Last Updated 13/06/19

At Coaching on Call Limited, we’re committed to protecting and respecting your privacy. This Policy explains when and why we collect personal information about people who visit our website, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this Policy.

Summary
This is just a summary. Please ensure you read the full, legal version below.
• This privacy notice relates to Coaching on Call Limited’s coaching services. It does not include use of this website, the terms for which can be found at the bottom of each page.

You will have been subscribed to our services by your organisation.
• We collect data that you or your organisation give us to manage and track the coaching process.
• We generally share the data we collect from you with those outside of Coaching on Call Limited if they are a service provider for Coaching on Call Limited (and must follow our instructions) or if we’re legally required to share it with someone outside of Coaching on Call Limited.
• Your data may be transferred to outside of the European Union.
• Check out our Terms of Service if you have a dispute with us.

*If you want to ask how to delete or access your data, email contact@coachingoncall.co.uk.

Full Version

Introduction
What data we collect, how we collect it and why
What we use your data for
Who we may share your data with
International Operations and Transfers Out of the European Union
Information from Children
How we secure your data
How we treat Do-Not-Track Signals
How we tell you about changes to our privacy practices
How you contact us

Introduction
Below is a description of what data we gather from you as a visitor to our publicly-accessible website. Also, included below is a description of why we collect and how we use the data we collect.
In this notice, the words “our,” “us,” “we,” and “Coaching on Call Limited” refer to Coaching on Call Limited and our affiliates (which includes any person or entity that controls us, is controlled by us, or is under common control with us, such as our subsidiary, parent company, or our employees).

Before you submit any information to Coaching on Call Limited, please carefully review this notice. By using any part of the Coaching on Call Limited applications or services, you consent to the collection, use, disclosure and sharing of your information as further outlined below in this notice.

What data we collect, how we collect it and why
Data your organisation gives use

Your organisation will supply us with your name, gender, email address, timezone and optionally your mobile phone number. This is used to support the scheduling of sessions with your coach/mentor, including any calendar invitations or reminders (including those sent by SMS). Gender is used in languages where the form of the language varies with gender.

Data your coach/mentor collects from you

Your coach/mentor will agree the timing of further sessions with you and may capture the general theme of a session. These may be shared with your HR team. Optionally they may also record any actions you agree. The coach/mentor may take confidential notes to support the process.

Data you give to us directly.

On some places on the Coaching on Call Limited systems, you can fill in a web form to share your data with us directly. We collect the information you provide in response to those web forms. We may also offer opportunities for you to share your data with us such as through a survey which will have been agreed with your organisation.

Data we collect from you automatically
When you visit the Coaching on Call Limited systems, we and our service providers acting on our behalf automatically collect certain data using tracking technologies like cookies, web beacons, and similar technologies. We also will log your IP address. These are primarily needed to support the functioning of the systems and to facilitate troubleshooting.

How long we retain your data
Coaching on Call Limited reviews our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract your organisation holds with us.

Who we may share your data with
Unless you give us your permission, we don’t share data we collect from you with third parties, except as described below:
• Third-party service providers or consultants. We may share data collected from you on the Coaching on Call Limited Site with third-party service providers or consultants who need access to the data to perform their work on Coaching on Call Limited’s behalf, including Associate coaches/mentors. These third-party service providers are limited to only accessing or using this data to provide services to us and must provide reasonable assurances that they will appropriately safeguard the data.

• We may share data on number of sessions and aggregated data on coaching themes/actions with your organisation.
• Compliance with Laws. We may disclose your data to a third party if (i) we believe that disclosure is reasonably necessary to comply with any applicable law, regulation, legal process or government request (including to meet national security or law enforcement requirements), (ii) to enforce our agreements and policies, (iii) to protect the security or integrity of the Coaching on Call Limited systems or our services and products, (iv) to protect ourselves, our other customers, or the public from harm or illegal activities, or (v) to respond to an emergency which we believe in good faith requires us to disclose data to assist in preventing a death or serious bodily injury. If Coaching on Call Limited is required by law to disclose any of your data that directly identifies you, then we will use reasonable efforts to provide you with notice of that disclosure requirement, unless we are prohibited from doing so by statute, subpoena or court or administrative order. Further, we object to requests that we do not believe were issued properly.
• Affiliates. We may share data collected from you from the Coaching on Call Limited Site with our affiliates. We all will only use the data as described in this notice.
• Business transfers. If we go through a corporate sale, merger, reorganization, dissolution or similar event, data we gather from you through our systems may be part of the assets transferred or shared in connection with due diligence for any such transaction. Any acquirer or successor of Coaching on Call Limited may continue to use the data we collect from you through our Site as described in this notice.
• Aggregated or anonymised data. We might also share data collected from you from the Coaching on Call Limited systems with a third party if that data has been anonymised or aggregated in a way that does not directly identify you.
We do not share your data with third parties for their direct marketing purpose.

International Operations and Transfers Out of the European Union
Please note that when you visit the Coaching on Call Limited systems, your data may be transferred to countries outside the European Union (“EU”). For example, some of the providers listed in this notice are US companies and are hence covered by ‘Privacy Shield’ agreements. These countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.

Information from Children
We do not knowingly collect any personal information directly from children under the age of 16. If we discover we have received any personal information from a child under the age of 16 in violation of this Policy, we will take reasonable steps to delete that information as quickly as possible. If you believe we have any information from or about anyone under the age of 16, please contact us at contact@coachingoncall.co.uk.

How we secure your data
We use appropriate security measures to protect the security of your data both online and offline. These measures vary based on the sensitivity of the information that we collect, process and store and the current state of technology. Please note, though, that no website or internet transmission is completely secure, so while we strive to protect your data, we cannot guarantee that unauthorized access, hacking, data loss or a data breach will never occur.

How we treat Do-Not-Track Signals
Coaching on Call Limited does not currently respond to web browser’s Do-Not-Track signals. You can learn more about Do Not Track here https://www.makeuseof.com/tag/not-track-actually-work/.

How we tell you about changes to our privacy practices
We may change our Website Privacy Notice from time to time. If we make changes, we’ll revise the “Last Updated” date at the top of this notice, and we may provide additional notice such as on the Coaching on Call Limited Site homepage. If we make any material changes to this notice, Coaching on Call Limited will notify you of those changes through a notice on the Coaching on Call Limited Site or through other reasonable means of communication, such as email. We will comply with applicable law with respect to any changes we make to this notice.

How to make choices about your data

Deletion, access, and changes to your data.

The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. To request deletion of, access to, or to make changes to data we’ve collected from you via the Coaching on Call Limited systems, email us at contact@coachingoncall.co.uk. Please note that even if you request that we delete data we’ve collected from you, we may still retain data collected from you in an aggregated or anonymized form that does not identify you. We also will not delete your data if we are legally required to maintain it.

Promotional communications
If you are receiving promotional emails from us, you can choose to stop receiving those by following the unsubscribe/opt-out instructions in those emails. You can also opt-out by contacting contact@coachingoncall.co.uk.

How you contact us
You may contact the Data Protection Manager by:

Email at contact@coachingoncall.co.uk
Or, you may write to us at the address listed below.
Coaching on Call Limited
Amberley House,
Pankridge Street,
Crondall,
Farnham,
GU10 5QT
Surrey,
UK

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by Richard Boyatzis and Annie McKee