Privacy and Confidentiality Statement updated 27.08.19
Fiona Day Consulting LTD; Company Registration Number: 11472564
You have a right to be informed about how I process your data. Please check this website link on a regular basis to check for any updates.
Fiona Day Consulting LTD provides coaching and mentoring services for individuals, workplace health and wellbeing training, and healthcare consultancy. I take 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 me.
I am registered as a Data Controller with the Information Commissioner’s Office for data protection purposes (registration ZA205959), and I am the Data Protection Officer for my business. I comply with the Data Protection Act 1998, Privacy and Electronics Communications Regulations 2003, and the General Data Protection Regulation 2018.
All current, former, and prospective client information is kept securely. I keep the minimum of notes, and store them securely until 5 years after our relationship has ended in line with my 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; or for paper notes of your Consultation or coaching sessions the data is kept in a locked filing cabinet during the course of our relationship following which it is scanned electronically and kept securely for a period of 5 years as per above. After 5 years all files will be permanently deleted and / or securely shredded. For 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. I retain anonymised notes using first name only or initials as part of my reflective practice and for supervision.
I do not sell your data to any third party. The lawful basis for my processing your data usually relates to either consent or contract. I have signed up to the Personal Information Promise of the Information Commissioner’s Office. I use an administration assistant to help me with filing and record management and have ensured they are trained in Information Governance and confidentiality as a data processor.
I collect anonymised information on the use of my website and social media sites in order to understand my clients’ needs better. I use GDPR compliant third party software applications in order to schedule and conduct appointments online, manage invoicing and to manage my email newsletter subscriptions. You have rights as a data subject, and can unsubscribe from my client newsletter at any time. You can ask for a copy of any notes or records held by me regarding yourself, and I will respond within 28 days.
You can make a complaint regarding how I process your data with the Information Commissioner’s Office. Any data breaches will be reported to the Information Commissioner’s Office within 72 hours.
I understand that discretion and confidentiality are extremely important to my clients and I take great care to provide a safe and confidential service within the limits of the law. In line with my professional accountability ethics, if I have concerns about your or someone else’s welfare I will discuss this with you in the first instance and I will agree a course of action with you. I will always make every effort to discuss any concerns with you in person or by phone, and will only contact another party as a last resort in extreme circumstances, and even then on an anonymous basis if at all possible. I will not release my notes, emails or any documents which you have sent to me without either your written agreement or a Court Order. If I am engaged via your employer I will only confirm dates of sessions attended and will not share any additional information on your progress or our sessions unless we have specifically agreed this in a contract which you have previously signed.
In my coaching supervision, I will use your first name only if I am discussing you with my supervisor.
I also abide by the European Mentoring and Coaching Council’s code of ethics, and the Advertising Standards Authority’s Guidance on the use of Testimonials. I am happy to answer any further questions regarding your privacy and confidentiality.
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