companies House public register

You also have the right to complain to the Information Commissioner's Office.

We would appreciate the opportunity to address your concern first, but you are not required to contact us before approaching the regulator.

Questions about this document? Email contact@insider-match.com.