Organisation Data Protection & Privacy Notice

Contact Details

• Name of main contact: Deborah Jones, Managing Director Jones Consulting Limited
• Email: [email protected]
• Website: www.jonesconsulting.org.uk
• Telephone: +44 (0)7715 165858
• Postal Address: 119 Letchworth Road, Leicester, LE36FN, United Kingdom

What information we hold

Client information 

Jones Consulting Limited is a management consultancy and coaching business. At Jones  Consulting we hold names, email addresses and telephone numbers of our key clients and  associates / prospective employees on one encrypted PC and one password protected  mobile phone.

 

Candidate information

Personal data we process:

• Full name 
• Address and contact details, including email address and telephone numbers landline and mobile 
• Date of birth 
• Gender 
• Ethnicity 
• Marital status 
• Employment history 
• Qualifications 
• Health information 
• Psychometric testing data

 

Special Category Data

We may also collect, store and process the following special categories of more sensitive  personal information:

• Information about criminal convictions or offences
• Health information

How we get the information and why do we have it

Most of the personal information we process is provided to us directly by you for one of the  following reasons: 

• We collect names, email addresses and telephone numbers to be able to liaise with our  clients via email and telephone conversations.
• For recruitment and selection processes we obtain information from potential candidates  for associate or employee roles from those individuals.

What we do with the information

Client information 

We hold names, email addresses and telephone numbers on a password protected  spreadsheet to be able to stay in touch with clients and to keep track of the number of  coaching clients and the number of hours coaching each client has undertaken. 

Deborah Jones is an accredited coach with the International Coaching Federation (ICF).  When Deborah Jones is required to upgrade her coaching credential with the ICF, there is  the possibility that Deborah Jones may be selected for audit and will be required to access  the contact information for her clients.

It is for this reason that  Jones Consulting obtains and documents clients’ consent to store their information, has a policy on how that information will be protected and maintained, and has a  system in place for tracking relevant data.

If required to access client logs for an ICF audit, no client logs will be submitted directly to the ICF.

 

Candidate information

Your personal data is collected for recruitment purposes to ensure that you have obtained  the qualifications for the role, listed in the job advertisement and / or references and / or  employment checks are satisfactory.

Who we share your data with

We share your data with third parties in order to obtain:

• Pre-employment references from other employers 
• Employment background checks, including from third party provider
• Criminal record checks or where otherwise necessary in connection with the  management of your employment contract or other contract for services

In some circumstances, such as under a court order, we are legally obliged to share information. We may also need to share your personal information with a regulator if necessary, or to  otherwise comply with the law.

Who will have access to your data?

Your personal data will be shared internally with members of the HR team / the recruitment  panel (for the selection to interview process). Appropriate access controls will be in place. 

We share your data with third parties in order to: 

• obtain pre-employment references from other employers
• obtain employment background checks, including from third party provider
• obtain criminal record check

Whenever we share your personal data with third parties, we ensure they are obliged to follow strict rules to protect it.

How we store your information

We hold names, email addresses and telephone numbers on a password protected  spreadsheet, which is saved to a secure cloud database.

We review the data held every 5  years to ascertain if we are still in contact with that individual and / or would need to retain  the name, email address and phone number for ICF credentialing (see above).

If we do not  need to retain the data, we delete it from the spreadsheet and securely delete any old versions of the spreadsheet from the cloud database. 

Candidates information is retained for the following periods: 

• Successful Candidates – Data will form part of their employment record.
• Unsuccessful  Candidates – Your details will be held for no longer than 6 months.

Your data protection rights

Under data protection law, you have rights including:

• Your right of access – You have the right to ask us for copies of your personal information.
• Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure – You have the right to ask us to erase your personal information in  certain circumstances.
• Your right to restriction of processing – You have the right to ask us to restrict the  processing of your information in certain circumstances.
• Your right to object to processing – You have the right to object to the processing of  your personal data in certain circumstances.
• Your right to data portability – You have the right to ask that we transfer the information  you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at [email protected] or call +44(0)7715165858 if you wish to make a request.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

1. Your consent. You are able to remove your consent at any time. You can do this by contacting [email protected]
2. We have a contractual obligation.
3. We have a vital interest.
4. We have a legitimate interest.

 

How to complain
You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113