The following information explains how your personal information is processed, transferred and stored by personnel in QI Consulting Limited. This is in accordance with the guidance regarding required accountability and transparency to you under the General Data Protection Regulation (GDPR) 2018.

What Personal Data do we collect?

We may collect personal data during the initial referral/contact process, via the website, LinkedIn, emails, telephone or SMS. Additional personal data may then be required as part of the Coaching and Leadership Development Programme process. Personal information that we may require could include:

• Name
• Gender
• Address
• Contact details (telephone and email)
• Occupation
• Employer
• Current presenting information
• Risk information
• Progress notes for each discussion

We need this information to deliver support to clients and monitor their progress throughout our relationship.

How do we store and protect your personal information?

Your information may be stored electronically on password protected devices and in Cloud folders (e.g Dropbox) protected by passwords. Information may also be stored in paper form such as with notes which are held securely in locked storage. We store this information long enough to adhere to the requirements of HMRC, professional bodies and insurers which may be up to 10 years.

If you provide data during an enquiry as a prospective client but decide not to work with us your data will be deleted or securely destroyed within a month. We use online videos to train our people in basic data security behaviour like not writing down passwords, shredding passwords written on paper and setting their PC’s to log off automatically when PC is idle for more than 5 minutes. For mobile devices, we ask to download apps like ‘find my phone’ to track any lost devices to remotely disable them.

Sharing Information

As part of our work with clients, if there is a requirement to share information with anyone outside QI Consulting Limited, we ask for consent to share before sharing any agreed information in scope and detail. The sharing of information between professionals will always be limited to that required and for the benefit of the client.

However, there may be exceptions to this where we may be required to share information, whether or not consent has been given. This may be during legal proceedings or when complying with legal obligations, a court order or governmental authority or during issues of safe-guarding. For example, If we believe that there is a risk of serious or imminent harm to anyone, we are required ethically to act and inform appropriate agencies. This could be GP’s, a Crisis team, the police, safeguarding, social services, your employer or other agencies.

Aspects of our accounts/administration are managed by a professional accountant but will have limited access to client data. This may be for example due diligence on invoices and confirming compliance in bank transactions. The strictest confidence is maintained in this process due to their requirements for client data rules on confidentiality.

Your rights in relation to personal data

As a data subject you have the following rights under the GDPR guidelines:

• The right to be informed about the collection and use of personal data.
• The right of access to the personal data we hold about you.
• The right to rectification if any personal data held is inaccurate or incomplete.
• The right to be forgotten – you have the right to request your information is deleted from our system. This may be limited by requirements for us to retain data for a fixed period in order to adhere to professional, legal, accounting, taxation or insurer’s requirements.
• The right to restrict processing.
• The right to data portability – you can obtain and use your personal data for your own purposes across different services.
• The right to object to the use of your personal data for particular purposes.
• Rights with respect to automated decision making and profiling.
• The right to lodge a complaint with a supervisory authority.

If you would like any further information concerning your rights, please email us on info@cognitions.co.uk or vikram.millns@cognitions.co.uk

Cookies

We may obtain information about your general internet usage by using a cookie file which is stored on your browser or the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our website and to deliver a better and more personalised service. Some of the cookies we use are essential for the site to operate. Some cookies are allocated to your PC only for the duration of your visit to a website, and these are practicalities called session-based cookies. These automatically expire when you close your browser. Another type of cookie known as “persistent” cookies can remain on your PC for a period.

How we gain consent to using cookies

When you visit our website (www.cognitions.co.uk) for the first time you will see a notice which tells you that it uses cookies. This notice has a button which you press to consent to the use of cookies. If you enter our website having seen this notice without making any changes to the existing cookie settings, it will be assumed you agree to those settings.

How to remove cookies

You can block cookies by activating the setting on your browser which allows you to refuse the use of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be to access all or parts of our website.

Changes to Privacy Policy

This Privacy Policy may change occasionally, for example, if the law/regulations changes or any of the services offered change. Any changes will be immediately posted on this site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of our website following the alterations. We recommend that you check this page regularly to keep up to date.