This privacy notice provides details of how I collect, store, use and protect your personal information as well as the rights you have in relation to that personal information.

By doing business with me, and/or being a member of my mailing list, you are consenting to me storing and using the information in the ways set out by this notice.

How I collect your personal information

In the course of our work, I will ask for information that is classified as personally identifiable to you as an individual. As your Coach, Speaker or Consultant, we share a trusted relationship and you will share confidential information with me during the course of our work.

I collect your data in two ways:

• Your Client Engagement Form, completed by you at the beginning of the coaching relationship. This will be stored online and there may also be a paper copy.
• My notes from our sessions and conversations and the extra information (paper, digital) you provide over the course of our work.

How I store and destroy your information

I have always been scrupulous about protecting my clients’ data, regardless of GDPR regulation, because I run a tight ship. I have never kept out-of-date or superfluous personal or organisational data.

My digital documents and emails are stored in password-protected files that only I have access to. I make every effort to keep my anti-virus software up to date and my office secure.

I delete data from completed contracts and assignments, annually, just keeping minimum information for my files (usually introductory emails relating to our contract and our financial agreement). I delete online records, files and digital copies of your Client Engagement Form. I shred every paper document, including hard copies of the Client Engagement Form, CVs, job descriptions, feedback, references and any other information you have given to me in the course of our work.

Returning clients complete an updated Engagement Form, reflecting their new career status and objectives.

I store my used notebooks for five years, in my office, together with all my financial records such as copies of invoices and contracts.

Passing information on to third parties

I will never sell my mailing list or your data, period.

I will never pass any of your information on to any third party without your express permission, for example if we agree I should refer you to another organisation or professional. If I am introducing you to another contact within my network, perhaps for a potential business or career opportunity, I will only share your details once I have your permission.

All the information you give me is treated in the strictest of confidence and if you are in a coaching programme through your organisation we will agree feedback mechanisms at the start of our coaching contract.

The only way I would over-ride this agreement is if I believe you to be at immediate risk in some way, or a danger to others.   In these exceptional circumstances I will take what I feel is appropriate action for your protection, as laid out in the guidelines of professional coaching and therapeutic bodies.

Marketing Communications

I have a monthly newsletter to keep you informed of recent developments, news, upcoming events, updates on relevant research and thought leadership.

I track online statistics from my e-mailing list, as well as my social media accounts. When an email has been sent, or a social media post goes live, I look at percentages of open and click rates, total views and most popular content. I track this in order to ensure the content I share is popular and relevant. Again, no personal information is ever shared with third parties. I do not track your personal likes and dislikes.  My mailing list comprises of your email address and name only.

You are able to subscribe from this list at any time through an automated click-through service and will not be contacted in the future unless you personally re-subscribe.

Your rights

 If you have already consented to me using and holding your personal information you are within your rights to withdraw this consent at any time by the same way in which your consent was granted. You also have the right to apply for a copy of any information that I hold about you, through a data subject access request. Please email: zena@zenaeverett.com.

You will not have to pay but I reserve the right to charge a reasonable fee if your request is repetitive or excessive. Alternatively, I may refuse to comply with your request in these circumstances.

If you are not happy with any aspect of how I collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). However, I ask that you please contact me first so that I can try and resolve the issue for you.