Privacy Policy

Effective date: 19 July 2026

Who is responsible for your data

The data controller is Wojciech Zaremba, operating as Oak Meridian Coaching (Poland). Contact: performance@oakmeridian.com.

What I collect, and when

• Contact form: your name, email address, and whatever you write about your goal.

• Newsletter: your name and email address.

• Booking and coaching (via Practice Better): account and appointment details, intake forms, session notes, daily habit logs, and any health and lifestyle information you choose to share, for example sleep, energy, habits, wearable data, or results of bloodwork ordered by your doctor.

• Session recording and AI notes, only with your separate, explicit consent: sessions can be transcribed by an AI note-taking service so I can stay present in the conversation. Audio is processed for transcription and then discarded by the provider; the transcript and the notes become part of your coaching record. You can decline, ask for it to be off in any single session, or withdraw consent at any time, and it never affects the coaching itself.

• Payments: handled by the payment processor (Stripe / Practice Better Payments). I never see or store your full card details.

• Email: correspondence you send me.

• Technical data: the site's hosting provider (Hostinger) automatically processes technical information about visits — IP address, browser type, and cookies needed for the site to work — to run and secure the site and produce aggregate usage statistics. I see only aggregated numbers, never data identifying an individual visitor.

• Health information is special-category data under the GDPR. I process it only with your explicit consent, given during onboarding, and only to deliver coaching. You can withdraw that consent at any time.

Why, and on what legal basis

• Scheduling and delivering coaching: performance of a contract (art. 6(1)(b) GDPR).

• Health and lifestyle information you share, including session transcripts: your explicit consent (art. 9(2)(a) GDPR).

• Sending the newsletter: your consent (art. 6(1)(a) GDPR), withdrawable anytime via the unsubscribe link.

• Answering inquiries, basic records and security: legitimate interest (art. 6(1)(f) GDPR).

I do not sell or rent personal data. There is no automated decision-making and no profiling.

Who processes data on my behalf

• Hostinger: website hosting and site forms.

• Practice Better (Green Patch Inc., Canada): scheduling, client portal, forms, records, telehealth. Canada is covered by an EU adequacy decision for data protected under PIPEDA.

• Granola Inc. (USA): transcription and AI-generated session notes, only for sessions you have consented to record. Audio is discarded after transcription; transcripts are stored on servers in the United States; the provider does not permit third-party AI companies to train models on this data, and model training on my account is switched off. Transfers rely on the provider's data-processing terms including Standard Contractual Clauses.

• Stripe: payment processing.

• My email provider: correspondence.

Where a provider processes data outside the European Economic Area, transfers rely on adequacy decisions or Standard Contractual Clauses.

How long I keep it

• Inquiries that do not become coaching: up to 12 months after last contact.

• Client records: for the duration of coaching, and afterwards for as long as tax, accounting and legal-claim rules require.

• Session transcripts and AI notes: deleted no later than 12 months after your program ends, or earlier on your request.

• Newsletter data: until you unsubscribe.

Your rights

You can request access, a copy, correction, deletion, restriction, portability, object to processing, and withdraw consent at any time: write to performance@oakmeridian.com. You also have the right to lodge a complaint with a supervisory authority; in Poland that is the President of the Personal Data Protection Office (PUODO, uodo.gov.pl), or the data protection authority in your own EU country.

Clients outside the EU

I work with clients internationally. Wherever you are, the rights described above are available to you on request. For visitors from the United States: I do not sell or share personal information as defined by US state privacy laws.

Cookies

This site runs on Hostinger Website Builder, which may set cookies necessary for the site to function. I do not use analytics or advertising trackers. If that ever changes, this policy and a consent banner will be updated first.

Age

Coaching and this website are intended for adults (18+).

Changes

Updates will be posted on this page with a new effective date.

Coaching Scope & Disclaimer

Oak Meridian provides behavioral health coaching. Coaching is educational and collaborative. It is not medical care, psychotherapy, or dietetics.

• No diagnosis, no treatment, no prescribing, and no medical interpretation of test results.

• Every medical decision belongs to you and your doctor. Anything clinical gets referred out.

• If we work with lab results, they are the ones your doctor ordered, and your doctor stays in the loop. Signed consent and a referral note are part of onboarding.

• Coaching is not a substitute for care from a physician, psychologist, therapist, or registered dietitian.

If you are experiencing a medical or mental health emergency, contact emergency services immediately (112 in the EU, 911 in the US).