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Privacy Policy & Data Protection

 

Privacy Policy - Conscious Clarity

01/02/24, V1.2

 

Privacy Policy - Conscious Clarity

Scope

When you trust us with your personal information, we take our responsibility to protect it very seriously. We respect your privacy and your rights to control your personal information. With that in mind, we want to be clear about the information we collect and why, and how we store and protect it.

We will never sell your personal information to third parties.

About us

This privacy notice applies to all personal information processing activities carried out by Conscious Clarity Limited. Conscious Clarity is the data controller in respect of personal information that we process in connection with our business.

Our principal address is Suite 3, Dukes House, 4-6 High Street, Windsor, SL4 1LD

We can be contacted by e-mail at [email protected]

Conscious Clarity is registered with The Information Commissioner’s Office (ICO) under reference number ZB555389

What information do we collect?

We may collect the following kinds of information about you:

  • Personal details that you voluntarily give us such as your name, date of birth, gender, address, telephone number, email address, occupation, education, family status
  • You may choose to give us special category data including information about your mental or physical health, your racial or ethnic background, your sex life or sexuality, your political opinions, or your religious or philosophical beliefs
  • Your coaching programmes, plans and consent
  • Notes of conversations with you about your coaching programmes
  • Correspondence with health professionals or institutions involved in your care
  • Correspondence with schools, universities and institutions involved in your education
  • Details of the fees we have charged, the amounts you have paid and some payment details
  • Feedback and complaints
  • Online profile and social media information and activity, based on your interaction with us and our websites, booking portal and including for example Internet Protocol (IP) address, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform; statistical data about your browsing actions and patterns – including the full URL clickstream to, through and from our site (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks and mouse-overs), and methods used to browse away from the page

How we obtain information

You may give us information about you through the following:

  • Corresponding with us by phone, e-mail or otherwise
  • Filling in forms at our offices or on our websites
  • In person or online meetings and coaching sessions
  • Through the technology you use to access our services
  • Information we receive from third parties – This includes information you provide when you visit our websites for the purpose of booking an appointment, participate in discussion boards or other social media functions on our site

How we use your information – the purpose

We may use this information to:

  • To provide you with the appropriate coaching programmes and techniques, we require up-to-date and accurate information about you
  • We may contact you to conduct client surveys or to find out if you are happy with the coaching you received for quality control purposes
  • We will seek your preference for how we contact you about your coaching programmes. Our usual methods are SMS, telephone or email
  • We may use your information for our own analysis to understand the effectiveness of our marketing activities
  • We may use your contact details to inform you of our services and products

What legal basis do we have for processing your personal data?

We will make sure that all your personal information that we have is stored and used lawfully, in an open, honest and fair way, without removing or reducing your rights. We will only process your personal information if any of the following applies:

  • You have given us permission to process your personal information for one or more specific purposes (for example signing up to a newsletter)
  • We need to process the information to enter into a contract with you or meet our obligations under a contract we have with you (for example to provide coaching or training services)
  • We need to process the information to meet a legal requirement
  • Processing the information is in our legitimate interests or those of a third party who provides a service to us (for example, a company that processes card payments we take), unless these interests are outweighed by your basic rights. It is in our legitimate interests to process your personal information so that we can give you relevant information when appropriate, so that we can look at ways of establishing and improving our relationship with you. Our legitimate interests include using your information to analyse and improve our services and the content on our websites and apps, send you information about our services, and tell you about similar products and services that you might be interested in

If, while using our services or visiting our site, you provide personal information about another person, you should make sure they know about this privacy notice and you have their permission to provide the information.

Where we store Your Personal Information and International Data Transfers

The personal data that we hold about you will be stored in the UK and the European Economic Area (EEA). In some circumstances may also be transferred to or stored at a destination outside the UK or EEA.

If we intentionally transfer your data to third party service providers based outside the EEA, we ensure a similar degree of protection is provided.

We will make sure we meet any future requirements of UK data protection legislation. 

Sharing your information

Your information is normally used only by those working at Conscious Clarity, but there may be instances where we need to share it – for example, with:

  • Your school or university
  • Your workplace, employer or contracted place of work
  • Health professionals or institutions involved in your care
  • Private insurance schemes of which you are a member

We may also share your information with third parties in order to deliver services to you such as:

  • Managing new enquiries from our website
  • Contacting you to check if you wish to remain a client of ours
  • Sending reminders for your coaching appointments
  • Processing on-line booking appointments
  • Collecting feedback from our clients
  • Managing email communications to our clients
  • Providing troubleshooting and support services for our various IT systems

We will only disclose your information on a need-to-know basis and will limit any information that we share to the minimum necessary. We also have third party agreements in place to protect your information.

In certain circumstances or if required by law, we may need to disclose your information to a third party not connected with your coaching or training, including law enforcement or government agencies.

How we will keep your information safe

We employ administrative, electronic and physical security measures to ensure that the information that we collect about you is protected from access by unauthorised persons and protected against unlawful processing, accidental loss, destruction and damage. This includes:

  • Password protection
  • Locked cabinets
  • Virus protection
  • Secure servers
  • Back-up facilities
  • Secure cloud-based storage
  •  

How long will we keep your information?

We do not keep your information for longer than necessary. We keep financial information for seven years due to legal requirements, and we delete all other personal information from our customer relationship management system if we have had no contact with you for five years.

Your rights

Access: You have a right to access the information that we hold about you and to receive a copy.

Rectification: You have a right to correct any information that you believe is inaccurate or incomplete. Please contact us to request a change in information.

Erasure: You have a right to request that we delete your personal information, although you should be aware that, for legal reasons, we may be unable to erase certain information (for example payment information). Please contact us to make this request.

Restriction: You have the right to request us to restrict the processing of your personal information for example, sending you reminders for appointments or information about our service. Please contact us to make this request.

Portability: You have a right to data portability, this could include supplying your information to another coach. Please contact us to make this request.

If you wish to make a request, please contact us at [email protected]

Cookies

Our website, like many others, uses third party cookies, helping us improve the performance of our website and digital marketing, to provide you with a better user experience.

These cookies monitor activity throughout our website using third-party providers including Google. We track which sources are effective at helping visitors find our website and make calls to us, navigation journeys throughout, and pages visited. We may use IP addresses, geo-location data and caller telephone numbers.

What are ‘cookies’?

‘Cookies’ are small text files that are stored by the website browser (for example, Internet Explorer or Safari) on your computer or mobile device. They are widely used in order to make websites work, or work in a better, more efficient way. They can do this because websites use them to recognise you and remember important information that will make your use of a website more convenient.

For further information visit www.aboutcookies.org or www.allaboutcookies.org.

You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser.

Concerns

We are committed to working with you to settle any concern or complaint you may have about your personal information. If you have any concerns about how we use your personal information, first contact us at [email protected]

If you are not happy with the way we have dealt with your concern or complaint, you can contact the Information Commissioner's Office (ICO) in the following ways.

The Information Commissioner’s Office
Wycliffe House, Water Lane,
Wilmslow,
Cheshire SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk