Privacy policy

INTRODUCTION

This privacy policy sets out how, when and why StrengthsCoachingOnline collects personal information from those who visit our website, complete the contact form contained therein, send us emails and enquire about or receive our services.

This policy will be reviewed periodically and any updates will be uploaded onto our website.

We are committed to working ethically with a minimisation approach, collecting and using personal date only if and when we need to.

THE TYPE OF PERSONAL INFORMATION WE COLLECT

Personal information is any information that can be used to identify an individual, more information can be found here

StrengthsCoachingOnline currently collects and processes the following information:

• The contact information you provide via our website form ie first and last name, email address, telephone and / or mobile number.

• The information contained within any legal documentation such as a contract, between you and StrengthsCoachingOnline.

• The dates and number of hours of your coaching programme.

• StrengthsCoachingOnline will keep a record of any work you have undertaken or service you provided.

• StrengthsCoachingOnline will keep a copy of the invoices issued and received and, in the case of a supplier, your bank account information.

• If you sign up to a blog or newsletter, StrengthsCoachingOnline will keep a copy of your preference(s). You will be free to unsubscribe at any time.

HOW WE GET THE PERSONAL INFORMATION AND WHY WE HAVE IT

How we get your personal information

Most of the personal information StrengthsCoachingOnline processes is provided directly by you for one of the following reasons:

• When you contact StrengthsCoachingOnline through the website StrengthsCoachingOnline either by completing the contact form or clicking on one of the links via ‘Contact me’, you provide us with your first and last name, telephone / mobile number and / or email address.

• When you contact StrengthsCoachingOnline by email, you provide your name, email address and any other information contained within ie telephone/mobile number, postal address.

• When you contact StrengthsCoachingOnline by telephone / mobile, you provide your contact number.

• When you work with StrengthsCoachingOnline, information is from the legal contract or any other legal documentation, emails, conversations, WhatsApp or Zoom.

• Any conversations that may have arisen via social media whether direct through a message, or indirect in your posts and / or comments.

• If you have been introduced via a referral.

• When StrengthsCoachingOnline uses specific information collection tools such as Microsoft Forms.

• By signing up to a StrengthsCoachingOnline Blog or Newsletter – StrengthsCoachingOnline may use Mailerlite to manage and send emails to you and their Privacy Policy can be viewed at: https://www.mailerlite.com/legal/privacy-policy

StrengthsCoachingOnline also receives personal information indirectly, from the following sources in the following scenarios:

• From third parties such as analytics providers (for example Google Analytics or Hostinger.com)

• When you visit www.StrengthsCoachingOnline.co.uk Cookies (small text files) are placed on your computer to track your activity. They are typically used to make websites work more efficiently, to keep track of the settings users have selected and actions they have taken on a site. For information on how we use them, please see our cookie policy [here]

Why we have this information

We use the information that you have given us for:

• Internal record keeping and to provide the services and support you have requested from StrengthsCoachingOnline.

• To contact you and respond to enquiries about services.

• Manage payments, fees and charges.

• Collect and recover money owed to us.

• To administer and protect our business and our site, including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data.

• To maintain logs of coaching and continuous professional development for qualifications with professional bodies.

• To obtain or maintain insurance policies.

• To deliver relevant content and inform marketing strategy.

• To use data analytics to improve the StrengthsCoachingOnline website, products/services, marketing, customer relationships and experiences.

• To make suggestions and recommendations about new services that may be of interest to you if you have signed up to blog posts and / or newsletters.

You can opt out / unsubscribe at any time by following the opt-out links on any blog or newsletter sent to you, by contacting StrengthsCoachingOnline direct via www.strengthscoachingonline.co.uk or contacting karen@strengthscoachingonline.co.uk.

Disclosure of your personal data to 3rd parties

• We may share this information with the parties set out below

• HM Revenue & Customs, regulators and other authorities based in the UK and other relevant jurisdictions, who require reporting of processing activities in certain circumstances.

• Occasionally StrengthsCoachingOnline may seek your permission to share your personal information with professional bodies so they can audit continuous professional development and expertise claims.

• Microsoft 365, who provide the cloud service provision which operates StrengthsCoachingOnline administration services. Microsoft’s privacy policy can be found here

• StrengthsCoachingOnline takes your privacy seriously and does not exchange, share or sell the information collected, it is used only to provide the services listed.

What is our lawful basis?

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting karen@strengthscoachingonline.co.uk.

(b) We have a contractual obligation

(c) We have a legal obligation

(f) We have a legitimate interest

HOW AND WHERE WE STORE YOUR PERSONAL INFORMATION

Your information is encrypted and stored on the C Drive of Karen Felton’s PC, backed up by an encrypted External Hard Drive and protected by Antivirus software.

It is held within Microsoft 365 for emails, Word documents, Excel spreadsheets and Adobe Reader.

Some information may be stored within a mobile phone app, for example Text messages, WhatsApp, Outlook email. The mobile phone is protected by biometric data.

How long we retain your personal information and how it is destroyed

StrengthsCoachingOnline.co.uk is committed to collecting as little information as possible for as short a time as possible. Your Personal Data is therefore retained only for as long as is necessary for the purposes set out in this Privacy Policy and to comply with HMRC and insurance providers.

StrengthsCoachingOnline.co.uk keeps an electronic record which is regularly reviewed and information deleted when it is no longer necessary or relevant to retain it.

StrengthsCoachingOnline.co.uk will keep name and contact details for prospects for 1 year, within this electronic record.

If you subscribe to our blog or newsletter, you will remain on the list until you unsubscribe.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

More information can be found here.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at karen@StrengthsCoachingOnline.co.uk and or 07546 280443 if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint at karen@ StrengthsCoachingOnline.co.uk and/or 07546 280443.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

Wesbite ownership details

This website is owned and operated by Karen Felton of StrengthsCoachingOnline.

StrengthsCoachingOnline is a sole trader organisation operating in the United Kingdom and can be contacted through the contact details provided on www.strengthscoachingonline.co.uk.

The principal place of business of StrengthsCoachingOnline is in the United Kingdom although services can also be provided within Europe.

You can contact StrengthsCoachingOnline:

By email: karen@StrengthsCoachingOnline.co.uk

Through the contact form on the StrengthsCoachingOnline.co.uk website.

By telephone on +44 7546 280443