Privacy Policy

The type of personal information we collect

Yellow Bench Coaching collects information provided by users of the site who contact us from the website via email or contact form. This includes the names and contact details (phone number, email address, home address) of clients. Additionally, information is collected automatically about visits to our website (see ‘use of cookies’ below).

 

How we get the personal information and why we have it

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

  • You have an enquiry or request

  • You wish to hear about our services, projects and events

  • You would like to enter into a contract with us for coaching services

 When you engage with our services, we need to take certain information from you to complete your request. This may include some or all of the following information:

  • Name, address, phone numbers, email addresses

  • Career history, goals and aspirations

  • Educational background

 This information may be in the form of:

  • Completed registration form

  • Notes made during coaching sessions

  • Coaching action plans

  • Psychometric results

  • Any other information you provide to us during information gathering conversations which we deem necessary to conduct the business you have requested.

There may be situations where you have given us ‘special category data’. This could include information about your health, sexual orientation, trade union membership, racial or ethnic origin, religious or philosophical beliefs.

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

  • You have completed our registration form

  • You have engaged us to complete work on your behalf and the information is provided to allow this to happen

  • We are providing you with coaching services where personal information is disclosed

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

  • We have a legitimate interest

  • We have a contractual obligation

  • You have given your consent 

You are able to withdraw your consent at any time, which can be done by emailing the Data Protection Officer via liv@yellowbenchcoaching.com.

 We use the information that you have given us in order to:

  • To deal with your enquiries and requests

  • To communicate with you about our services, projects and events

  • To meet our contractual commitments to you

  • To provide coaching services

  • To manage services we provide to you

·       To complete any regulatory requirement that we have as a business, for instance our financial reporting and record keeping.

  

Who we share your personal data with

We may need to share your data if legally required by the police or for regulatory reasons.

When we do use other third-party providers (eg. for emailing newsletters) we will obtain your consent independently to use your data for this purpose. We strive to ensure that all third-party providers are GDPR compliant.

 

Links to other websites

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

 

Data security / How we protect your information

We strive to ensure that personal information you give us is treated securely. However, please be aware that communications over the internet is not secure and may route through other countries. The information you provide to us via this website may be transferred to countries outside the European Union (eg Google has servers in the US). We strive to follow guidance by the Information Commissioner’s Office regarding this issue.

Information you share with us is stored in cloud based servers (Google Drive) and is accessed through password protected laptops. Notes are taken on an electronic notepad, which is password protected, and stored on Google Drive. Paper notes are avoided in most cases, but where it is unavoidable, they are transcribed as quickly as possible and securely disposed of. 

We will only keep your data as long as is necessary to fulfil the purpose for which we collected it. To ensure that we are doing that with your best interest in mind, we review our timescales on a regular basis and different types of information are held for different periods. To determine the appropriate retention period for the personal data, we consider the applicable legal requirements, the amount of personal data, the nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means.

  • Relating to invoicing/financial reporting - 7 years

  • Detail of coaching, action plans, psychometrics test result - 12 months following the end of coaching engagement

At these points the data will be reviewed and deleted/destroyed securely. If we feel it is necessary, we will keep summary information at the end of the coaching destruction period for a period up to 7 years. We continue to review and update our security and privacy measures to protect all personal information.

 

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 personal 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 personal information in certain circumstances.

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal 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 using the details below if you wish to make a request.

 

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at the details below. 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. ICO website: https://www.ico.org.uk

 

Use of cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites function, or work more efficiently, as well as to provide information. This website utilises essential and non-essential types of cookie within the structure of the site itself and also via third parties such as Google Analytics and embedded video hosted elsewhere. Sometimes this website may contain video or animation footage hosted by a third party such as YouTube or Vimeo. Playing these videos may set cookies on your computer once you click on the video player.

We use Google Analytics for our own marketing purposes in order to monitor traffic on the website. Google Analytics uses cookies to help us analyse how website visitors use our site. We use the information in order to identify areas for improvement in the content and navigation of the site.

You can stop cookies being downloaded by adjusting your browser settings but doing so will restrict the functionality of this website. You can find more information about cookies at www.allaboutcookies.org and you can also opt out of being tracked by Google Analytics.

 

Our contact details

Name: Olivia Cropper

E-mail: liv@yellowbenchcoaching.com

 

This document was last updated in January 2025.