1. Who are we?

Solutions and Support is a limited company providing business & personal coaching, consultancy and improvement support.

2. What does this Policy cover?

We take the security, privacy and protection of your personal data seriously. This policy:

  • sets out the types of personal data that we collect about you
  • explains how and why we collect and use your personal data
  • explains how long we keep your personal data for
  • explains when, why and with who we will share your personal data;
  • sets out the legal basis we have for using your personal data;
  • explains the effect of refusing to provide the personal data requested;
  • explains the different rights and choices you have when it comes to your personal data; and
  • explains how we may contact you and how you can contact us.

3. What personal data do we collect about you?

We collect the information necessary to keep you informed about the work we are supporting you with, including, but not exclusively availability of coaching sessions, improvement support activities including consultancy.
We will also request basic details to process payments for work agreed as required. We may also keep a record of our letters, emails, or phone call correspondence with you, especially for example concerning services provided.
We only collect sensitive personal data from you, and further process this data, where you have given explicit consent.

4. Where do we collect personal data about you from?

The following are the different sources we may collect personal data about you from:

  • Directly from you.
  • From an agent/third party acting on your behalf. e.g. an employer
  • Through publicly available sources. We currently use the following public sources:
  • LinkedIn
  • Facebook
  • Twitter
  • By Reference or word of mouth. For example, you may be recommended by a friend, colleague or family member

5. How and why we use your personal data?

We collect information about you to provide you with the services for which you engage us. The legal basis that we intend to use for the processing of your data is for the performance of our implied contract with you and with your given consent wherever reasonable to do so.

6. How long do we keep your personal data for?

During our relationship with you we will retain personal data which is necessary to provide services or obtain services from you (including if you are a service provider or supplier). We will take all reasonable steps to keep your personal data up to date throughout our relationship.

When assessing what retention period is appropriate for your personal data, we take into consideration:

  • the requirements of our organisation and the services provided;
  • any statutory or legal obligations;
  • the purposes for which we originally collected the personal data;
  • the lawful grounds on which we based our processing;
  • the types of personal data we have collected;
  • the amount and categories of your personal data; and
  • whether the purpose of the processing could reasonably be fulfilled by other means.

We will not keep your personal information for longer than is necessary. In most cases, our retention period will be for 6 years after the end of your relationship with us. However, we may also keep your information after this period but only where required to meet our legal or regulatory obligations. The length of time we keep your information for these purposes will vary depending on the obligation we need to meet. We reserve the right to retain data for longer where we believe it is in our legitimate interests to do so. In any case, we will not keep your personal data for longer than 15 years after our relationship with you has ended.

You have the right to request deletion of your personal data. We will comply with this request, subject to the restrictions of our regulatory obligations and legitimate interests as noted above.

7. Who do we share your personal data with?

To deliver our services to you effectively we may send your details to third parties such as those that we engage for accountancy, legal services and scheduling of appointments where necessary.

We cannot predict all situations where third parties are involved in processing your data, but we will have arrangements in place with them to ensure that the nature and purpose of the processing is clear, that they are subject to a duty of confidentiality in processing your data and that they will only act in accordance with our written instructions. Where new third-party arrangements for processing your personal data held by Solutions and Support are introduced we will have a contract in place.

Where it is necessary for your personal data to be forwarded to a third party we will use appropriate security measures to protect your personal data in transit.

8. What happens if you do not provide us with the information we request or ask that we stop processing your information?

If you do not provide the personal data necessary, or withdraw your consent for the processing of your personal data, you may be unable to receive services provided by Solutions and Support Ltd.

9. Do we make automated decisions concerning you?

No.

10. Do we use Cookies to collect personal data on you?

We use cookies to help our website function properly and track visitor use of the website and to compile statistical reports on website activity. For further information visit http://www.allaboutcookies.org/

We specifically use cookies to track visitors to our website via Twitter.

You can set your browser not to accept cookies and the above website tells you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result.

11. Cookies and third-party services on our site

To provide effective services, we use several third-party services. The list below provides more information on what information is tracked and how data is used and processed.

  • Contact formson this website records the data provided by the submitter. To protect your privacy, data including network, IP address and browser are anonymised, and only the data provided by the submitter is recorded and sent to us via email. This data is stored for 30 days, after which it is permanently deleted.
  • The hosting provider, which records data such as IP address and other information about each request to help us identify and troubleshoot errors, and provides patterns in resource utilisation (CPU, memory, etc.) to ensure the website keeps running smoothly. This data is not used for marketing purposes and is stored for 30 days.
  • The security-suitegathers information about the visitor (including IP address, browser type and what pages were viewed) which enables the security suite and firewall to pre-empt potential attacks and block harmful bots and hackers. This data is not used for marketing purposes and is stored for 30 days.

Third-party services

  • Google(reCAPTCHA, Maps, Fonts, Analytics and Search) – These services record data such as IP address and other visit statistics, which we use broadly to monitor our content performance to ensure our pages are easily found on search engines, and to optimise them for the type of devices which visit the site most frequently. Please review Google Safety Centre for more information, please review https://safety.google/.
  • Zoom – For virtual meetings/conferences – please review their privacy policy at https://explore.zoom.us/en/privacy/
  • MS Teams – For virtual meetings/conferences – please review their privacy policy at https://privacy.microsoft.com/en-gb/privacystatement
  • Calendly – For online scheduling of appointments and sessions, please review their provicy policy at https://calendly.com/privacy

12. Data storage

We take data security seriously.  Visit statistics are stored securely on the server and are not accessible to the public.  Information submitted via contact forms is temporarily securely stored in a database.

Our disaster recovery solution and security suite stores 2 backup copies of the website every day.  The first copy is stored in a secure folder on the hosting provider for a maximum of 14 days.  The second copy is stored securely in the security suite for a maximum of 90 days.

Both datacentres are EU-based, and backup copies are used only for disaster recovery purposes and rollbacks (they are never distributed, stored insecurely or shared with outside parties).

13. Other websites

Our website contains links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.

14. Do we transfer your data outside the European Economic Area?

We currently use Calendly as an online scheduling tool which processes data in accordance with privacy policy (link above in third party services)

15. What rights do you have in relation to the data we hold on you?

By law, you have a number of rights when it comes to your personal data. Further information and advice about your rights can be obtained from the Information Commissioner’s Office.

  1. The right to be informed:
    You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we’re providing you with the information in this Policy.
  2. The right of access:
    You have the right to obtain access to your information. This is so you’re aware and can check that we’re using your information in accordance with data protection law.
  3. The right to rectification:
    You are entitled to have your information corrected if it is inaccurate or incomplete.
  4. The right to erasure:
    This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there’s no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.
  5. The right to restrict processing:
    You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.
  6. The right to data portability:
    You have rights to obtain and reuse your personal data for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move, copy or transfer your information easily between our IT systems and theirs safely and securely, without affecting its usability.
  7. The right to object to processing:
    You have the right to object to certain types of processing, including processing for direct marketing (i.e. if you no longer want to be contacted with potential opportunities).
  8. The right to lodge a complaint:
    You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator.
  9. The right to withdraw consent:
    If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal data for marketing purposes.

We usually act on requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing the information for:

  • baseless or excessive/repeated requests, or
  • further copies of the same information.

Alternatively, we may be entitled to refuse to act on the request.

Please consider your request responsibly before submitting it. We will respond as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we will come back to you and let you know.

16. How will we contact you?

We may contact you by phone, email or social media. If you prefer a particular contact means over another, please just let us know.

17. How can you contact us?

If you are unhappy with how we’ve handled your information, or have further questions on the processing of your personal data, contact us here: [email protected]