In line with the GDPR regulations that become effective from 25th May 2018 I am outlining the following information to you regarding how, when and what I do with your data.
The aim of this statement is to outline the following:
The information I collect.
The purpose and use of the data.
The process of holding the data
Retention period of your data
Your right to withdraw ( plus exemptions)
JKChangeWork Services and Data Processing
Enquiries: If you make an enquiry to JKChangeWork via written, email, telephone or social media, you may provide me with details such as your name, email, telephone or personal circumstances relating to health. As part of a record keeping process I will store basic information around your enquiry for six months. Following this period your records would be removed if you are not an active client. You have the right to request a withdrawal of your information at any point during this period.
Client registration: As part of 1-2-1 sessions with JK Changework I will ask you to complete a pre-session form. This contains personal and sensitive information about yourself and is a method of gathering significant factors about your reasons for accessing the session, enabling your paid session time to focus on ways to implement change. These forms are stored on file for the duration of your involvement with JKChangeWork. Following the end of your involvement with the service your records may be held for one year.
Financial Information – please be aware that I may hold basic financial information from you relating to payment processes this will be used solely for its intended purpose and a record of the transaction when processing my accounts. Where I am required to share financial information with a third party such as the HMRC/accountancy services I will ensure, where possible, sensitive information relating to yourself is anonymised. Please be aware that these third party services will also be compliant with GDPR regulations.
Session Notes: During sessions we may collate notes and personal information discussed in the session. This may include information about other third party individuals. Use of third party information would always be recorded in an abbreviated way to reduce sensitivity, except where you are providing me with details of a crime or safeguarding concern.
Workshops: If you have signed up or attended workshops I will record and retain basic information on your attendance as part of this process, which could include name, contact details, address, date of birth and health/accessibility related needs. This will be compliant with the above processes in terms of storage and use of data. In the event that you do not attend a workshop, your records will be removed within 6 months. You retain the right to withdraw this information at any stage. Where you have signed up to a workshop via a third-party provider such as Eventbrite or Life Coach Directory please ensure you are aware of their privacy statements and data protection processes and consent to their use of information also.
Mailing Lists & Promotions: There are times when JKChangeWork may wish to contact you about upcoming events; this requires storage of your data for contact. You have the right to withdraw from this at any time and I will operate all promotion on an “opt in” only basis to avoid the assumption that you consent. This process will be reviewed on a year by year basis and/or aligned to the removal of records from other elements of the service. I may use quotes or photos relating to your involvement in the service. Consent and the level of information provided for this will be reviewed on a case by case basis with you via a promotional consent form.
Consultancy: JKChangeWork offers support to employers and employees via coaching, training and workshops. This may require your employer to have gained your consent to share personal data about you with myself. I will always ensure that I ask them for consent and review the level of consent with yourself as part of this process, this will also work the other way in terms of our agreement to share your personal data with your employer. In line with data storage I will keep records of your data for up to 1 year on exit – where data is shared with your employer you should be aware of their data storage practices and duration (see exemptions below)
In the event that you inform me of an on-going safeguarding or risk to yourself and or/others or where you disclose information about a reportable crime the above terms may become exempt and I would inform you that I am required to share the disclosed information with a third party service/agency. At this time only information relevant to the matter/risk would be disclosed. Where possible consent will always be discussed.
Your data is stored and used for the sole intention of the service provision; I will never share or sell your data to other providers. ( see exemptions)
Notes, forms and other resources linked to your involvement with JKChangeWork will be stored in line with data protection best practice, ensuring computer records are appropriately protected and secure and paper files are stored in a locked cabinet.
Mobile Phone also password protected
How long do I store your data for?
Initial enquiries – 6 months
Active clients – up to 1 year after exit.
In the event that you wish to identify the level of data I hold relating to you, please provide this request in writing via email or letter. I will acknowledge your request with 48 hours where possible and respond to your request within one month of the initial request.
In the event that you wish to review and withdraw your data from the service please provide this request in writing for me to action. I will acknowledge your request with 48 hours where possible and respond to your request within one month of the initial request.
By completing your client registration form, as outlined on the form, you will be consenting to the storage of your information with JKChangeWork.