Privacy Notice

Introduction

Please read this privacy notice with care. It contains important information about what I will do with your personal information from initial point of contact through to after sessions have ended. It will tell you why and for what purpose I am processing your information, how I store, use, and share personal information, whether I intend to transfer it to another country, your data protection rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.

Your privacy is very important to me. You can be confident that I am committed to protecting and respecting your personal information. It will be kept safe and secure and will only be used for the purpose it was given to me. I adhere to current data protection legislation, including the General Data Protection Regulation (EU/2016/679) (the GDPR), and the Data Protection Act 2018. Any dispute arising from the use of the website and/or the services provided are subject to the laws of England, Northern Ireland, Scotland and Wales. I also adhere to the ethical guidelines regarding protecting client privacy and confidentiality set by the British Association for Counselling and Psychotherapy (BACP) and the European Mentoring & Coaching Council (EMCC).

I am happy to chat through any questions you might have about my data protection policy, and you can contact me via email at: kathy@expatyp.com.

‘Data controller’ is the term used to describe the person/organisation that collects and stores and has responsibility for people’s personal data. In this instance, the data controller is Kathleen Swords. I am registered with the Information Commissioner’s Office. My email address is: kathy@expatyp.com

The General Data Protection Regulation - GDPR - states that:

I must have a lawful basis for processing your personal data. The lawful basis for me processing any special categories of personal information is that it is for provision of health services (Therapeutic Coaching) and necessary for a contract with a health professional. If you are currently in contact with me, considering or utilising my services, I will process your personal data where it is necessary for the performance of our contract. The GDPR also makes sure that I look after any sensitive personal information that you may disclose to me appropriately. This type of information is called ‘special category personal information’. If you have ceased using my services, I will use legitimate interest as my lawful basis for holding and using your personal information.

In addition, GDPR requires that all organisations that store personal information about people may only do so provided that the information is:

• Processed lawfully, fairly and in a transparent manner.

• Collected for specified, explicit and legitimate purposes.

• Adequate, relevant, and limited to what is necessary; accurate and, where necessary.

• Kept up to date; kept in a form that permits identification of information subjects for no longer than is necessary for the purposes for which the personal information

• Processed in a manner that ensures appropriate security of the personal information

What Information Has to Be Provided by You and Why

You are not required to provide any personally identifiable information to merely access or visit this website. We collect personal information if you contact us with an enquiry about our services, sign up through forms, register for a workshop or presentation, leave comments, email or telephone. Information is required from you to enable us to provide you with information about services, carry out any services between you and Expat YP, administer our business activities, provide customer service, and make available our services to prospective customers. It helps guide both my assessment and decision-making process prior and during sessions. We will inform you when we collect it whether you are required to provide the information to us. The information collected may include your name, e-mail, address, phone number, gender and/or billing information. Alternatively, a health professional, parent or trusted individual may give me your details when making a referral/enquiry on your behalf. If you decide not to proceed, I will ensure all your personal data is deleted within 30 working days. If you would like me to delete this information sooner, just let me know.

How Long Your Personal Information Will Be Kept?

We will hold all personal data for no longer than is necessary for the purposes for which the personal information was intended or until you let us know you would like us to delete it, or you unsubscribe from our marketing contacts. In terms of Therapeutic Coaching services, once our working relationship has ended, any records will be kept in line with BACP and EMCC guidance depending on which is longer and are then securely destroyed. Please let me know if you give your consent to delete your information sooner than this.

While you are accessing my services:

Rest assured that everything you discuss with me is confidential. Confidentiality will only be broken if there are legal or ethical obligations to disclose or say something else that implies serious harm to yourself or others, if a court of law requires me to disclose information and if there is something you feel would be helpful for me to share with someone. In each case relevant parties would be notified. I will try to discuss this with you first, unless there are safeguarding issues that prevent this.

Data Security

I will store your personal information electronically on devices that are password and/or fingerprint I.D. protected and in files that are further password protected and only accessible by me. I use Power Diary, a cloud-based Private Practice Management system designed to meet the needs of healthcare practitioners wishing to offer flexible, accessible and efficient services. To protect all parties, Power Diary is ISP 27001, HIPAA and GDPR compliant. Please visit their website at: https://www.powerdiary.com/uk/ to read their Privacy Policy. Any written notes are kept in a locked filing cabinet. Any written names and contact details are stored separate to other personal information (anonymised format). For security reasons I do not retain text and email messages unless there is relevant information to meeting your needs contained in a message.

