Jennifer Meeres Consulting LTD (JJMeeres LTD; Company Number 12973704):

Definitions

“Processing” means anything that she does with your personal data – obtaining it, holding it, using it, or passing it on. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

“You” means you as an individual. You are known as the data subject within the context of the GDPR and UK data protection law.

“We” or “Our”  or “Coaching Company” means Jennifer Meeres Consulting LTD ‘Coaching Company’. We are the data controller as defined within the context of the General Data Protection Regulation (GDPR) and UK data protection law. This means we decide how your personal data is processed and for what purposes and we are legally responsible for making sure your information is processed correctly and lawfully.

“Third party” means any individual or organisation outside of our coaching organisation

You, a current, former or prospective Client (‘Client’) of Jennifer Meeres Consulting LTD, have a right to be informed about how the Coaching Company processes your data, and to be clear about its position on confidentiality, and other matters.

Jennifer Meeres LTD is registered as a Data Controller with the Information Commissioner’s Office for data protection purposes (registration: ZB232110), and Jennifer Meeres (‘the Coach’) is the Data Protection Officer.

Privacy

The Coaching Company takes your privacy and confidentiality seriously and will only use your personal information to administer your account and provide the products and services you have requested from the Company.

All current, former and prospective client information is stored securely in encrypted, password-protected files and systems.

The Coaching Company keeps minimum notes, and stores them securely until 7 years after the relationship with the Client has ended in accordance with BPS guidance. Electronic data  is kept on password protected devices and/ or on secure GDPR compliant cloud based servers. Emergency Contact & GP Information is stored separately and securely, used only in a genuine emergency. We will hold this information securely and process it in accordance with data protection legislation

After 7 years all Clients’ files are permanently deleted. For prospective Clients who have a Consultation only but do not proceed to a coaching relationship, all electronic records will be deleted after a maximum period of one year.

The Coach and the Coaching Company retains anonymised notes and anonymised evaluation data as part of the Coach’s reflective practice; the Coach uses initials only in their personal supervision notes, and in any paper diary.

Jennifer Meeres Consulting LTD may use administration assistants with general administration duties. Any such third parties will be GDPR compliant and registered with the Information Commissioner’s Office.

The Coaching Company may collect anonymised information on the use of its website and social media sites in order to understand its Clients’ needs better. The Coaching Company uses a number of GDPR-compliant third party software applications (apps) in order to schedule and conduct appointments online, manage invoicing and contracting, deliver Services, and to manage email newsletter subscriptions.

Where coaching sessions are delivered remotely (e.g., via video or telephone), you understand that there is currently no specific UK legislation governing tele-coaching or tele-therapy. However, all reasonable steps will be taken to uphold professional, ethical, and data protection standards, including ensuring the security and confidentiality of communication platforms.

While all efforts will be made to use secure systems, no platform is 100% secure neither the Coach nor the Coaching Company can guarantee absolute security from any online platform.

By engaging in remote sessions, you accept this limitation and agree to take reasonable precautions to protect your own privacy (e.g., using a private location, secure internet, and passwords). To the extent permitted by law, liability is limited to the provision of coaching services in accordance with professional standards.

You have rights as a data subject, and you can ask for a copy of any notes or records held by the Coaching Company regarding yourself, and the Coaching Company will respond within 28 days.

You can make a complaint regarding how the Coaching Company processes your data with the Information Commissioner’s Office. Any data breaches will be reported to the Information Commissioner’s Office within 72 hours.

This privacy notice tells you what to expect us to do with your personal information.

Contact details

jenny@jennifermeeres.com or Jennifer Meeres 31 Crescent Drive North, Brighton, England, BN2 6SP

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data.  Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. 

What information we collect, use, and why

We collect and process the following types of personal data: your name, contact information, health diagnosis, emergency contact, session notes and reflective summaries, and any forms or assessments you complete, communications via email or messaging, and payment details (handled via secure third-party platforms).

This data is collected to provide you with coaching psychology services, maintain contact between sessions, monitor progress and adapt support, fulfil professional, legal, and ethical obligations, and manage emergencies (e.g. by contacting your nominated emergency contact if necessary).

