This privacy notice provides details of how I collect, store, use and protect your personal information as well as the rights you have in relation to that personal information.
By doing business with me, and/or commenting on my posts, you are consenting to me storing and using the information in the ways set out by this notice.
How I collect your personal information
In the course of our work, I will ask for information that is classified as personally identifiable to you as an individual. As your Coach you will share confidential information with me during our work.
I collect your data in four ways:
- Completion of website contact form.
- Completion of Background Information form and Coaching Contract completed by you at the beginning of our coaching relationship. This will be stored online and there may also be a paper copy.
- My notes from our sessions, conversations and the extra information (paper, digital) you provide over the course of our work.
- Email exchanges prior to, during and after our formal coaching relationship.
How I store and destroy your information
I am rigorous about protecting my clients’ data, regardless of GDPR regulation. I do not keep out-of-date or superfluous personal or organisational data.
My digital documents and emails are stored on a fingerprint secure computer only I have access to. I make every effort to keep my anti-virus software up to date and my office secure.
I delete data from completed contracts, just keeping minimum information for my files (usually our Coaching Contract and our financial agreement). Return clients complete an updated Background Information Form reflecting their new career status and objectives.
I store my used notebooks for five years, in my office, together with all my financial records such as copies of invoices and contracts.
Passing information on to third parties
I will never pass any of your information on to any third party without your express permission, for example if we agree I should refer you to another organisation or professional.
All the information you give me is treated in the strictest of confidence and if you are in a coaching programme through your organisation, we will agree feedback mechanisms at the start of our coaching contract.
The only way I would over-ride this agreement is if I believe you to be at immediate risk in some way, or a danger to others. In these exceptional circumstances I will take what I feel is appropriate action for your protection, as laid out in the guidelines of professional coaching and therapeutic bodies.
I track online statistics from my website updates and my social media accounts. When a website update item, or a social media post goes live, I look at percentages of open and click rates, total views and most popular content. I track this in order to ensure the content I share is relevant, useful and popular. Again, no personal information is ever shared with third parties. I do not track your personal likes and dislikes.
You also have the right to apply for a copy of any information that I hold about you, through a data subject access request. Please email firstname.lastname@example.org. You will not have to pay but I reserve the right to charge a reasonable fee if your request is repetitive or excessive. Alternatively, I may refuse to comply with your request in these circumstances.
If you are not happy with any aspect of how I collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). However, I ask that you please contact me first so that I can try and resolve the issue for you.