GDPR Privacy Notice for Clients
This GDPR Privacy Notice is for CareerWorx clients to understand how we handle their data.
As a professional coaching organisation, our client and coach relationship will always be built on transparency, trust and confidence in each other. Protecting your data and maintaining confidentiality are paramount.
This privacy notice describes how we collect and use personal information about you during and after your relationship with CareerWorx, in accordance with the General Data Protection Regulation (GDPR).
This notice applies to:
All Clients (individual and corporate)
All Third Parties and Suppliers with whom we have dealings in the ordinary course of our business including those individuals with whom we send marketing information.
Any reference to ‘we’, ‘us’, ‘our’, ‘the company’ shall mean CareerWorx.
Any reference to ‘you’ or ‘Data Subject’ shall mean any individual or company receiving this notice for whom we hold personal data.
This Privacy Statement does not include information relating to the retention of data on limited companies as such data is not incorporated within the provisions of GDPR.
In most circumstances, your data will be held by us as a “Data Controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you about the holding of information in this privacy notice. We may update this notice at any time.
On projects where we are appointed as a supplier of a service, we may act as the “Data Processor” and not the “Data Controller” and will be required to process data in line with the suppliers’ policy in relation to GDPR.
It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you so that you are aware of how and why we use such information.
DATA PROTECTION PRINCIPLES
We will comply with data protection laws including GDPR. This says that the personal information we hold about you must be:
- Used lawfully, fairly and in a transparent way
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
- Relevant to the purposes we have told you about and limited only to those purposes
- Accurate and kept up to date
- Kept only if necessary for the purposes we have told you about
- Kept securely
THE KIND OF INFORMATION WE HOLD ABOUT CLIENTS
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
There are “special categories” of more sensitive personal data which require a higher level of protection.
We may collect, store, and use the following categories of personal information about clients:
- Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses
- LinkedIn profile data
- Employment history and any other data contained in a supplied CV or other documents
- Marital status and dependants
- Location of employment or workplace
- Information about your race or ethnicity, religious beliefs, sexual orientation
- Information about your health, medical conditions, or disabilities
- Next of kin details
- We may also collect, store and use the following “special categories” of more sensitive personal information in respect of client information arising from some coaching interventions.
We will collect, store, and use the following categories of personal information about business clients:
- Business address and company registration number(s).
- Contact details for business representatives and any other personnel involved in the management and delivery of the contracted service.
WHY WE HOLD INFORMATION ON CLIENTS
It is necessary to retain data on clients for us to fulfil contractual obligations and hold data for legitimate business needs. We will only collect and retain data which we reasonably require and for a period which is reasonably necessary. We will not disclose your data to third parties unless you have consented for us to do so, or we are otherwise required to do either contractually or under another law or enactment.
HOW WE COLLECT PERSONAL INFORMATION
We collect personal information about clients directly from themselves when they contact us via telephone, email, social media, through our website or directly into our secure client data management system, ClientShelf – https://clientshelf.com/security/
Client and business data is stored within a GDPR-compliant and secure client data management system, ClientShelf. Some data on clients that we are actively working with may also be stored on our mobile telephones which are password secured. If our coaching is carried out via Zoom or a similar communication application, contact data will be stored within the application for the duration that we are actively in a coaching relationship.
We reserve the right to change the systems in which data is stored without notification to another equivalent system but at all times we will ensure the appropriate security of your data and GDPR compliance.
HOW WE WILL USE YOUR INFORMATION
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
- Where we need to perform the contract, we have entered into with you
- Where we need to comply with a legal obligation
- Where it is necessary for our legitimate interests and your interests and fundamental rights do not override those interests
We may also use your personal information in the following situations, which are likely to be rare:
- Where we need to protect your interests (or someone else’s interests)
- Where it is needed in the public interest (or for official purposes)
Situations in which we will use your personal information:
We need all the categories of information in the list above primarily to allow us to perform our contract with you and to enable us to comply with legal obligations. In some cases, we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests. The situations in which we will process your personal information are:
- Administering the contract we have entered into with you
- To market other products or services we offer which may be of interest to you
- To inform you about updates about our services
- Dealing with legal disputes involving you
- To prevent fraud
- To administer the business which may include disclosure of client data to our accountant
Some of the above grounds for data processing will overlap and there may be several grounds which justify our use of your personal information.
In certain circumstances listed above, we hold your data to market other services to you, send to send you information that we think may interest you. We have a legitimate business interest in retaining your data for this purpose, but you may opt-out of receiving these types of communication from us at any time.
If you fail to provide personal information
If you fail to provide certain information when requested, we may not be able to perform the contract we have entered with you, or we may be prevented from complying with our legal obligations.
Change of purpose
We will only use your personal information for the purposes for which we collected it unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
THE KIND OF INFORMATION WE HOLD ABOUT INDIVIDUALS OTHER THAN CLIENTS AND HOW THIS DATA IS USED
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). During our day-to-day business, we acquire information regarding individuals other than our clients and we will retain this data where we have a legitimate business reason to do so.
Typically, we acquire personal data on individuals, third parties and suppliers other than clients in the following circumstances:
- Where we have met individuals, third parties and suppliers at networking or other marketing events
- Where individuals, third parties or suppliers have made enquiries with us regarding possible services but have not subsequently become clients
- Where we have dealt with individuals, third parties or suppliers in the capacity as suppliers of goods or services to us
- Where we have identified a potential client for targeted marketing of our services
- Where we have regular business-related dealings with you.
We have a legitimate business interest in retaining this data to send informative blogs, event details or other updates relating to our services or something that we believe relates to your interests. You have the right to erasure or rectification of your data, and you have the right to opt-out of receiving marketing, networking information or other information we think might be of interest to you.
Why might we share your personal information with third parties?
We will only share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you, or where I have another legitimate interest in doing so.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Details of these measures may be obtained directly from us via firstname.lastname@example.org. We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
The transmission of information via the internet is not completely secure. We cannot guarantee the security of your data transmitted online and transmission is made at your own risk. If you communicate with us by email then you assume the risks of such communications being intercepted, not received or delivered, or received by individuals other than the intended recipient.
How long will we use your information for?
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances, we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.
In respect of coaching client data, you can expect us to hold data relating to your instructions for a period of two (2) years after the completion of the last coaching interaction. After two years, we will confidentially destroy all data held for you.
RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION
Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.
Your rights in connection with personal information
Under certain circumstances, by law, you have the right to:
Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us to continue to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example, if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal information to another party
If you want to review, verify, correct or request the erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact us at info @ careerworx.co.uk
Please note that where you ask us to erase, correct, object to process or seek to restrict our processing of data, we may refuse your request where we have a legal obligation, contractual or other legitimate business interest to refuse your request. If we refuse your request, we will notify you of this refusal and you will have the right to appeal.
No fee is usually required. You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive.
What we may need from you
We may need to request specific information from you to help confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
RIGHT TO WITHDRAW CONSENT
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact email@example.com. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
CHANGES TO THIS PRIVACY NOTICE
We reserve the right to update this privacy notice at any time, and we will provide a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.
CONTACT AND FURTHER INFORMATION
If you have any questions about this privacy notice or wish to submit a complaint, please email info @ careerworx.co.uk or complete the contact form on our website.
You have the right to make a complaint to the Information Commissioners Office or such other regulatory body or supervisory authority as may be appointed from time to time. If you make a complaint, we will respond to let you know how your complaint will be handled.
This GDPR Privacy Notice for Clients was last updated on 10 November 2022.