Aly KS & Co Ltd (trading as Clearworks Coaching) is a business registered in England & Wales No. 11218523, VAT registration No. 294 0787 67.
Please read the following carefully because by visiting clearworkscoaching.co.uk, by working with Aly King-Smith, her associate team and employees, and by participating in coaching and development programmes, you are accepting and consenting to the practices described in this policy. For the purpose of the Data Protection Act 1998 (the Act), the data controller is Aly KS & Co Ltd and Aly King-Smith.
Information we may collect from you:
We may collect and process the following data about you:
Information you give us:
You may give us information about you by filling in forms on our site or by corresponding with us by phone, e-mail or otherwise and we will only use that information as we specifically state when you provide that information or as set out in this policy. Some examples of the information that we collect and how we use it are:
Newsletters: We have an occasional newsletter that keeps contacts and clients up-to-date with information on our services, events, offers etc. If you would like to subscribe to one of our newsletters, we will require you to send us your email address so that we can send the newsletter to you. We may also ask you to provide other information about yourself, such as your name, sector and location so that we can personalise your newsletters.
Email and other business and contact details: Clients will send us their contact details and the contact details of members of their organisation in order to run programmes and arrange meetings and consultations. We will only use this information to enable individuals to participate in coaching and consulting and to attend events as requested. This information will be stored on Capsule or Hubspot CRM systems and will be protected by passwords and by the privacy policies of these platforms. This information may also be stored on the smart phone of a team member, especially Director Aly King-Smith.
Email contact with coaching clients will be stored for a reasonable amount of time following the completion of a programme – usually not more than 3 years.
Coaching records: Data, records and subjective reflections written, recorded or captured in coaching sessions will be treated with great care and confidentiality. Names will be coded so that in the unfortunate event of any theft of such notebooks or recordings would not be attributable to a person or organisation. Records on computers will be password protected. Hand written records will be carried & stored with care. When stored at Head Office these records will be locked away.
Any loss or theft of records will be reported to clients immediately that is has been identified.
Information we collect about you: Website/Technical Data: With regard to each of your visits to our site we may automatically collect the following information:
We will use this information:
Information we receive from other sources:
We may receive information about you if you use any of the other websites we operate or the other services we provide. We may also receive information about you from any of business partners to whom you may have given your details with permission for them to send it to us.
We may receive feedback or input about you from managers, leaders, colleagues, team members, as part of a 360° process, during the coaching session of others or as part of a diagnostic process. This data will be coded to protect individual privacy and stored securely.
No coaching record information will be shared with anyone other than the direct coaching client without full consent and understanding of reasons why it may be required.
We have identified a particular risk in the coaching profession where coaching records may be requested by email between clients, consultancies and associate coaches. Great care will be taken in this transfer of records and password protected data transfer processes will be used. Records will be shared with the minimum amount of people and with full consultation and consent of each coaching client.
In working as an associate for larger consultancies, we may be bound by the privacy & communication processes of that organisation and their client. Within that, we will continue to ensure that communication and consent is full, and care is taken to protect identity and issue fully.
Disclosure of your information
We may share your personal information with any member of Aly KS & Co Ltd, trading as Clearworks Coaching at Head Office. We will only do so in support of delivering your Clearworks Coaching experience.
Unknown third parties:
We specifically do not share your information with unknown third parties including advertisers and advertising networks; analytics and search engine providers
The only time we may disclose your personal information to unknown third parties is:
Known third parties and team members:
All members of the Clearworks support and consulting team is required to sign and commit to a full confidentiality agreement. Each is responsible for his or her own GDPR compliance.
Where we store your personal data:
Contact information sent to us will be stored on Capsule or Hubspot CRM and protected by password. This password will be known to key staff at Aly KS & Co Ltd and Clearworks Coaching: The Director, Aly King-Smith and also nominated virtual assistant(s) (V.A.s). All V.A.s who support Aly KS & Co Ltd and Clearworks Coaching are bound by full confidentiality agreements. On departure of any staff from the support team, all passwords are changed. Passwords are changed monthly in any case.
The data that we collect from you may be transferred to and stored in Dropbox. This does not include bank details. We do not store bank details within our organization.
Third Party Sites
Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Yammer, Facebook, Twitter and other social media sites
Breaches of security
It is our intention to behave in a way that minimises risk to data by storing no more than an individual would reasonably hold on their own public LinkedIn profile. If a breach of security were to occur and we became aware of a risk to the data of our members, we would notify you immediately by email.