Privacy Policy

Summary

Women in Business Coaching is a trading name of HRM People Consultancy Ltd. The company is committed to protecting your privacy and will process your personal data only in accordance with relevant data protection legislation and good data processing practice. Confidentiality will always be paramount.

At Women in Business Coaching, we collect and use your personal data for various reasons such as to provide you with information on our services, to promote our services, to deliver effective workshops and coaching programmes and to enhance your user and participant experience.

In most circumstances your data will be held by us as a “Data Controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you about the holding of information in this privacy notice. We may update this notice at any time.

On projects where we are appointed as a supplier of a service, we may act as the "Data Processor" and not the "Data Controller", and will be required to process data in line with the suppliers' policy in relation to GDPR. 

In this Privacy Notice, we tell you about Women in Business Coaching personal data processing and provide information on how we use personal data about you in specific situations such as when booking workshops or coaching programmes, for marketing of our services to you, for promotion of Women in Business Coaching resources, when you visit the www.womeninbusinesscoaching.co.uk website ("Website") or when you attend events and or access  services that we provide both as an individual or as a representative of your organisation or an organisation who we are collaborating with.

This Privacy Notice contains the following information:

·  Why we process your personal data

·  How and what kind of information we collect about you

·  How we use the information about you

·  How long we store information on you

·  What are cookies and how they are used on this website

·  How we protect your information

·  What are your rights related to personal data processing

·  What to understand before clicking links to third party websites

·  Updates to this Privacy Notice

·  How to contact us

Why we process your personal data

It is necessary to retain data on clients in order for us to fulfil contractual obligations and hold data for legitimate business needs. We will only retain data which we reasonably require and for a period which is reasonably necessary. We will not disclose your data to the third parties unless you have consented for us to do so or we are otherwise required to do either contractually or under another law or enactment.

Most personal data processing by Women in Business Coaching is necessary in order for us to provide you with our services or information about those services. By providing us with your personal data we may be able to:

·  Enter into a coaching relationship with you

·  Process payments for services

·  Provide information about our services

·  Share news

·  Share resources and event information

We also use your data to develop, enhance and personalise your whole experience; maintain and develop our customer relationship with you; and communicate with you more efficiently.

How and what kind of information do we collect about you?

We primarily collect personal data directly from you. You may provide us with data for example:

·  by contacting us with an enquiry via our website;

·  feedback or testimony, as a current or former client;

·  when you register as a member on our website;

·  when attending or registering to attend one of our events or booking an introduction call;

·  when subscribing to our newsletters or other material, commenting on or discussing any content on the Website or social media, or downloading or uploading material;

·  when we come into contact and exchange details at an external event, i.e. networking.

The types of personal data we collect on you typically include information such as:

·  your identification and contact details, such as your name, email address and telephone number;

·  your company details, such as name, web URL, address;

·  case studies, testimonies, reviews and your feedback about our services;

·  information on the customer relationship, such as communication preferences i.e. member, customer, subscriber;

·  topic and content of your specific online enquiry; 

·  technical information, such as your IP address;

·  details of the services you have purchased;

·  coaching notes, files and information relating to your coaching programme as collected via various client forms.

It is always up to you whether you want to give personal data to us as an individual. If you choose not to do so, please note that we might not be able to carry out an action you have requested. We may not be able to, for example, register you as a user, facilitate your coaching programme, or provide you with our services.

Our main legal basis for processing your information are consent and / or contract. However, the basis may change depending on our relationship. 

Client and business data is stored within a GDPR compliant GoDaddy.com account.  Some data on current clients that we are actively working with is also stored on our mobile telephones which are also password encrypted.  If our coaching is carried out via Skype, Zoom or Google Meet or a similar communication application, contact data will be stored within the application for the duration that we are actively in a coaching relationship.

When necessary, we may also use cookies and related technologies provided to us by third parties, and create new information by analysing the data we already have on you. More information about cookies is provided below in the section “How we use cookies on our website”

We reserve the right to change the systems in which data is stored without notification to another equivalent system but at all times we will ensure the appropriate security of your data and GDPR compliance.

How we use the information about you

How we use information on you depends on why the information was originally collected. To give you an idea of how we process personal data, we have included some examples below. 

In general, we tend to use your personal data especially for the following purposes: 

·  to fulfil the contract we have entered into with you;

·  to comply with any relevant legal obligations;

·  Where it is necessary for our legitimate interests and your interests and fundamental rights do not override those interests.

·  to invite you to our events;

·  to evaluate our events;

·  to inform you of latest online resources and our activity; 

·  to deliver services;

·  to conduct surveys;

·  to secure and optimise the website experience;

·  to provide marketing communication;

·  to otherwise enable us to fulfil our legal and contractual obligations.

We may also use your personal information in the following situations, which are likely to be rare:

·  Where we need to protect your interests (or someone else’s interests).