• To respond to queries via our website
• For client consultations
• To seek client feedback
• To deliver coaching services
• To maintain financial records, invoices and payments made
• To carry out comprehensive safeguarding procedures (including due diligence and complaints handling) in accordance with best safeguarding practice
• To maintain our accounts and records

 Your data is processed under the lawful bases of contractual obligation (to deliver coaching services), Legal obligation (e.g., safeguarding, insurance), Legitimate interest (e.g., evaluation and improvement of services) and Consent (especially for sensitive data and optional communications)

Where we get personal information from

People directly

How long we keep information

7 years.

Who we share information with

• Data processors
• CJ Accountancy & Bookkeeping Services. This data processor does the following activities for us: Processes accounts and payroll.
• Various GDPR compliant software based data processors ‘apps’. This data processor does the following activities for us: Manage backoffice functions eg contracts, providing a learning platform, cloud data storage, managing email marketing lists – please ask for a current list.

Your rights and your personal data

 You have the following rights with respect to your personal data:

The right to access information we hold on you

At any point you can contact us to request the information we hold on you as well as why we have that information, who has access to the information and where we obtained the information from.

Once we have received your subject access request and proof of your identity, we will respond within one month. There are no fees or charges for the first request but additional requests for the same data may be subject to an administrative fee.

The right to correct and update the information we hold on you

If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.

The right to have your information erased

If you feel that we should no longer be using your data or that we are illegally using your data, you can request that we erase the data we hold.

When we receive your request, we will confirm whether the data has been deleted or the reason why it cannot be deleted (for example, because we need it for regulatory purpose(s)).

The right to object to processing of your data

You have the right to request that we stop processing your data. Upon receiving the request, we will contact you and let you know if we are able to comply or if we have legitimate grounds to continue to process your data. Even after you exercise your right to object, we may continue to hold your data to comply with your other rights or to bring or defend legal claims.

The right to data portability

You have the right to request, in writing, that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.  

The right to withdraw your consent to the processing at any time for any processing of data to which consent was sought

You can withdraw your consent easily by email or phone (see Contact Details).

The right to object to the processing of personal data where applicable

Where we use your personal information to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.

The right to lodge a complaint with the Information Commissioner’s Office

If you feel we have used your information incorrectly or without lawful basis, or you dispute our lawful basis, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

Please contact us if you wish to exercise any of these rights.

Contact Details

If you have any questions regarding how we process your data, or you would like to make a subject access request, please contact us via email or in writing to:

jenny@jennifermeeres.com or Jennifer Meeres 31 Crescent Drive North, Brighton, England, BN2 6SP

You can contact the ICO on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Changes to this notice

We keep this Privacy Notice under regular review and we will place any updates on our website.

Confidentiality and Safeguarding

The Coach understands that discretion and confidentiality are extremely important to their clients and they take great care to provide a safe and confidential service within the limits of the law. The Coach holds a professional duty to promote the well-being and safety of all clients. Although coaching is not a therapeutic or crisis service, safeguarding concerns may require action. Confidentiality is maintained in line with BPS and EMCC ethical codes. However, disclosure without your consent may be necessary if, in our reasonable opinion, there is a serious risk of harm to you or others, in cases of abuse, neglect, or exploitation, and where required by law.

Where possible, such concerns will be discussed with you before any disclosure is made. To support this, you will be asked to provide an emergency contact, which will only be used if there is immediate concern for your safety. The Coach will always make every effort to discuss any concerns with you in person or by phone, and will normally only contact another party as a last resort.

Neither the Coach nor the Coaching Company will release any notes, emails or any documents which you have shared without either your written agreement or a Court Order.

If your employer is paying for your 1:1 coaching sessions, neither the Coach nor the Coaching Company will release any information to your employer other than to confirm the number and/ or dates and times of sessions which have been attended, unless we have agreed otherwise in writing.

If the Coach and Client happen to cross paths outside of the coaching relationship—whether in a social or professional setting—the Coach will always prioritise your privacy. The coach won’t initiate contact and will take your lead, only engaging if you choose to acknowledge me. Where appropriate, the Coach may discreetly remove myself from the situation to protect your confidentiality. Your privacy and autonomy will always be respected. 

Other

The Coaching Company and Coach is based in the United Kingdom and work under UK law. If you are located outside the UK, please note that UK law will govern our contract.

The Coach abides by the European Mentoring and Coaching Council (EMCC)’s code of ethics, the EMCC Diversity and Inclusion Declaration, and by the British Psychological Society’s Codes of Ethics and Conduct. The Coaching Company or the Coach is happy to answer any further questions regarding your privacy, confidentiality, or any other matter.