Coaching with Dr Fiona Day is proven to deliver a +17.4% improvement in outcomes: BMJ Leader 12/23 | BMJ Leader 03/24 | BMJ Leader 04/24
Privacy, Confidentiality, Research, Cybersecurity, Inclusion & Business Continuity Policies
Last updated 27.06.24
Fiona Day Consulting LTD ‘Coaching Company’; Company Registration Number: 11472564
You, a current, former or prospective Client (‘Client’) of Fiona Day Consulting LTD, have a right to be informed about how the Coaching Company processes your data, and to be clear about its position on confidentiality, cybersecurity and diversity and other matters. Please check this website link on a regular basis to check for any updates.
Fiona Day Consulting LTD provides psychologically-informed leadership and career coaching and mentoring services, training and supervision for the purposes of professional development of individuals, teams and groups. The Company does not provide Services relating to psychological therapy, medical care or personal counselling.
PRIVACY
The Coaching Company takes your privacy and confidentiality seriously and will only use your personal information to administer your account and provide the products and services you have requested from the Company.
Fiona Day Consulting LTD is registered as a Data Controller with the Information Commissioner’s Office for data protection purposes (registration ZA459178), and Fiona Day (‘the Coach’) is the Data Protection Officer. The Coaching Company complies with the Data Protection Act 1998, Privacy and Electronics Communications Regulations 2003, and the General Data Protection Regulation 2018. The Company continues to ensure it is up to date with any changes relating to the UK-EU Trade and Cooperation Agreement (Brexit).
All current, former, and prospective client, organisational, and supervisee information is kept securely. The Coaching Company keeps the minimum of notes, and stores them securely until 5 years after the relationship with the Client has ended in line with its insurance policy requirements. If your data has been collected electronically it is kept on password protected devices and/ or on secure GDPR compliant cloud based servers[1]; for paper notes of your Consultation or coaching sessions the data is kept in a locked filing cabinet during the course of the Coaching relationship following which it is scanned electronically and kept securely for a period of 5 years as per above. After 5 years all Clients’ files are permanently deleted and / or securely shredded to recognised standards. For prospective Clients who have a Consultation only but do not proceed to a coaching relationship, all electronic or paper records will be deleted and/ or securely shredded after a maximum period of one year. The Coach and the Coaching Company retains anonymised notes and anonymised evaluation data as part of the Coach’s reflective practice; the Coach uses first names only in their personal supervision notes, and in any paper diary.
The Coaching Company does not sell your data to any third party. The lawful basis for processing your data usually relates to either consent or contract. The Coaching Company has signed up to the Personal Information Promise of the Information Commissioner’s Office.
Fiona Day Consulting LTD may use administration assistants with general administration duties and for podcast media recording. Any such third parties will be GDPR compliant and registered with the Information Commissioners Office.
The Coaching Company may collect anonymised information on the use of its website and social media sites in order to understand its Clients’ needs better. The Coaching Company uses a number of GDPR-compliant third party software applications (apps) in order to schedule and conduct appointments online, manage invoicing and contracting, deliver Services, and to manage email newsletter subscriptions. No videoconference facility can provide absolute security, all Clients the opportunity to use Zoom when working online with individual meeting specific passwords and a high level of data security[2]; the Coach will use other videoconferencing platforms of your choice if you prefer but neither the Coach nor the Coaching Company can guarantee absolute security from any online platform.
You have rights as a data subject, and can unsubscribe from the Coaching Company’s newsletter at any time. You can ask for a copy of any notes or records held by the Coaching Company regarding yourself, and the Coaching Company will respond within 28 days.
You can make a complaint regarding how the Coaching Company processes your data with the Information Commissioner’s Office. Any data breaches will be reported to the Information Commissioner’s Office within 72 hours.
This privacy notice tells you what to expect us to do with your personal information.
Contact details
Telephone
44 7913 917330
fiona@fionadayconsulting.co.uk
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
- Names and contact details
- Addresses
- Purchase or account history
- Payment details (including card or bank information for transfers and direct debits)
- Account information
- Records of meetings and decisions
- Information relating to compliments or complaints
- Next of Kin details for emergencies Job role and employer
We also collect or use the following information to provide services and goods, including delivery:
- Gender
- Age
- Racial or ethnic origin
We collect or use the following information for service updates or marketing purposes:
- Names and contact details
- Marketing preferences
- Records of consent, where appropriate
We collect or use the following information for research or archiving purposes:
- Names and contact details
- Location data
- Recorded images, such as photos or videos
- Call recordings
- Personal information used for administration of research
- Personal information used for the purpose of research
- Records of consent, where appropriate
We collect or use the following information to comply with legal requirements:
- Name
Lawful bases
Our lawful bases for collecting or using personal information to provide services and goods are:
- Consent
- Contract
- Vital interests
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
- Consent
Our lawful bases for collecting or using personal information for research or archiving purposes are:
- Consent
Our lawful bases for collecting or using personal information for legal requirements are:
- Contract
Where we get personal information from
- People directly
How long we keep information
5 years.
