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Confidentiality, Security, and Privacy Policy

This policy has been written for our clients and is, therefore, not intended for website users.
 

We are committed to maintaining the privacy and security of your personal information. As part of this commitment, we regularly review and update our confidentiality, security, and privacy policy to ensure its accuracy and compliance with relevant laws and regulations.

 

Any changes made to our confidentiality, security, and privacy policy will be promptly reflected within this document.

 

We encourage you to remain up to date with any modified versions of this policy to stay informed about how we are protecting your information.

 

In the event of any material changes to our privacy practices, we will notify you through the primary email address associated with your account or through a prominent notice on our coaching portal.

 

Your continued use of our services after the effective date of any modifications to the confidentiality, security, and privacy policy indicates your acceptance of the updated terms.

 

If you have any questions or concerns about our confidentiality, security, and privacy policy, please contact our Senior Leadership team:

 

Overview

At The Leadership Coaches, we recognise the paramount importance of safeguarding the confidentiality, security, and privacy of the information entrusted to us by our clients, employees, partners, and other stakeholders.

 

This commitment to protecting sensitive and personal data is not only a legal and ethical obligation but also a fundamental aspect of maintaining the trust and confidence of those who engage with our organisation. This document outlines the principles, procedures, and practices that govern the collection, storage, processing, and sharing of information within our organisation.

By adhering to these guidelines, we aim to not only mitigate risks associated with data breaches but also demonstrate our unwavering dedication to respecting the privacy of individuals and protecting the valuable assets entrusted to us.

 

If you have any questions surrounding this document, please contact a member of our Senior Leadership Team on one of the below email addresses:

 

 

Alternatively, you can call us on 03450 950 480.

Confidentiality Policy for Coaching Services:

We appreciate your trust in choosing The Leadership Coaches for your coaching services. As part of our commitment to maintaining the highest standards of confidentiality and data security, we have developed this confidentiality policy to outline how we handle and protect your personal information.

 

Data Collection:

While providing coaching services to you, we may collect the following personal information from you:

  • Contact Information: Name, email address, phone number, and other contact details.

  • Professional Information: Occupation, employer, job title, and other professional details.

  • Demographic Information: Age, gender, and other demographic details.

  • Results from psychometric assessments: Including but not limited to, leadership, strengths, and behavioural profiles.

 

Coaching Information

We/your coach may also collect and store information related to your coaching sessions, including notes, goals, progress, and other relevant details discussed during coaching. Your coach may additionally capture coaching hours as part of their professional practice and development.

 

How We Use Your Information

We use the collected information for the following purposes:

  • Providing coaching services: To deliver effective coaching sessions tailored to your needs.

  • Communication: To contact you regarding coaching appointments, updates, and other relevant information.

  • Improving services: To enhance the quality of our coaching services based on feedback and insights.

 

Information Sharing and Disclosure

We prioritise the protection of your personal information and uphold the confidentiality of your 

coaching sessions. While the details you share with us remain confidential, there are specific circumstances in which we may disclose your information:

  • With your explicit consent: We may share your information with third parties only if you provide clear consent for such disclosure.

  • Legal obligations: We may disclose your information to comply with applicable laws, regulations, or legal processes. For instance, if you are involved in criminal or legal proceedings, your coach may be required by the court to divulge details of your sessions. Additionally, we are legally bound to report acts of terrorism or money laundering.

  • Coaching supervision sessions: Your coach participates in a minimum of three supervision sessions annually with a qualified supervisor. These sessions involve discussions about client work, which may include topics you've disclosed. Rest assured, this information remains completely confidential and anonymous. This practice allows your coach to monitor and enhance their professional effectiveness and ethical standards.

  • To protect you/others: In exceptional circumstances, your coach may choose to disclose information if there is an immediate danger or serious harm to you or someone else, and they feel ethically compelled to intervene. However, whenever possible, your coach will attempt to discuss the situation with you first.

 

Data Storage:

  • All client data is securely stored using industry-standard encryption protocols.

  • Data is stored on secure servers to prevent unauthorised access.

 

Data Retention:

  • Client data is retained for the duration of the coaching engagement plus 18 months (should you, the client, wish to re-engage your coach during this time).

 

Data Deletion:

  • Upon the conclusion of our coaching engagement or upon your request, all personal data will be promptly and securely deleted.

