Privacy Notice

Updated 28/09/2020

Change Coach Online Ltd are committed to maintaining the privacy and security of any and all information we collect from you, our customers. This Privacy Policy is designed to explain how we use any information we collect about you when you use this website or utilise our services.

We may update this policy from time to time, so please ensure you regularly check back to review it. The main reason we will collect and process your information is to provide a good customer experience, to contact you to discuss requirements and also where necessary and to perform the services you have requested from us effectively.

In cases where you have specifically requested, we will keep you up to date with services, news and offers, usually via email. This privacy policy explains in clear language who we are and how to contact us, what information we collect and why, and how we use that information and which third parties that information may need to be shared with.

Who we are

When we say ‘we’ or ‘us’ in this notice we are referring to Change Coach Online Ltd (registered office: First Floor, Telecom House, 25-135 Preston Road, Brighton, East Sussex, BN1 6AF | company no: 11828902 | VAT no: 326906100)

Please contact our Data Protection Officer to make a request under the Data Protection Act or EU data protection regulation or if you have any questions about your personal information:

Email: dpo@changecoach.online

Or you can write to us using the below address:

Data Protection Officer

Change Coach Online Ltd

54 Meadowside

Reading

RG31 5QE

In the event that you are not satisfied with the response from the Change Coach Online Ltd. Data Protection Officer you may contact the Information Commissioner directly - https://ico.org.uk/global/contact-us/

What information do we collect?

Information you have provided to us about the necessary contacts from your organisation such as Forenames, Surnames, Office address, Billing address, Email addresses and phone numbers.
If you contact us (either via Contact Us, direct email or via post) we may keep a copy of that correspondence.
General website analytics information relating to how users arrive at our site, how long they stay on the site, pages visited, how our site search is used etc. Please review our full Cookie Policy - https://www.changecoach.online/cookie-policy.
Upon agreeing to work with us, we will establish a light commercial agreement under which we will specify how we will exchange sanitised data. There is no requirement for Personally Identifiable Information and only business to business data is necessary for us to conduct our services.

If you decide not to provide relevant information this may hinder our ability to respond efficiently to your visit to our website and may mean that we will not be able to take any further action to support your enquiry.

Why we collect this information and how we use it

We collect information from you so we can engage with your queries and, or manage services on your behalf. Only where you have specifically requested will we use any information collected to contact or update you with marketing communications relating to our services. When you submit an order with us, your business contact details may be shared internally with our sales staff, online consultants and data analysts.

Where you have specifically requested to join our email marketing list, your details may be shared with our third party email service provider(s). When you request to receive email marketing from Change Coach Online Ltd. in the form of newsletters, service updates and information, promotional offers and discounts etc we will not share your email address with any other third parties for marketing purposes.

Our legal basis for collecting and processing your business contact information is generally that we either have your explicit consent, that we require this information in order to perform a contract with you or that we have a legitimate business interest to do so.

How long we store the information we collect

Where we process your information in order to fulfil an order for services, we will securely store your information as long as is necessary for warranty, financial and tax storage requirements. Once we no longer have a legitimate business need to store or process your information we will delete or remove it at the earliest opportunity.

Where we process your information in order to keep you updated about services, we will retain and process that information indefinitely unless you notify us that you no longer wish to receive these communications.

The information we collect may be stored and processed in various locations, this will not include locations outside the European Economic Area (EEA).

Who we may share your personal information with

In order to fully process and deliver services we may share relevant information with third parties where required. Where you have opted-in to our marketing updates we will share relevant information with third parties for marketing purposes.

Your information may be shared with:

Email service providers that enable us to send relevant marketing email communications.
Server management and data storage providers that host and manage our secure website and business software applications.
Suppliers and/or Distributors to facilitate delivery of our services.

Any of our business partners mentioned above may have a legitimate business need to store your information for a period of time. We recommend that you review their privacy policies, where requested we will assist in accessing copies of any third party Privacy Policy. Please contact our Data Protection Officer for further information.

Where we use any third-party to process information on our behalf, we have drafted compliant processor agreements and due diligence procedures for ensuring that they (as well as we) meet and understand their/our Data Protection Legislation obligations. These measures include reviews of the service provided, the necessity of the processing activity, the technical and organisational measures in place and compliance with Data Protection Legislation.

Our website

Our website may contain links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policy.

Your rights under Data Protection Law

Under Data Protection Legislation you have the following rights in certain circumstances as an individual:

The right to be informed - you have the right to be informed about the collection and use of your data, the purpose of processing your data, the retention of your data and who it may be shared with. This is the purpose of this privacy policy.
The right of access - you have the right to be told what data we hold about you on our database and how we process that data. You also have the right to be provided with a copy of all data we hold (in a format and time frame that is reasonable to request, not exceeding 1 month), we will not charge for providing this information.
The right to request rectification - you have the right to request to have any inaccurate data rectified or completed if incomplete.
The right to request erasure - you have the right to request to have data erased, also known as the ‘right to be forgotten’. Where appropriate requests have been made, deletion of data will be processed within 1 month.
The right to request to restrict processing - you have the right to request restriction or suppression of your data although this only applies in certain circumstances.
The right to request data portability if data you have provided is processed using automated means - you have the right to obtain and reuse the data we hold for your own purposes across different services. This would generally involve a copy or transfer of the data we hold in an electronic format from one IT environment to another.
The right to object - you have the right to object to processing based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling), direct marketing (including profiling) and processing for purposes of scientific/historical research and statistics.
Rights related to automated decision making including profiling.

For further information on your Individual rights please visit the Information Commission’s Office website - https://ico.org.uk/for-organisations/guide-to-data-protection/principle-6-rights/

If you wish to exercise any of the rights listed above please contact our Data Protection Officer.