Organisation Data Protection & Privacy Notice
Contact Details
- Name of main contact: Deborah Jones, Managing Director Jones Consulting Limited
- Email: deborah.jones@jonesconsulting.org.uk
- 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 deborah.jones@jonesconsulting.org.uk 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 deborah.jones@jonesconsulting.org.uk
- 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