  • If there are legal or regulatory requirements to retain data for a longer period, we will inform you of the necessity and the extended retention period.

Access Control:

  • Access to client data is restricted to authorised personnel directly involved in providing coaching services, administration, or quality control.

  • All personnel are trained on the importance of confidentiality and data security.

 

Communication Security:

  • All electronic communication, including emails and online platforms, is conducted using secure and encrypted channels.

 

Client Rights:

You have the right to:

  • Access: Request access to your personal information.

  • Rectification: Update or correct inaccuracies in your personal information.

  • Erasure: Request the deletion of your personal information.

  • Portability: Receive a copy of your data in a structured, machine-readable format.

 

Contact Information:

  • If you have any questions or concerns about the confidentiality of your data, please contact our Data Protection Officer at zoe@theleadershipcoaches.co.uk.

 

Client Consent for Case Studies:

As part of our commitment to continuous improvement and the development of our coaching services, we occasionally create anonymous case studies based on the experiences of our clients.

These case studies may be used for educational purposes, shared on our website, and social media platforms, or presented to prospective clients. The creation and use of such case studies can provide valuable insights and learnings for the coaching community.

 

Client Consent:

We value your privacy, and your consent is important to us. Before using any information from client forms, such as those you will be asked to complete via our coaching portal, for the purpose of creating anonymous case studies, we seek your explicit opt-in consent. This means that we will only proceed with creating case studies if you grant us permission.

Opt-In Process:

  • During our coaching engagement, we may request your consent to use information from our sessions to create anonymous case studies.

  • You have the option to either grant or deny permission. Granting permission is entirely voluntary, and it will not impact the quality or continuity of our coaching services.

Use of Case Studies:

  • If you grant us permission, the information used for case studies will be anonymised to protect your identity and confidentiality.

  • Case studies may be shared on our website, social media platforms, and in promotional materials as illustrative examples of coaching experiences.

No Obligation:

  • It is important to note that you are under no obligation to grant us permission to use your information for case studies.

  • Your decision to participate or not will not affect the confidentiality of our coaching sessions, and your privacy will remain our top priority.

Revoking Consent:

  • You have the right to revoke your consent at any time. If you choose to do so, any case study materials that have either not yet been published or have been published will be promptly withdrawn.

  • We respect your right to control the use of your information, and we appreciate your understanding and cooperation in enhancing the coaching experience for both our current and prospective clients.

Security Policy:

The Leadership Coaches ("we," "us," or "our") recognises the paramount importance of safeguarding your data and ensuring the security and confidentiality of the information entrusted to us.

 

This Security Policy outlines the comprehensive measures and practices we have implemented to protect your data as a UK-based coaching provider, in compliance with the General Data Protection Regulation (GDPR) and other applicable data protection laws.

1. Data Security Measures

1.1 Encryption

To fortify the security of the data transmitted between you and our coaching platform, we utilise industry-standard encryption protocols. This ensures that your personal and coaching information remains confidential and is safeguarded from unauthorised access during transit.

 

1.2 Data Storage

Your data is securely stored on servers located within the United Kingdom, adhering to GDPR requirements. Access to this stored data is strictly restricted to authorised personnel, and multiple layers of security controls are in place to ensure the integrity and confidentiality of the information.

2. Access Controls

2.1 User Authentication

Our coaching platform employs robust user authentication mechanisms, including multi-factor authentication, to ensure that only authorised individuals have access to your coaching data. This includes the use of secure usernames and passwords, adding an extra layer of protection.

 

2.2 Role-Based Access

Access to coaching information is limited based on roles and responsibilities. Coaches and our Senior Leadership Team are granted access only to the information essential for the fulfilment of their duties. This role-based access control enhances the overall security posture of our platform.

3. Physical Security

3.1 Data Center Security

Our hosting facilities maintain stringent physical security measures. These measures include 24/7 surveillance, access controls, and environmental controls to mitigate the risk of unauthorised physical access and protect against potential threats.

 

4. Data Processing Transparency

4.1 Data Processing Agreement (DPA)

In alignment with GDPR requirements, we establish Data Processing Agreements with all relevant third-party service providers. These agreements ensure that these service providers adhere to the same high standards of data protection and security.

