Here at Cothan Wellbeing, we are committed to safeguarding your privacy.
This policy was last updated on 8th July 2020.
1. Who we are
We are Cothan Wellbeing, a sole trader company owned by Kerry Scott-Gillett. Our website address is www.cothan.co.uk.
2. What personal information do we collect and process?
Personal information refers to any information capable of identifying you as an individual, either directly or indirectly. It does not include anonymised data.
We currently collect and process the following personal information:
Personal identifiers and contact information – this includes (but is not limited to) your name, address, email address, organisational details (if relevant) and landline/mobile telephone numbers.
Feedback from you regarding our services, although this will be pseudonymised and you will therefore not be directly identifiable from it.
Brief notes relating to coaching, mentoring or mindfulness training sessions, although this data will again be strictly pseudonymised, so that it cannot be directly attributed to you.
3. How do we collect your information?
Most of the personal information we process is provided to us directly by you when:
You contact us regarding our services, either by phone, email, social media or through completion of a contact form on our website.
When you use our services.
When you communicate with us regarding content on our website (for example, on our blog) or on another social media platform.
When you complete a form in relation to fulfilment of our services – for example, a contract or feedback form.
If you are referred to our services, we may also receive your personal information from the referring organisation.
When you visit our website, we may automatically log your IP address - a unique identifier for your computer or other access device. However, we will not use your IP address to identify you in any way.
4. How do we use your information?
The personal information we collect and process is held in the strictest confidence and we will not share it with any other organisation or third party outside of Cothan Wellbeing unless we are required to do so by legal requirement.
We use the information that you have given us in order to:
Provide you with our services and deliver these to you as effectively as possible.
Review and develop our services to ensure that we are providing the best possible experience for you.
Communicate and engage with you regarding our services via our website, social media or email (if you have given us permission to do so).
Administer our business effectively and maintain appropriate records in line with legal requirements.
Manage and protect our financial interests.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
We have a contractual obligation – the personal information you provide is necessary for us to enter into a contract with you and perform this contract.
We have a legitimate interest – the information you provide is necessary for us to manage our business effectively and develop it in the best interests of you as our customer.
5. How do we store your personal information?
The information you provide is securely kept online in encrypted, password protected cloud storage. Whilst we endeavour not to produce or keep paper documents, where we do so, these are kept in a locked and secure cabinet.
We will only keep most personal information for as long as it is needed to effectively fulfil our services to you. In most cases, we will either permanently delete or destroy your data six months after you have ceased to use our services.
However, for tax purposes we are required to keep any basic identity, contact and transaction data that we collect for six years.
In some cases, we may also keep personal data indefinitely for research purposes, although this will be anonymised and you will not be identifiable from it.
5. What are your data protection rights?
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we will respond to you within one month.
Please contact us at if you wish to make a request.
6. How to complain
If you have any concerns about our use of your personal information, please contact us to make a complaint.
Whilst we will do our very best to try and resolve these concerns, if you are still unhappy, you can also contact the ICO at:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk