What data do we process and why?
We store a limited amount of personal data. This comprises:
Basic contact information (name, email address, phone number) about clients, former clients, prospective clients, and professional associates. We use this data to contact people as necessary to inform them about our services and in the course of conducting our work.
Confidential notes recording our work with clients such as coaching sessions, interviews and group work. This is integral to the service we provide. It helps us recall salient points from our meetings with clients and any actions agreed.
There is also data processing associated with running our website.
What is the legal basis for this processing?
The legal basis for keeping the data described is legitimate interest.
For all marketing and feedback where personal information is obtained alongside, and directed at, individuals, the lawful basis for the processing of personal data is consent to the processing
We do not share data with third parties except in the following circumstances:
We might occasionally share contact details of individuals with a third party if we believe that to do so might benefit the individual concerned. In all cases, we would seek the individual’s consent first.
We share information about our work with clients and organisations with the supervisors who oversee our professional practice. Supervision is itself conducted in confidence. We also are required to share personal data (names, email addresses and phone) with the International Coaching Federation (ICF) to verify that coaching has taken place. We regard it as an assurance of high standards for our clients, whom we always inform that we work on this basis.
We also utilise the services of Complete Business Bureau for business support and provide secure access to data as required.
We store personal data for 12 months after working with a client or following the conclusion of a programme, except where retention has been extended at the request of clients or participants e.g., signing up for future communications. Retention of contacts database is necessary for building and maintaining legitimate business relationships with actual or potential clients who have registered an interest. Our confidential notes are retained because clients or participants often return to us after an assignment has ended, so the information we have on record is of value when resuming work with them. Additionally, we retain client notes as a source of evidence in the event of legal challenge. All data is stored under password protection or, in the case of hand-written notes, in a locked cupboard when not in use.
You are entitled to.
- See what data we have relating to you on our files
- See the data that relates to you if you so wish
- Request erasure of your personal information
Should you wish to inquire about the data we hold on you or your company please contact us at firstname.lastname@example.org
Updated October 2022