top of page
Lead-in-Mind-logo

Privacy Policy

1. Who We Are

Lead In Mind CommV ("Lead In Mind," "we," "us," or "our") is the data controller responsible for the personal data processed through the leadinmind.com website, our booking system, and our programmes and services, except where we process personal data on behalf of another organisation.

Registered address: Eric Sasselaan 3, 2020 Antwerpen, Belgium
VAT: BE1010973689
Contact: diana.alexandrova@leadinmind.com

If you have any questions about this Privacy Policy or how your personal data is handled, you can contact us at the email address above.

2. Personal Data We Collect

Depending on how you interact with Lead In Mind, we may collect the following personal data:

  • Contact information, such as your name, email address, telephone number and organisation.

  • Enquiry and booking information, including messages you send through our website, information you provide when booking a conversation or session, and details relating to scheduled appointments.

  • Programme and account information, such as information required to create and manage your account on our online programme platform and information relating to your participation in a programme.

  • Coaching and programme information, including information you choose to share during individual coaching sessions, group sessions, exercises or other programme activities, as well as notes we may make in connection with individual coaching sessions.

  • Session recordings, where group sessions are recorded as part of a programme. Participants are informed about such recording and its purpose.

  • Technical and website information, such as information collected through essential cookies and similar technologies required for the operation and security of our website.

We only ask for personal data that is relevant to providing our services and managing our relationship with you.

3. Why We Use Your Personal Data

We use personal data where necessary to operate our business and provide our services, including to:

  • respond to enquiries and manage bookings and appointments;

  • provide and administer our programmes and services, including creating and managing programme accounts and access;

  • communicate with participants about their programme, including access information, scheduling, reminders and programme-related updates;

  • deliver individual coaching and facilitate group sessions, including using information shared with us to support and tailor the coaching and development experience;

  • record group sessions, where applicable, and make those recordings available to the relevant cohort in accordance with the applicable Participant Agreement; and

  • operate, maintain and secure our website and online services.

4. Legal Bases for Processing

We process personal data only where we have an appropriate legal basis under applicable data protection law.

Depending on the circumstances, we may process personal data:

  • to take steps at your request before entering into a contract, for example when responding to an enquiry about our services or arranging an initial conversation;

  • to perform a contract with you, including providing and administering a programme or service, managing programme access and communicating with you about its delivery;

  • for our legitimate interests, where necessary to operate, administer and secure our business and services, provided that those interests are not overridden by your rights and interests;

  • with your consent, where consent is the appropriate legal basis for a particular processing activity; or

  • to comply with a legal obligation to which Lead In Mind is subject.

Where programme sessions are recorded, participants are informed about the recording and its purpose in advance. The applicable legal basis for recordings, and any additional requirements relating to personal data voluntarily disclosed during coaching or group sessions, will be applied in accordance with applicable data protection law.

5. Who We Share Personal Data With

We do not sell personal data or share it with third parties for their own marketing purposes.

We may share personal data with trusted service providers where this is necessary to operate our business and provide our services. These currently include:

  • Wix — for website hosting, contact forms and online booking functionality;

  • Kajabi — for hosting and administering our online programmes, including participant accounts, programme access and related platform functionality;

  • Zoom — for online coaching sessions, group sessions and, where applicable, session recordings; and

  • Google Workspace — for business email and communications.

These service providers process personal data in connection with the services they provide to us and are subject to their own contractual and data-protection obligations.

We may also disclose personal data where required by law or where necessary to establish, exercise or defend legal claims.

6. International Data Transfers

Some of the service providers we use may process or store personal data outside the European Economic Area (EEA).

Where personal data is transferred outside the EEA, we take steps to ensure that appropriate safeguards are in place in accordance with applicable data protection law. Depending on the circumstances, these safeguards may include an adequacy decision adopted by the European Commission, Standard Contractual Clauses approved by the European Commission, or another legally recognised transfer mechanism.

For information about the safeguards applicable to a particular transfer, you can contact us at diana.alexandrova@leadinmind.com.

7. How Long We Keep Your Personal Data

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, subject to any applicable legal, accounting or regulatory retention requirements.

​

Enquiries and bookings: We retain information relating to enquiries, bookings and initial conversations for up to two years after our last interaction with you, unless you become a client or participant, in which case relevant information may form part of our ongoing client or programme records.

​

Coaching notes: We may make private notes in connection with individual coaching sessions to support the coaching process. These notes are retained for the duration of the relevant programme or cohort and are deleted after the programme has concluded.

Programme and account information: We retain programme and account information for the duration of your programme access and for up to two years after that access ends, where reasonably necessary for programme administration, support and record-keeping. Certain information may be retained for longer where required for legal, accounting or regulatory purposes.

​

Group-session recordings: Participants may access relevant group-session recordings for the programme access period specified in the applicable Participant Agreement. For The Leadership of Seeing™, this is currently twelve months following completion of the Programme.

​

Lead In Mind may retain an internal archive of group-session recordings for up to three years after completion of the relevant programme, for internal record-keeping purposes.

A recording, or part of a recording, will only be used in another cohort or for another purpose if separate permission has been obtained from the identifiable participants concerned. Where such permission is given, the relevant material may be retained for the period necessary for that agreed use.

​

Legal and accounting records: Certain information may be retained for longer where this is necessary to comply with applicable legal, tax or accounting obligations. Such information is retained for the period required by applicable law.

8. Your Data Protection Rights

Under applicable data protection law, you may have the right to:

  • access the personal data we hold about you;

  • correct personal data that is inaccurate or incomplete;

  • request deletion of your personal data in certain circumstances;

  • request restriction of the processing of your personal data in certain circumstances;

  • object to certain processing of your personal data;

  • receive or transfer your personal data in a portable format where the right to data portability applies; and

  • withdraw your consent at any time where processing is based on consent. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

These rights are not absolute and may be subject to conditions or exceptions under applicable law.

To exercise any of these rights, please contact us at:

diana.alexandrova@leadinmind.com

We may need to verify your identity before responding to a request.

You also have the right to lodge a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données) if you believe that your personal data has been processed in breach of applicable data protection law.

9. Data Security

We take reasonable technical and organisational measures to protect personal data against accidental or unlawful loss, misuse, unauthorised access, disclosure, alteration or destruction.

These measures include limiting administrative access to participant information, using two-factor authentication on key systems used to deliver our services, and using established service providers for website hosting, programme delivery, communications and online sessions.

Group-session recordings are stored in Zoom's cloud environment and access is restricted through our account. Private coaching notes are stored on a device protected by user authentication, are used only for the coaching process and are deleted after the relevant programme or cohort has concluded.

We also take reasonable steps to protect the accounts, devices and systems through which personal data is accessed.

While we take reasonable measures to protect personal data, no method of electronic transmission or storage can be guaranteed to be completely secure.

10. Cookies and Similar Technologies

Our website uses cookies and similar technologies to support its operation, security and functionality.

We use a cookie consent management tool to provide information about the cookies and technologies used on our website and, where required, to allow visitors to manage their preferences.

Essential cookies that are necessary for the website to function may be used without consent where permitted by applicable law. Any non-essential cookies or similar technologies that require consent will only be used in accordance with the preferences you provide through our cookie consent banner.

You can review or change your cookie preferences through the cookie settings available on our website.

For more information about the cookies and similar technologies used on our website, please see our Cookie Policy.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or applicable legal requirements.

The most recent version will be made available on our website. Where appropriate, we may also inform you of significant changes directly.

Last updated: 24 September 2026

bottom of page