GDPR

When handling your personal Data I comply with General Data Protection Legislation (GDPR) which is an EU law with mandatory rules for how organizations and companies must use personal data in an integrity friendly way. Personal data means any information which, directly or indirectly, could identify a living person. Name, phone number, and address are examples of personal data. The following retention policy highlights how I will process data.

Your Rights

The GDPR provides the following rights for individuals

Rights What does this mean?

The right to be informed

  • You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we are providing you with the information in this Privacy Notice.

The right of access

  • You have the right to obtain access to your information . This is so you are aware and can check that we are using your information in accordance with data protection law.

The right to rectification

  • You are entitled to have your information corrected if its inaccurate or incomplete.

The right to erasure

  • This is also known as the right to be forgotten and, in simple terms, enables you to request the deletion or removal of your information where there is no compelling reason for us to keep using it. This is not a general right, there are exceptions.

The right to restrict processing

  • You have rights to block or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their
    information to be blocked to make sure the restriction is respected in future.

The right to data portability

  • You have rights to obtain and reuse your personal data for your own purposes across different services. This is not a normal scenario for companies of our nature but if you have any questions you can contact us.

The right to object to processing

  • You have the right to object to certain types of automated processing or decision making, including processing for direct marketing or where we are relying on our legitimate interests for processing.

The right to withdraw consent

  • If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your
    consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal data for marketing purposes.

Record Retention Policy

Purpose
The purpose of this record retention policy is to outline documents retained by Empowered Coaching. By listing which information we keep and how long documents must be retained, we are ensuring the accuracy and security of your Data.

Scope

This policy covers any documents or recordings created by Empowered Coaching. This can include chemistry and contracting documents, session logs and recordings relating to the coachee (prior to recording a session written consent will be gained from the coachee). This policy covers the following types of electronic and physical records:

  • Email conversations
  • Pre and post session notes
  • Session notes
  • Audio recordings
  • Teams session recordings

Retention period

    • 7 years from the start of the coaching relationship (as recommended by the Association for Coaching)

Disposal

    • Stored electronically in locked electronic folder until termination
    • Physical papers will be shredded
    • Digital and audio files will be permanently deleted

Protection levels

All data will be stored in a password protected file or locked in a filing cabinet. Only the coach (Jenny Holtby) will have access to the above.

Appendix: Definitions

Record retention: The method for securing and overseeing records.
Retention period: The length of time Data is to be kept in the company’s files and storage.