Conflict Coach

Conflict Coach (FZE)

Privacy policy

How personal information is collected, used, shared and protected, including through Willow and the Google Calendar connection.

Effective 2 November 2026 · 15 sections · Contents

1Introduction and Business Identity

Conflict Coach is committed to protecting the privacy, dignity, and confidentiality of individuals who engage with our services.

We recognise that discussions about conflict, relationships, leadership, personal experiences, and emotional development can involve sensitive information. We aim to handle that information responsibly, transparently, and with appropriate safeguards.

This Privacy Policy explains how we collect, process, use, store, share, and protect personal information through our website, communications, coaching and educational services, assessments, and digital receptionist Willow.

Legal Entity
Conflict Coach (FZE)
Legal Status
Free Zone Establishment
Licensed Address
SRTIP Free Zone, Sharjah, United Arab Emirates
Client-Facing Location
Jumeirah Beach Residence, Dubai, United Arab Emirates
Privacy Contact
k@conflictcoach.ae

Conflict Coach (FZE) is responsible for determining the purposes and means of processing personal information collected through its services, except where another organisation independently determines how information is processed.

2Personal Information We Collect

We may collect information necessary to respond to enquiries, arrange services, and support our professional and administrative activities.

This may include:

  • Identity and contact information: Names, email addresses, telephone numbers, preferred communication methods, and time zones.
  • Appointment information: Booking requests, service preferences, appointment times, rescheduling details, and attendance records.
  • Administrative and financial information: Invoices, payment status, transaction references, and relevant business records.
  • Coaching information: Personal experiences, relationships, communication patterns, values, emotional experiences, objectives, reflections, and agreed development activities.
  • Assessment information: Questionnaire responses, assessment results, personal development profiles, coaching reports, and relevant supporting documents.
  • Communication records: Emails, WhatsApp messages, online enquiries, and other correspondence.
  • Technical information: IP addresses, browser information, device information, cookies, and website activity where collected by our website or service providers.

Some information may be sensitive, particularly when it concerns health, psychological experiences, family circumstances, trauma, or other deeply personal matters.

We aim to collect only information reasonably necessary for a defined purpose.

3How and Why We Use Information

Personal information may be used to:

  • Respond to enquiries and provide relevant service information.
  • Arrange and manage appointments.
  • Deliver educational consultancy, coaching, training, and professional development services.
  • Administer assessments and prepare individualised reports.
  • Establish agreed objectives, document progress, and support follow-up activities.
  • Process invoices, payments, and financial records.
  • Maintain business records and operational continuity.
  • Protect the integrity and security of our systems.
  • Meet applicable legal and regulatory obligations.

Depending on the circumstances, we process personal information on an applicable legal basis, including consent where required, performance of contractual arrangements, and compliance with legal obligations.

Where sensitive personal information requires a particular legal basis or additional consent, we will seek to meet those requirements.

We do not sell client information or use confidential coaching records for unrelated marketing.

4Willow: AI-Assisted Digital Receptionist

Willow is Conflict Coach's AI-assisted digital receptionist.

Willow is designed to assist with routine administrative activities, including service enquiries, appointment requests, scheduling, confirmations, and referral of matters requiring human attention.

Willow is an automated system, not a human receptionist, professional coach, therapist, or emergency-response service.

When someone communicates with Willow, their messages and relevant contact information may be processed by our communication, automation, and AI technology providers to deliver the requested response.

Willow is intended to operate within an administrative scope rather than having direct access to confidential coaching case notes, psychological assessment results, or personal development records.

We encourage individuals not to disclose detailed trauma histories, medical information, or confidential assessment material through Willow.

Where a conversation becomes sensitive or requires professional judgement, the matter should be referred to an authorised Conflict Coach representative.

Automated communications may be reviewed for legitimate administrative, safety, quality-assurance, or technical purposes, subject to appropriate access restrictions and applicable law.

5Google Calendar Integration

Conflict Coach uses a Google Calendar connection to support appointment scheduling through Willow.

5.1Purpose of the integration

Where authorised and enabled, the integration supports:

  • Checking available appointment periods.
  • Identifying potential scheduling conflicts.
  • Creating appointments.
  • Updating or rescheduling appointments.
  • Cancelling appointments when appropriately authorised.
  • Coordinating appointment information between Willow and the connected calendar.

Clients are not required to connect their personal Google Calendars to request or attend appointments with Conflict Coach.

5.2Information accessed

Depending on the Google permissions granted, the integration may access:

  • Connected calendar identifiers and associated account information.
  • Calendar availability and unavailable periods.
  • Appointment dates, times, durations, and time zones.
  • Event identifiers and relevant scheduling status.
  • Event titles, locations, descriptions, or attendee information where permitted by the authorised scope.
  • Authentication tokens and technical information required to maintain the authorised connection.

We aim to use the minimum Google permissions necessary for the enabled booking functionality.

5.3How Google information is used

Google Calendar information is used for the authorised appointment-management functions.

We do not use unrelated calendar information to conduct psychological assessments, develop client personality profiles, analyse personal relationships, or conduct unrelated marketing.

5.4Sharing and disclosure

Google Calendar information may be processed by authorised service providers where necessary to operate the scheduling integration.

We do not sell Google user data, disclose it to advertising networks, or transfer it to data brokers.

Access by personnel and service providers is to be limited to authorised purposes, security requirements, legally required disclosures, or other circumstances permitted by Google's applicable data-use requirements.

5.5Artificial intelligence

Willow may use AI-assisted technology to interpret scheduling requests and coordinate administrative actions.

Google Workspace API data must not be used to develop, improve, or train general-purpose or non-personalised AI or machine-learning models.