Who We Share Your Personal Information With

Expat YP respects your privacy and will never sell, trade or transfer your personally identifiable information to third parties beyond what is necessary for fulfilling a customer transaction or for the basic functionality of an online service without your consent. We do share relevant information with Mail Chimp, Power Dairy, Stripe and other third-party suppliers and credit card processors to provide you with services you need. Expat YP may release personal information to companies, organisations or individuals outside Expat YP if we believe that access, use, preservation or disclosure of the information is reasonably necessary to enforce its website Terms and Conditions, manage its business including technical issues, protect users or the general public, or to comply with legal obligations. If you give Expat YP your permission, it may also use personal identification information for internal or external marketing and promotional purposes. Some of your personal information may be shared with your G.P., or other healthcare professional, or third party trusted adult individual under certain exceptional circumstances. These include the requirements of a court of law, the threat of serious physical harm to you or to others, or during regular consultations with my professional supervisor. This website is operated in the United Kingdom and third parties with whom we might share your personal information may be located in other countries. By using this website, participating in any of its services and/or providing your information, you consent to this transfer. Expat YP will not be held responsible or liable for personal information you share publicly on our web site or during any of our service provision activities such as workshops.

Your Rights

I try to be transparent in terms of giving people access to their personal information. You have a right to ask me to limit my use, cease processing or delete your personal data. You may ask for a copy of any information that I hold about you. You can request me to correct mistakes in your personal information at: kathy@expatyp.com. Please refer to ico.org.uk/your-data-matters to read more. If you have any complaint about how I handle your personal data, please get in touch with me at kathy@expatyp.com so that I can respond to your concern. Formal complaints about the way I have processed your personal information can be addressed through the ICO at ico.org.uk/make-a-complaint.

Visitors to my Website

When someone visits my website, I use a third-party service, Google Analytics to collect standard internet log information and details of visitor behaviour patterns. I do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way that does not identify anyone. I do not make, and do not allow Google Analytics to make, any attempt to find out the identities of those visiting my website. I use Google Analytics so that I can continually improve my service to you. You can read Google Analytics’ privacy notice here. If you fill in a form on my website, that data will be temporarily stored on the web host before being sent to me.

Children’s Online Privacy Information:

Expat YP prohibits children under the age of 18 from using all interactive portions of this website, including leaving comments, completing forms, submitting information, contacting Expat YP. The website does not knowingly accept any personally identifiable information submitted by children under 18. Please contact us immediately at kathy@expatyp.com if you believe that the website has personally identifiable information of a child under the age of 18 in its database. We try to remove this information from our records.

Cookies and similar technologies

Expat YP may collect domain information and “cookies” (small files saved on your hard drive by your web browser) to analyse website performance, track user patterns, save information from your previous visits and customise your experience. We will ask for your consent to allow us to use cookies. Expat YP or its third-party vendors may collect nonpersonal information using these technologies. Nonpersonal information might include the browser you use, the type of computer you use and technical information about your means of connection to this website such as the operating systems and the Internet service providers utilised and other similar information. Expat YP ’s systems may also automatically gather information about the areas you visit and search terms you use on this website and about the links you may select from within this website to other areas of the Internet. Find more about our use of cookies.

Links to Other Websites

This website contains links to other external websites. Please be aware that Kathleen Swords T/A Expat YP is not responsible or liable for any content on or actions taken by such third-party websites or for the privacy practices of other sites. We encourage you to be aware of this when you leave our site and to read the privacy statements of each website that collects personally identifiable information. This privacy statement applies solely to information collected by Expat YP.

Changes to This Privacy Policy

Our Privacy Policy may change from time to time. We will post any Privacy Policy changes on this page. Your continued use of our website following the posting of any updates or changes to our terms and conditions shall mean that you agree and accept such changes.

How To Contact Us

If you have any questions or concerns about our use of your personal information, or you wish to change your personal information in our records, please contact us at: kathy@expatyp.com.