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. 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 for individuals and groups. 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. The Company does do not provide Services relating to psychological therapy, medical care or personal counselling.
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 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; 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 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 an administration assistant with filing and record management and will ensure they are trained in Information Governance and confidentiality as a data processor.
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; 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.
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 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.
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 5.4.23, please ask if you would like to see it. Two-factor authentication for cloud-based servers 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.
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 or diversity.