 

4.2 Data Minimisation

Our data collection and processing practices follow the principle of data minimisation. We only collect and process the minimum amount of personal information necessary for effective coaching services, and we do not retain data for longer than required for the specified purposes.

5. Incident Response and Reporting

5.1 Incident Monitoring

Our systems are under continuous monitoring for any unusual activity that may indicate a security incident. This proactive approach allows us to identify and respond to potential security threats promptly.

 

5.2 Incident Response

In the event of a security incident, we have a robust incident response plan in place. This plan includes measures to contain, investigate, and remediate the incident promptly, minimising any potential impact on your data.

5.3 Notification

In the unfortunate event of a data breach that poses a risk to your rights and freedoms, we commit to notifying the Information Commissioner's Office (ICO) and you, as required by law.

 

6. Compliance

6.1 GDPR Compliance

Our commitment to data protection is reflected in our adherence to the principles and requirements of the GDPR. This includes the implementation of data protection impact assessments, privacy by design and default, and other relevant provisions to ensure compliance with the regulation.

 

7. Client Responsibilities

7.1 Confidentiality

While we employ advanced security measures, we encourage you to play a role in enhancing the overall security posture. Maintaining the confidentiality of your login credentials and other sensitive information related to coaching services adds an extra layer of protection.

 

8. Policy Updates

We understand the dynamic nature of technology, industry best practices, and legal requirements. As a result, we reserve the right to update this Security Policy to reflect these changes. We are committed to keeping you informed of any material changes to ensure transparency and trust in our security measures.

 

By engaging in coaching services with us, you acknowledge that you have read, understood, and trust in our commitment to maintaining the security and confidentiality of your information. We prioritise your data protection and security to provide you with a safe and trusted coaching experience.

Privacy Policy:

This Privacy Policy outlines the information we collect from clients, how we use it, and the choices you have regarding your personal data. By engaging in coaching services with us, you agree to the terms outlined in this policy.

1. Information We Collect:

a. Personal Information:

We collect personal information such as your name, contact details, professional background, and any other information necessary for effective coaching.

 

b. Communication Data:

We may collect information regarding your communication with our coaches, including email correspondence, session notes, and other records that help in providing tailored coaching services.

 

c. Payment Information:

If you choose to engage in paid coaching services, we collect payment information necessary for processing transactions securely.

 

2. How We Use Your Information:

a. Providing Coaching Services:

We use your personal information to provide personalised coaching services, tailored to your professional goals and needs.

 

b. Communication:

We use your contact information to communicate with you regarding scheduling, session reminders, and any other coaching-related matters.

 

c. Improving Services:

We may analyse anonymised and aggregated data collected through quality review calls and mid- and end-point feedback to improve our coaching services and better understand the needs of our clients.

 

3. Data Security:

a. Confidentiality:

Your coaching sessions are confidential. Information shared during coaching sessions is 

protected and will not be disclosed to third parties, except as required by law.

 

b. Data Encryption:

We employ industry-standard encryption methods to secure your personal and payment information during transmission and storage.

 

c. Access Controls:

Access to your personal information is restricted to authorised personnel who require the information to provide coaching services.

 

4. Data Retention:

a. Session Data:

Session data, including notes and communication records, will be retained for a reasonable period to ensure continuity and effectiveness of coaching services.

5. Your Choices and Rights:

a. Access and Correction:

You have the right to access and correct your personal information. You can request access to your data or update information by contacting us.

 

b. Withdrawal of Consent:

You have the right to withdraw your consent for the processing of personal information. Please note that this may impact the continuity of coaching services.

 

6. Third-Party Disclosure:

a. Service Providers:

We may use trusted third-party service providers to assist in providing coaching services. These providers adhere to strict data protection standards.

 

7. Updates to the Privacy Policy:

a. Notification:

We may update this Privacy Policy periodically. Changes will be communicated through appropriate channels, such as email or via our coaching portal.

 

8. Contact Information:

If you have any questions or concerns about our Privacy Policy, please contact us directly either by telephone or email.

 

By entering a coaching relationship with The Leadership Coaches, you agree to the terms outlined in this Confidentiality, Security, and Privacy Policy.

 

We assure you that your personal information will be handled with the utmost care and in accordance with applicable data protection laws.

 

Sincerely,

The Leadership Coaches

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