Privacy Policy

Our organisation name is Rosa Partners Limited – trading as Helen Rose Coaching (hereafter identified as “HRC”).

This policy will explain how HRC uses the personal data we collect from you.

We are the data controller of the data we collect from you. It is our responsibility to control the way your personal data is collected and the purposes for which your personal data is used.

If you have any questions about HRC’s privacy policy, the data that we hold about you, would like a hard copy of the privacy policy, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.

Email us at info@helenrosecoaching.co.uk, or write to us at our registered address: Rosa Partners Limited, Kenton House, Oxford Street, Moreton-in-Marsh, GL56 0LA

1. What data do we collect?

HRC collects and processes the following personal data related to you: personal identification information, such as your name, email address, phone number, and postal address; written records and notes of coaching sessions.

We use IONOS SiteAnalytics to collect non-personal data that is used exclusively for statistical evaluation and technical optimization of the website, with tracking and logging enabled by default.IONOS SiteAnalytics does not use cookies to protect personal data. The data is determined either by a pixel or by a log file. The following data is collected: referrer (previously visited website); requested website or file; browser type and browser version; operating system used; device type used; time of access; IP address in anonymised form (used only to determine the location of access).

Your IP address is transmitted when a page is requested, anonymized immediately after transmission and processed without personal reference. IONOS does not store any of your personal data of. No data is passed on to third parties.

We use cookies in connection with the operation of the website. For an explanation, see the Cookies Policy below.

2. How do we collect your data?

You directly provide HRC with most of the personal data that we collect. We collect data and process data when: you make contact with HRC by email, or by other means; you enter into a contract with HRC for coaching services; you participate in coaching sessions under the contract.

3. What is the lawful basis for processing your data?

Under the UK General Data Protection Regulation (UK GDPR), the lawful basis that we rely on for processing your personal data is contract. Specifically, HRC collects and processes your data so that we can: respond to an initial enquiry by you about potential coaching services that may be provided by HRC (even if you do not eventually enter into a contract); prepare a contract with you for coaching services provided by HRC; deliver the coaching services to you as defined in the contract; prepare and transmit invoices to you for the coaching services provided, as defined in the contract.

4. What we share with others

We do not sell your personal information to others. However, we do share information with third parties who act as data processors to help us provide our services to you. For example, some of your contact information, such as name and email address will be shared with Tide Bank for the preparation and transmission of invoices, and to Microsoft Outlook 365 for the provision of email services.

5. How do we store your data?

HRC securely stores your data in hardcopy format or on electronic hardware kept at the Business owner’s home address. Data will also be kept in cloud-based storage facilities. 

We generally store information about you for as long as we need the information for the purposes for which we collect and use it, or to comply with legal requirements. For example, we will store invoices for seven years for tax and accounting purposes. This includes your name, email address and billing address.

We will actively review the information we hold about you, and when there is no longer a need for us to hold it, we will delete it securely or in some cases anonymise it. These principles are extended to any third-party data processors that we share your data with.

To protect against the loss and theft of personal data, our security precautions include physical, system and data access controls, such as lockable filing cabinets, password protected electronic hardware, software and applications. We conduct regular back-ups of data. We regularly test and review our security measures to strengthen our systems. Where possible and appropriate, data is encrypted, pseudonymised, or anonymised. We will record and report any breach of personal data and aim to let affected people know within 24 hours. 

6. What are your data protection rights?

HRC would like to make sure you are fully aware of all your data protection rights, i.e.:

• The right to access – You have the right to request HRC for copies of your personal data. We may charge you a small fee for this service.
• The right to rectification – You have the right to request that HRC correct any information you believe is inaccurate. You also have the right to request HRC to complete information you believe is incomplete.
• The right to erasure – You have the right to request that HRC erase your personal data, under certain conditions.
• The right to restrict processing – You have the right to request that HRC restrict the processing of your personal data, under certain conditions.
• The right to data portability – You have the right to request that HRC transfer the data that we have collected to another organisation, or directly to you under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our registered address (see above).

7. Privacy policies of linked websites

The HRC website contains links to other websites. Our privacy policy applies only to our website. If you click on a link to another website, you should read their privacy policy. 

Links to other websites are provided by HRC in good faith and for information only. HRC disclaims any responsibility for the materials contained in any such websites.

If you link to their sites, they may collect information. Such sites are not within our control and are not covered by this privacy statement. If we believe that your use of the sites is unlawful or damaging to others, we reserve the right to disclose the information we have obtained through the sites about you to the extent that it is reasonably necessary in our opinion to prevent, remedy or take action in relation to such conduct.

8. Changes to our privacy policy

HRC keeps its privacy policy under regular review and places any updates on this web page. We will aim to review it annually.

9. How to contact the appropriate authority

Should you wish to report a complaint or if you feel that HRC has not addressed your concern in as satisfactory manner, you may contact the Information Commissioner’s Office. Telephone: 0303 123 1113. Website: https://ico.org.uk/global/contact-us/ 

Last updated 16 December 2023