This is Vogel Wakefield’s privacy statement, which we review from time to time.
What data do we process and why?
We store a limited amount of personal data. This comprises:
- Contact information about clients, former clients, prospective clients and professional associates. We use this data to contact people as necessary to inform them about our services and in the course of conducting our work.
- A list of names and email addresses of people who have opted in to receive our newsletter. We use this data to send them occasional emails providing content from our blog and other information that we think they might find useful or interesting.
- Confidential notes recording our work with clients such as coaching sessions, interviews and group work. This is integral to the service we provide. It helps us recall salient points from our meetings with clients and any actions agreed.
What are the legal bases for this processing?
The legal basis for keeping the data described is legitimate interest except for the email newsletter list, for which we seek the explicit consent of recipients.
We do not share data with third parties except in the following circumstances:
- We might occasionally share contact details of individuals with a third party if we believe that to do so might benefit the individual concerned. In most circumstances, we would seek the individual’s consent first.
- We share information about our work with clients and organisations with the supervisors who oversee our professional practice. Supervision is itself conducted in confidence. We regard it as an assurance of high standards for our clients, whom we always inform them that we work on this basis.
We store data indefinitely. Retention of contacts database is necessary for building and maintaining legitimate business relationships with actual or potential clients. Our confidential notes are retained because clients often return to us after an assignment has ended, so the information we have on record is of value when resuming work with them. Additionally, we retain client notes as a source of evidence in the event of legal challenge. All data is stored on an encrypted server and confidential notes are additionally kept under password protection.
You are entitled to see what data we have relating to you on our files. You are also entitled to see the data that relates to you if you so wish. We would not agree to the destruction of records from previous work as we do not believe that this is in either our or our clients’ interests for the reasons stated above. Newsletter recipients can remove themselves from the distribution list through the unsubscribe link that is included in the newsletter. Should you wish to inquire about the data we hold on you or your company please contact us at email@example.com.