Privacy Policy

1. Overview

Sandstone Vista Consulting Ltd. ("Sandstone Vista", "we", "us", or "our") is a professional coaching and consulting firm incorporated in Uganda, with registered offices at Plot 35 Nakasero Road, Kampala, Uganda. We are committed to protecting the privacy and confidentiality of every person who engages with our services, visits our website, or contacts us in any form.

This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and what rights you have regarding your data. By engaging with our services or using our website, you agree to the terms of this policy.

2. Information We Collect

2.1 Information You Provide Directly

We collect personal information when you:

• Complete our contact form or enquiry forms on our website
• Book or attend a discovery call, coaching session, or workshop
• Subscribe to our newsletter or email updates
• Sign a coaching agreement or engagement contract
• Participate in assessments, surveys, or programme evaluations
• Correspond with us by email, phone, or WhatsApp

This information may include: your full name, email address, phone number, organisation, job title, professional background, development goals, and the content of communications you send us.

2.2 Information Collected Automatically

When you visit our website, we automatically collect certain technical data including your IP address, browser type, operating system, referring URLs, pages visited, and time spent on our site. This information is collected using cookies and similar technologies.

2.3 Sensitive Information in Coaching Contexts

In the course of coaching engagements, you may share sensitive personal information including career challenges, workplace conflicts, personal circumstances, and health or wellbeing information. This information is treated with the highest level of confidentiality and is subject to our coaching confidentiality agreement, which you will sign before your first session.

3. How We Use Your Information

We use your personal information for the following purposes:

• Service delivery: To provide coaching, mentoring, workshop facilitation, and consulting services you have engaged us for
• Communication: To respond to your enquiries, send appointment confirmations, and communicate about your programme
• Programme improvement: To improve the quality and relevance of our coaching methodologies and service offerings
• Marketing (with consent): To send you newsletters, event invitations, and coaching insights — only where you have opted in to receive these communications
• Legal compliance: To comply with our obligations under Ugandan law, including record-keeping and professional standards requirements
• Business administration: For invoicing, payment processing, and financial management

We do not use your personal data for automated decision-making or profiling that produces legal or similarly significant effects on you.

4. Data Sharing and Disclosure

We will never sell, rent, or trade your personal information to third parties for commercial purposes. We may share your data in the following limited circumstances:

• Service providers: Trusted third-party suppliers who support our operations (e.g., secure cloud storage providers, email platforms) under strict confidentiality agreements
• Corporate programme sponsors: If your employer is funding your coaching, we will share only the information explicitly agreed in your coaching agreement (typically limited to programme completion confirmation and aggregate outcomes)
• Legal requirements: If required by law, court order, or lawful request by government authorities
• Safety: Where we believe disclosure is necessary to prevent serious harm to you or another person

5. Data Security

We implement appropriate technical and organisational security measures to protect your personal information against unauthorised access, disclosure, alteration, and destruction. These measures include:

• Encrypted data storage and transmission (SSL/TLS)
• Access controls limiting staff access to client data on a need-to-know basis
• Secure, password-protected systems for storing coaching session notes
• Regular security reviews of our data handling practices
• Confidentiality obligations for all staff and associate coaches

While we take all reasonable precautions, no internet transmission or electronic storage is 100% secure. If you have concerns about the security of your data, please contact us at info@sandstonevista.info.

6. Data Retention

We retain your personal data for as long as is necessary to fulfil the purposes described in this policy, and to comply with our legal and professional obligations. Specifically:

• Coaching session notes and programme records: 5 years after programme completion
• Financial and invoicing records: 7 years (as required by Ugandan tax law)
• Email enquiries and correspondence: 3 years
• Marketing preferences and newsletter subscriptions: Until you unsubscribe
• Website analytics data: 12 months

You may request deletion of your data at any time, subject to our legal retention obligations.

7. Your Data Protection Rights

You have the following rights regarding your personal data:

• Right of access: Request a copy of the personal data we hold about you
• Right to rectification: Request correction of inaccurate or incomplete data
• Right to erasure: Request deletion of your personal data where we have no legitimate ground for continuing to process it
• Right to restrict processing: Request that we limit how we use your data in certain circumstances
• Right to object: Object to our use of your data for direct marketing purposes at any time
• Right to data portability: Receive your personal data in a structured, machine-readable format
• Right to withdraw consent: Withdraw any consent you have given at any time, without affecting the lawfulness of processing before withdrawal

To exercise any of these rights, please contact our Data Protection Officer at info@sandstonevista.info or write to us at our offices. We will respond within 30 days.

8. Cookies and Tracking Technologies

Our website uses cookies to improve your browsing experience. Cookies are small text files stored on your device. We use:

• Essential cookies: Required for the website to function correctly
• Analytics cookies: To understand how visitors interact with our website (e.g., Google Analytics with anonymised IPs)
• Preference cookies: To remember your settings and preferences

You can control cookie settings through your browser at any time. Disabling certain cookies may affect the functionality of our website.

9. Children's Privacy

Our services are designed for professionals aged 18 and above. We do not knowingly collect personal information from individuals under the age of 18. If you believe a minor has provided us with personal data, please contact us immediately and we will take steps to delete it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. When we make material changes, we will notify you by email (if you are a client or subscriber) and update the "Last Updated" date at the top of this page.

Your continued use of our services after any change constitutes acceptance of the updated policy. We encourage you to review this policy periodically.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

We take all privacy concerns seriously and will respond promptly and professionally to any enquiry.