Research Coach Privacy

Policy Purpose of this Privacy Policy

We are committed to protecting your personal information and to being transparent about the information we hold about you and how we use it. The purpose of this policy is to give you a clear explanation of how we collect and process your personal information, including any data that you may provide through our website, via personal correspondence, or when registering as a new client or participating in consultancy projects.

It is important that you carefully read this privacy policy (and any privacy statements we may provide on specific occasions when we are collecting personal information about you) so that you are aware of how and why we are using your personal information.

We will use information that we collect about you in accordance with

The Data Protection Act 1998
The Privacy and Electronic Communications (EC Directive) Regulations 2003
The EU General Data Protection Regulation (Regulation EU 2016/679), (‘GDPR’) which becomes effective from 25 May 2018

1. Who we are

Research Coach provides specialist professional development coaching and consultancy services to the Higher Education Sector. Our services include the provision of one-to-one professional development coaching and group training workshops for researchers, academics and Higher Education professionals, and consultancy services for universities and other research organisations.

2. Personal information

Personal information means any information about an individual from which that person may be identified. It does not include data where the identity has been removed, i.e. anonymous data.

We may collect Personal information means any information about an individual from which that person may be identified. It does not include data where the identity has been removed, i.e. anonymous data.

We may collect, use and store the following information about you:

Identity Data: Including title(s), name and last name
Contact Data: Including billing address, email address and telephone numbers.
Transactional Data: Including details about payments to and from you.
Marketing and Communications Data: Includes your preferences in receiving communications from us.
Session Notes: Includes any handwritten or digital notes from coaching/training/interview/focus group sessions.

3. How we collect your data

Most of the personal information we process is provided to us directly by you. When you register as a client, enquire about our services via our website, use our online booking system (Microsoft Bookings) or consent to participate in a consultancy projects, we will store the personal information you give to us such as your name, email address, postal address, telephone number. We will also keep a record of the services and products you receive from us.

Session notes are typically taken during the course of one-to-one or group coaching sessions or through consultancy activities such as interviews and focus groups. Session notes are treated strictly as confidential in accordance with the Global Code of Ethics for Coaches and Mentors.

4. The lawful basis for processing your data

The lawful bases for processing your data, as set out in Article 6 of the UK GDPR, are:

Your consent. You are able to remove your consent at any time. You can do this by contacting Natalie.James@researchcoach.co.uk
We have a contractual obligation.
We have a legal obligation
We have a legitimate interest

5. How we may use your data

We will only use your personal information when the law allows us to. Most commonly we will use your information as follows

Where we need to perform the contract we are about to enter into or have entered into with you (such as correspondence regarding bookings and any other client specific correspondence) and/or your organisation.
Where we need to comply with a legal or regulatory obligation.
For occasional correspondence via mailing lists to keep you informed of topics, events and information that may be of interest to you. We will give you an opportunity to opt out of receiving any such communications when first registering as a client. If you do not opt out, we will provide you with an option to opt out in every mailing list email we send subsequently. You have the right to withdraw consent at any time by contacting us.
Session notes are compiled to inform discussions with you and to record themes discussed. These are treated as strictly confidential and personal information recorded will not be used for any purpose other than to perform and deliver the contract entered into.

6. Disclosure of your details to third parties

We do not share or sell your personal information with any third parties. The only exception being a referral to another recommended service provider, but this will only be carried out with your expressed permission.

7. Security of your personal information

We have put in place appropriate safeguards (both in terms of our procedures and technology we use) to ensure your personal information is kept as securely as possible. Names, electronic session notes and all contact details including email addresses, postal addresses and telephone numbers are stored in password-protected software on a password-protected computer and in password secured, cloud-based applications. Any hard copy notes are stored in a locked filing cabinet.

8. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purpose we collected it for, including to satisfy any legal, accounting or reporting requirements. For compliance with insurance regulations, session notes are retained and securely stored for 7 years.

9. Your Legal Rights

(Under certain circumstances) you have rights under data protection laws in relation to your personal information as follows:

You have the right to request a copy of the personal information that we hold about you
You have the right to request that we correct the personal information we hold about you.
You have the right to request that we delete or remove personal information where there is no good reason for us to retain it. Please note that we may not be able to comply with your request if there is a legitimate legal or insurance reason – this will be notified to you at the time of your request.
You have the right to request that we transfer your personal information to you or a third party.
You have the right to withdraw consent for the use of your contact information for any correspondence regarding topics/ events/ information of general interest or marketing correspondence
You have the right to ask us to restrict the processing of your personal information in certain circumstances.
For all of the above scenarios, please use the contact details provided at the end of this policy document.

10. Notification of changes to our privacy policy

This privacy policy may be changed from time to time. We will communicate any changes to our clients where appropriate and where we have accurate contact details. Please visit the Research Coach website to view our latest privacy policy.

11. Contact details

Please contact us if you have any questions regarding any aspect of our privacy policy or about the information we hold about you or if you wish to change your contact preferences: Natalie.James@researchcoach.co.uk

12. Complaints

If you have any concerns about our use of your personal information, you can make a complaint to us at Natalie.James@researchcoach.co.uk
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