Client Privacy Policy

Effective date: May 7, 2024

We currently collect and process the following information:

The personal data that we may collect from you includes your name, address, email address and phone numbers.
We may also keep details of your visits to our website including, but not limited to traffic data, weblogs and other communication data.
We also retain records of your queries and correspondence, in the event you contact us.

Most of the personal information we process is provided to us directly by you for one of the following reasons:

When you use our website or complete forms on our website;
If you contact us by phone, email or otherwise in respect of any of our services or during the purchasing of any such service; and
If you become a client and book coaching services and complete a new client form.

We use the information that you have given to us in order to:

To administer accounts, process payments and keep track of billing and payments;
To provide customer service, including responding to your requests if you contact us with a query;
To provide you with information about events or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes;
To enable us to review, develop and improve the website and services;
To administer accounts, process payments and keep track of billing and payments;
To notify you about changes to our website and services; and
To inform you of service and price changes.

Authorised employees at Encourager Ltd.
We may pass your personal data to third parties for the provision of services on our behalf (for example processing your payment). However, we will only ever share information about you that is necessary to provide the service and we have specific agreements in place, which ensure your personal data is secure and will not be used for any marketing purposes.
In the unlikely event of a request from a law enforcement agency, we may share your personal data if we are legally bound to do so. In any such circumstance we would only share personal data that is limited to what is requested and what is reasonable.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(i) Your consent. You are able to remove your consent at any time. You can do this by contacting Steve Thompson steve@encourager.co.uk

(ii) We have a legitimate interest.

All digital information you provide to us is stored on secure servers.
Any handwritten notes taken during coaching sessions are stored in a locked cabinet.
A coaching log is kept as part of requirements for accreditation with the International Coaching Federation and other recognised industry bodies. This includes a record of how many hours have been coached, and when. The only personal data included in the coaching log are your initials.

We will keep your personal data for a period of 2 years after you finish using our services for customer relationship and marketing purposes. For the avoidance of doubt, we do not and never shall sell your personal data to third parties for marketing or advertising purposes.
We may keep some of your data for up to 7 years for accountancy obligations (i.e. invoices). We assure you that your personal data shall only be used for these purposes stated herein.
Any handwritten notes taken during coaching sessions are shredded after use.
A coaching log is kept indefinitely with no identifiable personal data. However, initials included at time of recording are removed after 7 years.

Under data protection law, you have rights including:

Your right of access - the right to ask us for copies of your personal information.

Your right to erasure - the right to ask us to erase your personal information in certain circumstances.

You are not required to pay for exercising your rights. If you make a request, we have 1 month to respond to you.

Please contact us at steve@encourager.co.uk if you wish to make a request.

If you have any concerns about our use of your personal information, you can make a complaint to us at steve@encourager.co.uk.