missing elephant limited is committed to maintaining the trust and confidence of those we engage and work with. This policy describes how we ensure the privacy and security of your personal information; how we collect your personal information, how your data is handled and stored, your rights over any personal information we hold about you as well as how to make a complaint.
Why this policy exists
− Complies with GDPR and follows good practice.
− Protects the rights of our clients and partners.
− Is open and transparent about how we store and process individuals’ data.
Personal information we collect
Information provided should you complete the contact form on the website or through correspondence with us by phone, email or letter may include:
− Titles and names of individuals;
− Postal addresses.
− Email addresses.
− Telephone numbers.
− plus, any other information relating to individuals.
How we use your information
missing elephant limited processes personal data only where the purposes are justified on the basis of our legitimate interests in running and promoting the organisation; we will use your information to contact you about coaching services, supervision, occupational therapy and any workshops and events that may be of interest to you we will not send you marketing communication unless you have provided us with your explicit consent.
Making an enquiry
via the contact form,
email or phone
If you contact us via the website contact form, email or phone to enquire about our services, we will only use your information to respond to your enquiry. We will hold your name, email and phone number on our database for a period of twelve months from the date of enquiry, after which it will be deleted.
Using our services
If we have engaged in a piece of work with you, we will hold your details in order to provide these services and will only use those details to provide the service you have requested. The kind of personal information we hold will depend on the nature of the work we have been asked to do. For example, information relevant to a coaching conversation may include physiological, psychological, behavioural historical or cultural data.
We may retain some records permanently if we are legally required to do so or for an extended period of time. For example, it is current best practice to keep financial records for a minimum of seven years. Generally, we only retain your personal data for as long as we need it and will delete it when no longer needed.
Disclosure of information
missing elephant limited does not share your data with third parties without your consent unless required by law to do so. If you suspect any misuse, loss or unauthorised use of personal data, please contact missing elephant limited by email at email@example.com.
We do not use traffic log cookies to identify which pages of our website are being used.
How we secure your information
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, all customer data is kept in secure locations either in a physical locked location or on an encrypted electronic system. Should any computers be lost or stolen all efforts will be made to keep data secure.
Unfortunately, the transmission of information via the internet is not completely secure. Although we do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Should a data breach occur, we will inform the ICO and follow their recommendations to inform any affected clients.
How we ensure your data is accurate
We take reasonable steps to ensure data is kept accurate and up to date, these include:
− Data is held in as few places as necessary.
− We take every opportunity to ensure data is updated.
− Data is updated as inaccuracies are discovered.
Right to access
You have the right to access the personal information that we hold about you; this is called a “Subject Access Request”. Subject access requests from individuals should be made by email, addressed to firstname.lastname@example.org. We will aim to provide the relevant data within a calendar month.
To find out more about your rights, click here.
Right to erasure
You have the right to request us to delete or remove your personal data.
Contact us or
file a complaint
If you would like to exercise these rights, please contact Helen Barnes at email@example.com. If you are not happy with how we have managed your personal information you can lodge a complaint directly to the Information Commission Officer (ICO) at ico.org.uk/global/contact-us.
Data protection law
For the purpose of the General Data Protection Regulations 2018 missing elephant limited is a company registered in England and Wales under company number 09190538.