PRIVACY POLICY

We want everyone who interacts with us to feel confident and comfortable about how their personal information is looked after and used by us. This Privacy Policy sets out how we collect, use and store your personal information (this means any information that identifies or could identify you).

This Privacy Policy may change so please remember to check back from time to time, this version 1.1 was last updated on the 22nd March 2019. Where we have made any changes to this Privacy Policy, we will make this clear on our website or contact you about any changes.

1. Who we are

2. How we collect information about you

3. Information we collect and why we use it

4. Legal basis for using your information

5. Marketing

6. Sharing your Information

7. Keeping your information safe

8. How long we hold your information for

9. Your rights

1. Who we are

At One Big Mind, we are committed to protecting your personal information and making every effort to ensure that your personal information is processed in a fair, open and transparent manner.

We are a "data controller" for the purposes of the Data Protection Act 1998 and (from 25th May 2018) the EU General Data Protection Regulation 2016/679 ("Data Protection Law"). This means that we are responsible for, and control the processing of, your personal information.

For further information about our privacy practices, please contact our Data Protection Officer by:

  • Writing to One Big Mind, 9 Llys Sychnant, Conwy, LL32 8RB

  • Emailing dp@onebigmind.com

2. How we collect information about you

We collect information from you in the following ways:

When you interact with us directly: This could be if you enquire about any of our services, become a client, take part in an event we are running, work for us, apply to work for us, or otherwise provide us with your personal information so we can be of service. This includes when you phone us, visit our website, make a purchase from us, or get in touch through the post, or in person.

When you interact with us through sub-contracted staff working on our behalf: This could be for any of the reasons above via a trusted subcontractor working on our behalf.

3. Information we collect and why we use it

Personal Information

Personal information we collect includes details such as your name, date of birth, email address, postal address, telephone number, and any information you provide during communication between us. You will have given us this information when inquiring about or engaging our services.

We will mainly use this information:

  • To invoice you and verify any financial transactions.

  • To provide the services you have requested.

  • To update you with important administrative messages about an event or services or goods you have requested.

  • To keep a record of your relationship with us.

  • Where you provide consultant services to us, to administer the consulting arrangement.

If you do not provide this information, we will not be able to provide the services you have requested.

We may also use your personal information:

  • To remind you of or arrange appointments.

  • To contact you about our work (see section 5 on 'Marketing' below for further information).

  • To invite you to participate in surveys or research.

Sensitive Personal Information

If you provide us with any Sensitive Personal Information by telephone, email or by other means, we will treat that information with extra care and confidentiality and always in accordance with this Privacy Policy.

A special note about the Sensitive Personal Information we hold

Data Protection Law recognises that some categories of personal information are more sensitive. Sensitive Personal Information can include information about a person’s health, race, ethnic origin, political opinions, sex life, sexual orientation or religious beliefs.

You may share sensitive personal information with us when you enquire about our services, or in the course of a coaching engagement or workshop. 

We will only use this information:

  • For the purposes of dealing with your enquiry and providing services to you.

  • We will not pass on your details to anyone else without your express permission except in exceptional circumstances. Examples of this might include anyone reporting serious self-harm or posing a threat to others or children contacting us and sharing serious issues such as physical abuse or exploitation.

Where you have given us your express consent or otherwise clearly indicated to us (for example, by submitting a testimonial on our website or associated media) that you are happy for us to share your story, then we may publish it on our blog or in other media

4. Legal basis for using your information

In some cases, we will only use your personal information where we have your consent or because we need to use it in order to fulfil a contract with you (for example, because you enter into a coaching contract with us).

However, there are other lawful reasons that allow us to process your personal information and one of those is called 'legitimate interests'. This means that the reason that we are processing information is because there is a legitimate interest for One Big Mind to process your information to help us provide the best possible service to our clients or add broader social value.

Whenever we process your Personal Information under the ‘legitimate interest' lawful basis we must make sure that we take into account your rights and interests and only process it in in ways that respect them and that you would reasonably expect.

Some examples of where we have a legitimate interest to process your personal information are where we contact you about our work via post, use your personal information for data analytics, conducting research, improving our services or for our legal purposes (for example, dealing with complaints and claims).

5. Marketing

We will only contact you about our work by phone, email or text message, if you have agreed for us to contact you in this manner.

You can update your choices or stop us sending you these communications at any time by contacting dp@onebigmind.com or clicking the unsubscribe link at the bottom of the relevant communication.

6. Sharing your Information

The personal information we collect about you will mainly be used by our staff (and sub-contract staff) at One Big Mind so that they can support you.

We will never sell or share your personal information with organisations so that they can contact you for any marketing activities.

One Big Mind may however share your information with our trusted partners and suppliers who work with us on or on our behalf to deliver our services, and processing of this information is always carried out under our instruction. We make sure that they store the data securely, delete it when they no longer need it and never use it for any other purposes. 

We enter into contracts with these service providers that require them to comply with Data Protection Laws and ensure that they have appropriate controls in place to secure your information.

Legal disclosure

We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority); or, in order to enforce our conditions of sale and other agreements

7. Keeping your information safe

We take looking after your information very seriously. We've implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both on and off-line, from improper access, use, alteration, destruction and loss.

Unfortunately, the transmission of information using the internet is not completely secure. Although we do our best to protect your personal information sent to us this way, we cannot guarantee the security of data transmitted to our site.

Our websites may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or the privacy practices employed by other sites. Please be aware that advertisers or Web sites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those websites or advertisers.

8. How long we hold your information for

We only keep it as long as is reasonable and necessary for the relevant activity, which may be to fulfil statutory obligations.

9. Your rights

You have various rights in respect of the personal information we hold about you – these are set out in more detail below. If you wish to exercise any of these rights or make a complaint, you can do so by writing to Data Protection Officer, One Big Mind, 9 Llys Sychnant, Conwy, LL32 8RB, or emailing dp@onebigmind.com.You can also make a complaint to the data protection supervisory authority, the Information Commissioner's Office, https://ico.org.uk/:

  • Access to your personal information:You have the right to request access to a copy of the personal information that we hold about you, along with information on what personal information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You can make a request for access free of charge. Please make all requests for access in writing and provide us with evidence of your identity.

  • Right to object: You can object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes. Please contact us as noted above, providing details of your objection.

  • Consent:If you have given us your consent to use personal information (for example, for marketing), you can withdraw your consent at any time.

  • Rectification:​You can ask us to change or complete any inaccurate or incomplete personal information held about you.

  • Erasure: You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.

  • Portability: You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.

  • Restriction: You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.

  • No automated-decision making: Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. You have the right not to be subject to automated decisions that will create legal effects or have a similar significant impact on you, unless you have given us your consent, it is necessary for a contract between you and us or is otherwise permitted by law. You also have certain rights to challenge decisions made about you. We do not currently carry out any automated decision-making.

  • ​Please note, some of these rights only apply in certain circumstances and we may not be able to fulfil every request.