Our business contact details: 

E-mail: carla@carlajones.uk

The type of personal information we collect: 

• We currently collect and process the following information:
• Personal identifiers and contacts, which include names and contact information such as email addresses and mobile/phone numbers and payment details. 
• If the contract is with your employer, their contact details, payment details, your job description and information relating to your employed role. 
• Where and only if relevant, contact details of other practitioners you are seeing.
• Summary notes made from coaching discussions.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• You complete an inquiry form via our website requesting we make contact to discuss the coaching services we provide. 
• You complete an inquiry form in person requesting we make further contact to discuss the coaching services we provide.
• You send a message via email to our email address requesting we make further contact to discuss the coaching services we provide.
• You make a phone call to us and provide us with your relevant personal information in relation to the coaching services we provide, followed by an email to confirm the inquiry.
• You agree a contract with us for us to provide coaching services.
• You provide information during coaching sessions that may relate to different areas of your life which, through the coaching process, you consider and make your own choices on how to move forward towards your own goals.
• We use the information that you have given us to maintain contact with you throughout the period of our providing coaching services for you.
• You make payment for our coaching services.

We also receive personal information indirectly, from the following sources in the following scenarios:

• If your employer has requested, and with your consent, we provide coaching services for you as an employee of their organisation, then your employer may provide relevant personal information for us to progress with the coaching services contracted with your employer. This may include your job description and information about your employed role.
• A third-party healthcare professional, for example a mental health professional, may wish to discuss the approach to coaching and may request that you agree with them being kept informed of the coaching progress if it was deemed relevant and appropriate. No information will be kept in relation to other services that you may be accessing. 

We engage in training and continuing education pursuing and/or maintaining The Coaching Academy and the International Coach Federation accreditation and Code of Ethics. This process may require the names and contact information of all Clients for verification by accrediting bodies. Only your name, contact information and start and end dates of coaching will be shared with relevant staff members and/or other parties involved in this process for the sole and necessary purpose of verifying the coaching relationship, no personal notes will be shared. According to the ethics of our profession, topics may be anonymously and hypothetically shared with other coaching professionals for training, supervision, mentoring, evaluation, and for coach professional development and/or consultation purposes.

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

(a) Your consent

You have full choice and control over the personal information that you share within a coaching relationship or have asked others to share with us. We will regularly review your consent to check that you are happy with the relationship, the processing and the purposes of coaching. We will keep a record of your consent and update this as and when requested by you. We will regularly discuss with you your preferred ways of contact and communication for coaching to be provided and use contact mediums that you have opted-for during the contracted services. 

We will not disclose any of your information without your written consent unless there is a legal or safeguarding duty to do so. Please refer to our contract for further details on clauses relating to legal and safeguarding. 

We may record summary notes of your coaching sessions, with your consent, and these will always be available to you if requested.  

You can remove your consent at any time. You can do this by contacting Carla Jones in writing by letter or email to our business address contact details at the start of this notice. We will act on withdrawals of consent as soon as we are able to do so. 

There are no third-party controllers who will rely on consent. 

(b) We have a contractual obligation

We need to process your personal data:

• to deliver a contractual service to you, or your employer; or
• because you have asked us to do something before entering a contract (for example, provide a quote for services).

The personal data we collect will be appropriate and necessary for us to be able to maintain contact with you during the provision of coaching services.

We have a lawful basis for processing personal data outlined in this privacy notice if: 

• we have a contract with you, or your employer, and we need to process your personal data to comply with our obligations under the contract.
• we have a contract with you, or your employer, and we need to process your personal data so that you or they can comply with specific counter-obligations under the contract.
• we have not yet agreed a contract with you, or your employer, but you/they have asked us to do something as a first step (for example, provide a quote) and we need to process your personal data to do what you/they ask. This applies even if you/they do not actually go on to enter into a contract with us, as long as the processing was in the context of a potential contract with you/them. 

Note that, we will always provide a contract to be formally signed. 

However, for information purposes, in the context of contractual obligations a contract does not have to be a formal signed document, or even written down, as long as there is an agreement which meets the requirements of contract law. Broadly speaking, this means that the terms have been offered and accepted, we both intend them to be legally binding, and there is an element of exchange (usually an exchange of goods or services for money, but this can be anything of value). However, this is not a full explanation of contract law, and if in doubt you should seek your own legal advice. 

(c) We are not relying on the lawful basis of having a legal obligation, a vital interest, the need to perform a public task or having a legitimate interest to process your personal information.

How we store your personal information 

Your information is securely stored. 

Most of your information will be held electronically in a secure cloud-based system, such as Microsoft Office 365, in password protected folders to which only Carla Jones has access. This will be stored in the United Kingdom (UK) under UK GDPR. Paper documents will only be held if electronic format is not possible, albeit all documents will be scanned and uploaded where possible. If any paper documents are held then these will be in a locked cabinet at the business address. 

We keep your contact details and summary notes from coaching sessions for a retention period of 6 years. We will then dispose of your information by deleting all electronic files and folders which hold your information and shredding all documents, if paper documents exist.

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 withdraw to consent to processing – You have the the right to withdraw your consent 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 to us to another organisation, or to you, in certain circumstances.

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 carla@carlajones.uk 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 to us at Carla Jones Coaching via carla@carlajones.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