Who we share information with
Data processors
Russell Smith Accountants
This data processor does the following activities for us: Processes accounts and payroll.
Various GDPR compliant software based data processors ‘apps’
This data processor does the following activities for us: Manage backoffice functions eg contracts, providing a learning platform, cloud data storage, managing email marketing lists – please ask for a current list.
Others we share personal information with
- Professional or legal advisors, podcast producer
Sharing information outside the UK
Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place. Please contact us for more information.
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 data.
Your right to rectification – You have the right to ask us to rectify personal data 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 data in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.
You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
CONFIDENTIALITY
The Coach understands that discretion and confidentiality are extremely important to their clients and they take great care to provide a safe and confidential service within the limits of the law. In line with the Coach’s professional accountability ethics, if the Coach has concerns about your or someone else’s welfare or Fitness to Practice or threats of serious harm to the Coaching Company or Coach, they will endeavour to discuss this with you in the first instance to agree a course of action with you. The Coach will always make every effort to discuss any concerns with you in person or by phone, and will normally only contact another party as a last resort.
Neither the Coach nor the Coaching Company will release any notes, emails or any documents which you have shared without either your written agreement or a Court Order.
For clients in a 1:1 coaching programme, contact details of your Next of Kin are requested in case of an emergency. By signing our coaching Agreement, you agree to the Coach contacting your Next of Kin in the unlikely event that the Coach is very concerned about your wellbeing and is unable to gain sufficient assurance from you that you are seeking appropriate help.
If your employer is paying for your 1:1 coaching sessions, neither the Coach nor the Coaching Company will release any information to your employer other than to confirm the number and/ or dates and times of sessions which have been attended, unless we have agreed otherwise in writing.
If you are working with the Coach in a group or team coaching partnership, the Coach may feedback information you have shared with the rest of the group/ team – this will be anonymously and in the format of general themes or issues, rather than as information attributable to you personally. Please ask the Coach before sharing information if you are unsure.
Participating in coaching supervision is an essential part of ethical practice: the Coach’s own supervisors are fully qualified and also adhere to confidentiality agreements with the Coach. In addition, the Coach will use your first name only if the Coach is discussing you in Supervision.
If the Coach unexpectedly meets you outside of the coaching relationship in a social or professional setting, the Coach will always do their best to not acknowledge you and to wait for you to speak should you wish to, understanding that you may not wish to acknowledge or speak to the Coach in a non-coaching context. If it is appropriate, the Coach will remove themselves from the situation, and will maintain your confidentiality at all times.
ENGAGING IN COACHING RESEARCH PROJECTS
Fiona Day Consulting LTD collaborates with leading coaching researchers from time to time. If we have agreed that you the Client wish to become involved in a coaching research project, there will be specific additional consent processes relating to this which cover aspects of privacy and confidentiality. Any research projects which the Coach or the Coaching Company engages with will have passed relevant research ethic approval processes.
CYBERSECURITY
Fiona Day Consulting LTD undertakes an annual cybersecurity risk assessment using the IASME Cyber Essentials process covering the UK Government recommended minimum standards. This was last undertaken on 12.6.24, please ask if you would like to see it. Two-factor authentication for cloud-based servers are always used where these are available.
INCLUSION AND BELONGING
Fiona Day Consulting LTD is committed to promoting diversity and inclusion, to reducing inequality, and to ensuring that all current, past and potential Clients feel that they can belong and relate to the services provided. Fiona Day Consulting LTD is committed to ensuring equity of access and service provision to Clients from all backgrounds and characteristics including Race, Sex, Disability, Sexual Orientation, Religion or Belief, Gender Reassignment, Age, Marriage and Civil Partnership and Pregnancy and Maternity.
Fiona Day Consulting offers a neurodiversity-affirming coaching practice which built upon the understanding that an individual’s disability emerges from the interaction between their characteristics and their environment and understands that neurodivergent individuals have unique strengths and valuable perspectives to contribute to society.
BUSINESS CONTINUITY
Due to the highly specialised nature of the Coach’s work, she does not routinely work with Associates. In line with her own ethical practice Fiona has arrangements in place with other suitably qualified Coaches or Chartered Coaching Psychologists to ensure that processes are in place in the event of her prolonged absence from the workplace.
OTHER
The Coach abides by the European Mentoring and Coaching Council (EMCC)’s code of ethics, the EMCC Diversity and Inclusion Declaration, and by the British Psychological Society’s Codes of Ethics and Conduct. Fiona Day Consulting LTD abides by the Advertising Standards Authority’s Guidance on the use of Testimonials. The Coaching Company or the Coach is happy to answer any further questions regarding your privacy, confidentiality, cybersecurity, inclusion, business continuity or any other matter.
[1] Microsoft One Drive
[2] Zoom
