Data use & privacy policy

What data do we gather and how?

For Free introductory calls I collect the following information through email, online contact form, text message (phone, whats app, facebook messenger) or phone conversation:

• Client name

• Phone number

• Email address

• Contact details for introductory call e.g. to create a Zoom or GoogleMeet invite

• Other information relevant to client enquiries, for example details of a reason to explore coaching or notes to follow up on made during our conversation.

For coaching sessions and talks and workshops I collect the following information:

In advance of the session

• Purchaser name and client name (if different)

• Purchaser and client postal address

• Purchaser and client email address

• Client phone number

• Services ordered

• Payment details e.g. method and balance 

• Session details e.g. dates, times, locations (if relevant) and methods (phone, video call etc) of sessions

• Other information relevant to client and purchaser enquiries, for example details of a reason to explore coaching or themes discussed for a talk or workshop.

During and after a session I may take notes on our session. These are usually on paper first then digitally afterwards. I do this to:

• To improve continuity between sessions

• To provide a record for my use as a coach or workshop leader, and in some cases for the client

• To facilitate ongoing assessment, planning and evaluation of progress

I only take notes after the client has given consent via the coaching or workshop contract, which we discuss and agree to prior to coaching or a workshop taking place.

I collect this data through my online contact forms, email, phone conversations or from direct sales and bookings. I very occasionally collect business representatives' contact information and approach them directly if I love what the company does and think we make a good match. See the section on direct marketing and GDPR compliance through ‘legitimate interest’ below.

For visitors to our website www.ellipsiscoaching.com I collect the following information

• Website usage data

How we use this data?

Collecting this data helps me understand what you are looking for from the company and enables me to deliver improved products and services.

Specifically, I may use data:

• For my own internal records

• To improve products and services that I provide

• To contact you in response to a specific enquiry

• To contact you regarding a specific purchase

• To send you promotional mailings about products, services, offers and other things I think might be relevant to you.

If you have signed up to one of my email mailing lists I may use your data:

• To send you promotional emails and updates about products, services, offers and general business info that I think might be relevant to you

Direct marketing - what we do and don’t do

My ethos is to build up links with genuine interested individuals and businesses. I hate unsolicited spam and don’t ever want my communications to fall into this category. I want my communications to be genuinely relevant, of interest and helpful to you. If you have joined one of my newsletters you can always unsubscribe via the link at the bottom if you no longer want to receive them.

Product and services sales

If you have bought a product or service from me, I use your data to deliver it. If I have another product, service or information that is similar or a match to your interests and I believe may be beneficial to you, I occasionally share it with you via email. I do this as I believe there is a legitimate interest and benefit to you. I do not do this regularly or automatically put you on my main mailing list of newsletter subscribers.  If you want to hear more from me regularly you need to opt in to my newsletter. If you do not want to hear from me at all, you can opt out of my occasional direct marketing emails through the unsubscribe link on any automated email from me or let me know directly.

Business to business marketing

If you are an individual working for a company that may have a use for coaching services or associated talks and workshops and I like the look of what you do, I want to be able to share my offer with you. I do this lawfully under the GDPR category of ‘legitimate interest’ for business to business marketing. I respect all individuals’ privacy and data and will immediately cease legitimate interest communication if asked.

Cookies and how we use them

What is a cookie?

A cookie is a small file placed on your computer’s hard drive. It enables my website to identify your computer as you view different pages on our website.

Cookies enable me to see information like how many people visit the website and what pages they tend to visit.

How I use cookies

I may use cookies to:

• Analyse web traffic. Aggregated usage data helps me improve the website structure, design, content and functions.

Controlling cookies

You can use your web browser’s cookie settings to determine how my website uses cookies. If you do not want my website to store cookies on your computer or device, you should set your web browser to refuse cookies.  

However, please note that doing this may affect how our website functions.  Some pages and services may become unavailable to you.

Third parties

I manage and conduct my business and associated admin using a number of third party applications and software suppliers. I do this to ensure I work effectively and that all data is secure.  Currently I work using:

• Trello

• Squarespace

• Royal mail

• Stripe

• Paypal

• Google analytics

• Google mail

• Googe calendar

• Google docs

• Google sheets

• 1&1 IONOS

The third parties I work with may sometimes transfer your data outside of the EEA.

How long is data held for?

I will only retain your personal data for as long as necessary to fulfil the purposes I collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, I 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 I process your personal data and whether I can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances you can ask me to delete your data – please see below.

Controlling information about you

When you fill in a form or provide your details on my website, you will see one or more tick boxes allowing you to:

• Opt-in to receive marketing communications from me by email or post.

If you have agreed that I can use your information for marketing purposes, you can change your mind easily, via one of these methods:

• Unsubscribe via the unsubscribe link at the bottom of my newsletters

• Email tanya@ellipsiscoaching.com

• Write to me at Tanya Paget, Faibhile, Pluscarden, By Elgin, IV30 8TZ

I never lease, distribute or sell your personal information to third parties unless the law requires us to.

Any personal information I hold about you is stored and processed in line with the Data Protection Act 1998.

Your rights

For full details of your rights around data including GDPR legislation check the ICO (Information Commissioner’s Office) website https://ico.org.uk/. However this is my summary:

You have the right to access your personal data. You can request correction of the personal data I hold about you. You have the right to erasure of your personal data.  Note that I may not be able to comply with your request of erasure of all of your data for specific legal reasons. You have the right to object to me processing your data where I am doing so on the grounds of legitimate interest and you feel my actions impact on your fundamental rights and freedoms. You have the right to request I restrict the processing of your data in some scenarios. You have the right to withdraw consent at any time, when this is the legal basis I am using to process your data. Note that if consent is withdrawn I may not be able to provide products and services to you. You have the right to cancel a contract in line with the agreed terms and conditions and to request your data held that is associated with that contract is erased. You have the right to complain to the ICO about my use of your data, for further details check their website here https://ico.org.uk/make-a-complaint/. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, I may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, I may refuse to comply with your request in these circumstances.

I may need to request specific information from you to help me confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is to ensure that personal data is not disclosed to any person who has no right to receive it. I may also contact you to ask you for further information in relation to your request to speed up the response.

Security

I always hold your information securely.

To prevent unauthorised disclosure or access to your information, I have implemented strong physical and electronic safeguards.

I also follow stringent procedures to ensure I work with all personal data in line with the Data Protection Act 1998.

Links from my site

My website may contain links to other websites.  

Please note that I have no control of websites outside of the www.ellipsiscoaching.com domain. If you provide information to a website to which I link, I am not responsible for its protection and privacy.

Always be wary when submitting data to websites. Read the site’s data protection and privacy policies carefully.