Organisation Data Protection & Privacy Notice

This policy was last updated on Wednesday 15th July 2026 and is compliant with all the latest rules and regulations in regards to Data protection within the UK.

In this policy the use of, “we”, “us” and “our” refers to True Team. In this policy the use of, “website” refers to https://www.trueteam.co.uk

We are committed to safeguarding the privacy of our website visitors; this policy sets out how we gather, treat and work with your personal information.

This policy comprises of 3 parts:

Part A: Your Personal Data

Part B: Website Cookies

Part C: Contact Information

By using our website you are agreeing to all of the terms in this policy, this includes (but is not restricted to) the acceptance of the use of cookies in accordance with the terms of this policy.

Part A: Your Personal Data

In this section of the Privacy Policy we will cover the different types of data that we collect, how it is used, where it is stored, who it’s shared with and your rights to your data.

(1) What data do we collect?

Client information 

At True Team 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 True Team 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 a 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 a 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:

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

Part B: Website Cookies

About Cookies

• When you visit a site that uses cookies for the first time, a cookie is downloaded onto your device. The next time you visit that site, your device checks to see if it has a cookie that is relevant (that is, one containing the site name) and sends the information contained in that cookie back to the site.
• There are 2 different types of cookies “persistent” and “session”; a persistent cookie will be stored by your web browser until its set expiry date or until the user deletes their cookies. Whereas a session cookie doesn’t have an expiry date as its deleted once you close your web browser.
• Cookies do not typically store personal information that will allow us to identify you, but personal information that we store about you may be linked to the information the cookie has obtained and stored.

Cookies Our Site Uses

Whilst using our website you accept and consent to the use of the following cookies and terms:

• Our website uses a range of different cookies.
• Our service providers use cookies and those cookies may be stored on your computer when you visit our website, by continuing to use our website you agree and consent to the use of the cookies and each providers individual cookie policy.
• We use a variety of Google products on our website. Each of these services integrates its own cookies which are used for many different means. You can see the full breakdown of cookies and the purpose of them on Google’s cookie policy: https://policies.google.com/technologies/types. By continuing to use our website you are accepting the use of Google’s different cookies, should you wish to opt-out of cookies used for marketing purposes you can do so here: http://optout.networkadvertising.org/?c=1#!/
• Our website is built on the WordPress framework, WordPress uses 2 types of cookies. 1 of these being a status based cookie, this is used to check if you are currently logged into the admin area of the website. The 2nd type of cookies is relational to comments, when you post a comment on the the website a cookie will be added to your browser in order to identify you when you visit the site again in the future and will then autofill the comment form field, this is for your convenience rather than any analysis or marketing purposes. For a full list of the cookies used and their purpose you can see the WordPress cookie policy here: https://codex.wordpress.org/WordPress_Cookies. By continuing to use our website you are accepting the use of WordPress’s different cookies.

Managing Your Cookies

Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:

• https://support.google.com/chrome/answer/95647?hl=en (Chrome);
• https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox);
• http://www.opera.com/help/tutorials/security/cookies/ (Opera);
• https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);
• https://support.apple.com/kb/PH21411 (Safari); and
• https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).

By blocking all cookies it will have a negative impact upon the usability of many websites. If you block cookies, you will not be able to use all the features on our website.

To opt-out of most Marketing Cookies used by services such as Google and Facebook, then visit the below links and follow the instructions on screen:

• http://www.youronlinechoices.eu/
• http://optout.networkadvertising.org/?c=1#!/​