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RedKite Coaching Solutions (RKCS) is committed to protecting your privacy and security. This policy explains how and why your personal data is used to ensure you remain informed and in control of your information.

From May 2018 RKCS will ask individuals and/or organisations to “opt-in” for communications regarding services and updates. This is due to a change in the rules which govern how RKCS can communicate with you and a new regulation on personal data (the General Data Protection Regulation) coming into force on the 25th of May 2018.

Once you have made contact with RKCS, either via the contact form, by phone or in person you will be asked to give your consent about whether and how RKCS can contact you in the future. You’ll also be able to choose how you want to be contacted, namely by email, phone, or SMS.

You can decide not to receive communications or change how RKCS contacts you at any time. If you wish to do so please contact RKCS by emailing lyn@rkcs.co.uk or by leaving an SMS message: 07388 058 858.

RKCS will never sell your personal data, and will only ever share it with other professionals following prior consent from you or in the event of a safeguarding concern and if its privacy and security are guaranteed.

Any questions you have in relation to this policy or how RKCS uses your personal data should be sent to lyn@rkcs.co.uk and be addressed to: Lyn Oualah, Data and Protection Officer.

1. About RKCS

Your personal data (i.e. any information which identifies you, or which can be identified as relating to you personally) will be collected and used by RKCS. For the purposes of data protection law, RKCS will be the data controller.

2. What information RKCS collects

Personal data you provide

RKCS collects data you provide. This includes information you give to RKCS when booking services, buying products or registering for events with RKCS. This is likely to include personal details (name, date of birth, email, address, telephone etc.).

Your involvement with RKCS will result in personal data being created. This will include services that you have accessed with RKCS.

Sensitive personal data

RKCS does collect sensitive personal data about individuals such as information relating to health, emotional/behavioural difficulties and/or educational attainment. RKCS does take extra care to ensure your privacy rights are protected. Any hardcopy information that is recorded by RKCS is shared with you and your consent is sought for it to be kept as a paper copy (or photographed if the original paperwork is left with you). It does not tend to have any specific identifying content at this point.

3. How RKCS uses information

RKCS only ever uses your personal data with your consent, or where it is necessary in order to:

  • enter into, or perform, a contract with you;
  • comply with a legal duty;
  • protect your vital interests;
  • for its own (or a third party’s) lawful interests, provided your rights don’t override the these.

In any event, RKCS will only use your information for the purpose or purposes it was collected for (or else for closely related purposes).

Marketing

RKCS uses personal data to communicate with individuals and/or organisations to promote its services, training, events and products. This includes keeping you up to date with RKCS news, updates, campaigns and other promotional information.

Administration

RKCS uses personal data for administrative purposes (i.e. to carry out its services). This includes:

  • fulfilling orders for services, training, events or products (whether placed online, over the phone or in person);
  • helping to respect your choices and preferences.

4. Disclosing and sharing data

RKCS will never share your data with any third party without your permission.

5. Marketing

From May 2018, RKCS will ask individuals and/or organisations to “opt-in” for most communications. This includes all its marketing communications. RKCS takes great care to protect and respect the rights of individuals in relation to their personal data.

This means you’ll have the choice as to whether you want to receive these messages and be able to select how you want to receive them (post, phone, email, text).

You can decide not to receive communications or change how RKCS contacts you at any time. If you wish to do so please contact RKCS by emailing lyn@rkcs.co.uk or by leaving an SMS message on: 07388 058 858.

What does ‘marketing’ mean?

Marketing does not just mean offering things for sale, but also includes news and information about RKCS services, training, events and products.

Newsletters

Newsletters are emailed to individuals and/or organisations providing information regarding services every 4-6 weeks.

Photographs, pictures, on the RKCS website or social media platforms

Permission will always be obtained for photographs and pictures.

6. How RKCS protects data

RKCS employs a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, use or disclosure of your personal information.

Electronic data and databases are stored on secure computer systems. Lyn Oualah, Owner and Director of RKCS, is the sole person to have access to information (using both physical and electronic means). She undertakes data protection training and follows clear data security procedures when handling personal data.

All the data RKCS holds is stored within the European Economic Area (EEA).

Data in transit

Sending information over the internet is generally not completely secure and RKCS cannot guarantee the security of your data while it is in transit. Any data you send is at your own risk. RKCS has procedures and security features in place to keep your data secure once it has been received.

7. Storage

Where RKCS stores information

Your information is kept safe with Lyn, Owner and Director of RKCS, in person or at the registered company address. It is securely stored on the RKCS computer and on its CRM database, hosted by Mailchimp, which is GDPR compliant. Paper records kept by RKCS do not tend to have any identifying content. In any event, it is only Lyn Oualah who has access to any of these records.

RKCS will only use and store information for so long as it is required for the purposes for which it was collected. RKCS reviews what information it holds and deletes what is no longer required. Individuals and/or organisations are at liberty to request that RKCS deletes any information that it holds about them at any time.

8. Keeping you in control

RKCS wants to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:

  • the right to confirmation as to whether or not RKCS has your personal data and, if it does, to obtain a copy of the personal information it holds. (This is known as subject access request.)
  • the right to have your data erased (though this will not apply where it is necessary for RKCS to continue to use the data for a lawful reason)
  • the right to have inaccurate data rectified

Please keep in mind that there are exceptions to the rights above and, although RKCS will always try to respond to your satisfaction, there may be situations where it is unable to do so.

9. Complaints

You can complain to RKCS directly by contacting Lyn Oualah, Owner and Director of RKCS, who is also the Data Protection Officer using the details set out above. If you are not happy with the response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk.

10. Links to other sites

The RKCS website may contain hyperlinks to other websites. However, RKCS is not responsible for the content or functionality of any of those external websites. RKCS suggests you read the privacy policy of any website before providing any personal information.

11. Changes to this Privacy Policy

RKCS will amend this Privacy Policy from time to time to ensure it remains up-to-date and accurately reflects how and why it uses your personal data. The current version of our Privacy Policy will always be posted on our website.

This Privacy Policy was last updated on 20 May 2018