·  Where it is needed in the public interest (or for official purposes).

Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.
In certain circumstances listed above, we hold your data to market other services to you, send you inspirational blogs, or send you information that we think may interest you. We have a legitimate business interest in retaining your data for this purpose, but you may ‘opt out’ of receiving these types of communication from us.

If you fail to provide certain information when requested, we may not be able to perform the contract we have entered with you or we may be prevented from complying with our legal obligations.

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

How long we store information on you

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.
In respect of client data, you can expect us to hold data relating to your instructions for a period of seven years after completion of the last coaching interaction. The reason for this is that the Limitation Act 1980 typically provides that legal proceedings for breach of contract or negligence can be brought up to six years after the events. We therefore have a legitimate business interest in retaining the data should any subsequent legal proceedings ensue.

Given the nature of our services clients often return to us with repeat instructions within weeks, months or years of contacting us in the first instance. The seven-year period referred to above will start from the last contact we had with the client, third party or supplier, to ensure we are able to assist as and when we need to. Should you not contact us for seven years, we will confidentially destroy all data held for you.

How we use cookies on our website

Most websites use cookies in order to make them work, or to work more efficiently, as well as to provide information to the owners of the website. They help us to understand how our customers and potential customers use our website so we can develop and improve the design, layout, content and function of the site. Cookies are small text files that are placed on your computer’s hard drive by websites that you visit. They save and retrieve pieces of information about your visit to the website – for example, how you entered the site, how you navigated through the site and what information and documentation was of interest to you. This means that when you go back to a website, it can give you tailored options based on the information it has stored about you on your last visit.

Some of our cookies are used to simply collect information about how visitors use our website and these types of cookies collect the information in an anonymous form.

The rules about cookies on websites have recently changed. If you are uncomfortable with the use of cookies, you can disable cookies on your computer by changing the settings in the preferences or options menu in your browser. You can set your browser to reject or block cookies or to tell you when a website tries to put a cookie on your computer. You can also delete any cookies that are already stored on your computer’s hard drive. However, please be aware that if you do delete and block all cookies from our website, parts of the site may not then work. This is because some of the cookies we use are essential for parts of our website to operate. Likewise, you may not be able to use some products and services on other websites without cookies.

To find out more about cookies, including seeing what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org. 

If you do not wish to accept cookies from our website, please leave this site immediately and then delete and block all cookies from this site.   

How we protect your information

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Details of these measures may be obtained directly from us connect@womeninbusinesscoaching.co.uk.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

The transmission of information via the internet is not completely secure. We cannot guarantee the security of your data transmitted online and transmission is made at your own risk. If you communicate with us by email then you assume the risks of such communications being intercepted, not received or delivered, or received by individuals other than the intended recipient.

Your rights related to personal data processing

You may access and amend your contact preferences at any time by emailing us at connect@womeninbusinesscoaching.co.uk or by clicking the unsubscribe button at the bottom of our marketing emails, or if you are a registered member, by logging into your account on our website.

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.

You have the right to have a copy of the personal data we hold about you and request that we erase or rectify any erroneous, unnecessary, incomplete or obsolete personal data. You can do that by contacting us at connect@womeninbusinesscoaching.co.uk

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please e-mail connect@womeninbusinesscoaching.co.uk.  Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

Please note that where you ask us to erase, correct, object to process or seek to restrict our processing of data, we may refuse your request where we have a legal obligation, contractual or other legitimate business interest to refuse your request. If we refuse your request then we will notify you of this refusal and you will have the right to appeal.

You have a number of other rights as a data subject. Information on all your rights as an individual whose data we process are available here: https://ico.org.uk/your-data-matters/

You may use the rights described above and/or express any concern you might have about our use of your personal data by contacting us directly.

If, however, you believe that we not been able to assist with your complaint or concern, you have the right to make a complaint with the Information Commissioners Office. 

Telephone: 0303 123 1113

Post: 

Customer Contact

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

SK9 5AF

Further information is available on the ICO website: https://ico.org.uk/make-a-complaint/

If you make a complaint then we will respond to let you know how your complaint will be handled.

What to understand before clicking links to third party websites

Our website may contain links to third party websites. Please note that Women in Business Coaching is not responsible for the privacy practices or contents of any such third-party website. Since this Privacy Notice only applies to our service/website, you should read the privacy notices of other websites when you open them.

Updates to this Privacy Notice

We may update this notice at any time and may provide you with further notices on specific occasions where we collect and process personal data about you. You should check this notice regularly to take notice of any changes, however where any change affects your rights and interests, we will make sure we bring this to your attention and clearly explain what this means for you.

How to contact us?

If you have any questions or comments regarding this notice or you wish to exercise any of your rights, you should contact us at connect@womeninbusinesscoaching.co.uk

This Privacy Notice was last updated on 15th January 2023.