Any AI-related processing of Google Calendar information is limited to the authorised scheduling functionality and must comply with Google's applicable Limited Use requirements.

5.6Storage and protection

Calendar information and access credentials must be protected through appropriate technical and organisational safeguards.

These include access controls, secure transmission, appropriate credential management, and restrictions on unnecessary retention or disclosure.

5.7Disconnecting Google Calendar

An authorised Google account holder may revoke access through Google Account settings or request assistance from Conflict Coach.

Revoking access prevents further authorised access through that connection. Previously created appointments and legitimately retained administrative records may remain, subject to applicable retention and deletion requirements.

Google account holders may request information about the retention or deletion of data previously obtained through the integration.

The integration is subject to the Google API Services User Data Policy:

https://developers.google.com/terms/api-services-user-data-policy

6Confidentiality and Client Information

Conflict Coach treats confidentiality as a fundamental component of professional trust.

Information obtained through individual coaching, assessments, or other confidential engagements is intended to be accessible only to those with a legitimate and authorised reason to access it.

Confidentiality may be limited in circumstances involving:

  • Applicable legal obligations.
  • Serious threats to personal safety.
  • Child or vulnerable-person safeguarding concerns.
  • Disclosure specifically authorised by the individual.
  • Other circumstances permitted or required by law.

We seek to explain relevant confidentiality boundaries where appropriate.

Coaching confidentiality does not automatically create legal professional privilege.

7Assessments and AI-Assisted Processing

Conflict Coach may use structured assessments, questionnaires, educational models, digital reporting systems, and AI-assisted tools to support individual development.

Information may be organised, summarised, or analysed to identify relevant themes, objectives, communication patterns, or development opportunities.

Outputs may include interpretations or working hypotheses. They should not automatically be treated as established facts or clinical diagnoses.

AI-assisted processing supports, rather than replaces, appropriate human review and professional judgement.

We aim to apply data minimisation, access restrictions, and appropriate safeguards when identifiable client information is processed by external systems.

Where legally required, additional consent and disclosure will be provided.

8Third-Party Providers and International Data Transfers

Conflict Coach may engage third-party providers for:

  • Website hosting and maintenance.
  • Messaging and telecommunications.
  • Digital reception and administrative automation.
  • Google Calendar scheduling.
  • Payment processing and invoicing.
  • Assessment administration and document preparation.
  • Secure information storage and authorised technical support.

Providers may process information only for purposes permitted by the applicable arrangements and law.

Some services may involve processing or storage outside the United Arab Emirates.

Where applicable, international transfers will be assessed against relevant legal requirements and appropriate safeguards.

We do not assume that every third-party service offers the same privacy protections. Provider selection and configuration form part of our data-protection responsibilities.

9Recordings, Transcripts, and Testimonials

Coaching sessions are not automatically subject to recording merely because a session is booked.

Where recording, transcription, or additional digital processing is proposed, we will provide appropriate information and obtain consent where required.

Identifiable client experiences, case studies, personal stories, assessment results, photographs, recordings, or testimonials will not be published without appropriate permission or another valid legal basis.

10Data Retention and Deletion

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected and any applicable legal obligations.

Retention requirements may differ for:

  • General enquiries.
  • Booking and communication records.
  • Financial and invoicing records.
  • Coaching and assessment documentation.
  • Google Calendar integration records.
  • Technical and security information.

Where information is no longer required, we aim to delete, anonymise, or securely dispose of it.

Individuals may request deletion of their personal information, subject to applicable legal, contractual, financial, or other legitimate retention requirements.

11Information Security

Conflict Coach seeks to use technical and organisational measures proportionate to the information being processed.

These may include authentication, controlled access, secure communication channels, appropriate service-provider arrangements, and data-handling procedures.

No electronic system offers absolute protection. We therefore cannot guarantee that all risks of unauthorised access or disclosure can be eliminated.

Where a personal data incident occurs, we will assess and respond to it in accordance with applicable legal obligations.

12Your Privacy Rights

Depending on applicable law and the circumstances of the processing, you may have rights to:

  • Obtain information about personal data held about you.
  • Request access to relevant personal information.
  • Request correction of inaccurate data.
  • Request deletion where legally applicable.
  • Withdraw consent where processing relies on consent.
  • Request restrictions or object to certain processing.
  • Raise concerns about the handling of your information.

Requests may be submitted through our designated privacy contact.

We may request appropriate identity verification before releasing or changing personal information.

13Children and Young People

Where our services involve children or young people, we seek to apply age-appropriate safeguards and obtain parent or guardian involvement or authorisation where required by applicable law.

Any relevant confidentiality, consent, safeguarding, and parental involvement arrangements should be explained before services begin.

Willow is not intended to provide independent psychological counselling, medical advice, or crisis support to children.

14Cookies, Website Data, and Changes

Our website may use cookies and similar technologies for essential operation, security, and any enabled analytics or related functionality.

Where legally required, consent will be requested for non-essential technologies.

This Privacy Policy may be updated when our services, technology, legal obligations, or data-processing practices change.

Material changes affecting the use of Google account information will be communicated, and renewed consent or authorisation sought where required.

15Contact and Privacy Enquiries

For privacy questions, requests concerning personal information, or concerns about data handling, please contact:

Conflict Coach (FZE)
Licensed Address
Block B-B55-132, Sharjah Research, Technology and Innovation Park Free Zone, Sharjah, United Arab Emirates
Client-Facing Location
Jumeirah Beach Residence, Dubai, United Arab Emirates

We aim to respond to requests within an appropriate period in accordance with applicable legal requirements.