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Privacy 

Version Number: 13.0 | Last Modified: 19/06/2020 15:58

Our Promise

Being fair and keeping your data safe is at the heart of what we do.

We believe information about you, belongs to you, full stop. We are custodians of your data and we will always respect your privacy. 

We're committed to keeping your information safe - and putting you in control.

We care about being fair and treating your data with care. Why? Because we are committed to 'doing the right thing.'

Coaching is about helping people be better; about 'doing the right thing for others.' This is what drives all our work and our 'doing the right thing' consideration extends to how we treat your information.

So when it comes to the way we communicate with you and handle your data, we want nothing to come as a surprise to you.  

Four things to remember:

1 We don’t harbour any secrets when it comes to how we use your data. It's all set out in our privacy policy below.

2 We put you in control. In your privacy dashboard, you’ll find easy-to-use tools to change your settings.

3 We only store the personal data we need to complete your requests and achieve our goal of more great coaching.

4 We invest in security to keep your information safe.

Privacy Policy

This privacy policy will help you understand the things we do and the long-term commitment we've made to make our privacy promise a reality.  

We know that most privacy policies are dry and full of legal terms. So, we’ve done our best to make this one easy to digest. We’ve kept it clear by using plain language, short words and brief sentences so you can easily understand what we do with your data.

Quick links

 What data do we collect?
How long do we keep your data?

How we use your data when you do different things?
Tools that put you in control
What emails will you receive from us?
Do we ever share your details with anyone?
How we keep your information safe
Useful information

What information are we talking about?

Personal information is any information that makes you ‘You’ and can be used to identify you.

Your name, email address and your date of birth are all examples of personal information.

Why we collect and use personal data

We collect and store personal data for three reasons. To:

1 Action your requests

2 Pursue our charitable goal: more great coaching helping more people be active, more often 

3 Remain financially sustainable so we can pursue our charitable cause.

We won't collect personal data for any purpose other than those listed above.

 

What Data Do We Collect and Store?

Use the arrows below to see the core information we collect and store.

  • Name
  • Email address and password
  • Date of Birth
  • Contact details
  • Learning activities and achievements
  • Coaching role
  • Enquiries to UK Coaching
  • Usage of our services
  • Purchases
  • IP address and cookie data

How Long Do We Keep Your Data For?

 

We are working hard to ensure we store your data for no longer than is necessary to provide the services you’ve requested and we've promised.

How long we keep your for varies depending on the service you use.

You can find out specifics on this in the section below.

How We Use Your Information

Use the arrows below to find out how we use and treat your data when you:

What we collect and why

Our website, like many others, stores and retrieves information on your browser using cookies. We use cookies to: 

  • make our site work as you'd expect it to.
  • see how people move around our site so we can see if there is anything we can do to improve our website to better meet the needs of our visitors.
  • give you a more personalised web experience. Cookies let us know your actions and whether you are visiting for the first-time or have been before. This allows our website to do useful things that could otherwise annoy you. For example, our website stops displaying our Cookies notice if you’ve already accepted it.

We do not make any attempt to find out your identity when you visit our website without signing-in.

Does anyone else collect information about me when I visit UKCoaching.org?

We use a third party service, Google Analytics, to collect standard information and details of how you use our website. This allows us to measure the performance of our website. This information does not identify you. We do not allow Google to find out the identities of people viewing our website. 

Where we feature YouTube videos on our site, YouTube may track any videos you watch if you have a YouTube account. 

How to stop IP Address tracking

If you are signed-in, you can stop us from using a Cookie to collect and store your IP Address and tracking your activities by turning-off the Allow Personalisation setting in My Privacy.

Visit our Cookie Policy to learn more about cookies we use.

Visit Google to find out how to opt-out of YouTube and Google Analytics Cookies.

You can stop us, Google and YouTube from collecting details on how you use our website by blocking Cookies through your browser. Bear in mind that doing so will mean that our website won't function properly for you.

Visit aboutcookies to get independent advice on cookies.

What we collect and why

When you create an account on our website, you enter basic information - your name, password and email - so we can verify you are 'You' (and not a robot). This information helps us to keep your account secure and private to you.

We will never display your email and no-one will ever see your password.

Your first and last names will be printed on your certificate if you complete a learning activity. And if you contribute content to UKCoaching.org, your name will be displayed as the author of that contribution.

When you register your account you can opt out of receiving our email newsletter or marketing information. Go to What will you receive from us to learn more.

When you sign-in, our website tracks the pages you visit. We only ever use this data in its aggregate form to improve our website. You can stop us from tracking your website activities by turning off the Allow Personalisation setting in your privacy dashboard. 

What can I do in My Account?

When you sign-in and access your account, you can:

  • see your learning activities
  • turn-on and -off your email and cookie settings in your privacy dashboard
  • add your photo and your bio (a description of yourself). These will be displayed to visitors if you author a resource on UKCoaching.org.
  • view and edit your personal details. 

How long do we keep your data for?

If you have not logged-in to your account at ukcoaching.org in the last 18-months, we may delete your account. We will email you before we do this though giving you the option to sign-in to re-activate your account.

What we collect and why

Some UK Coaching workshops are organised and marketed by 3rd party organisations who will take your booking. It is likely that these organisations will collect information about you when you book on a workshop. We advise you to read their privacy policies before making a booking as we don't have any responsibility for their data protection practices. 

In these instances the 3rd party organisations do not pass your data to us. Instead, we ask you to complete a workshop registration on this website during the workshop. The tutor will confirm your attendance at the workshop so that we can then email you your certificate of attendance. We request your name so that we can print it on your certificate and your email so that we can email you our certificate.

As some learning activities are only valid if you are over 16 or 18, we also collect your date of birth (DOB). This is especially important for Safeguarding and Protecting Children training where completion of such learning is required for coaching roles that involve working with children.

If you purchase and/or enrol on a UK Coaching Learn at Home, online course, you can easily access the course without signing-in separately to our learning platform through the single sign-on facility. Our learning platform is powered by LearnUpon.

If you enrol on online learning that has been created by UK Coaching but you're accessing it on a 3rd party's platform, we advise you to read their privacy policy. 

We do ask you to feedback on your learning experience so that we can continue to improve our learning offer. This is entirely optional. Your feedback will be stored in reports and will not be linked to your account. 

What will you receive from us?

You will receive a certificate from us if you complete any workshops and you will be able to download any certificate relating to any online course you have completed.

We may also send you a monthly enewsletter and marketing emails unless you opted out of these emails when registering on UKCoaching.org, visiting My Privacy or you unsubscribed in any subsequent email (learn more below).

How long do we keep your data for?

We keep your learning activities for up to 6-years, so you can view them in your Learning Dashboard and send you a copy of your certificate should you lose it during this 6-year period.

What we collect and why

We collect your name so that we can publish it alongside your pledge. 

If you do not already have an account on UKCoaching.org, we ask you for your email too so that we can send you emails about our future campaigns but, only if you want us to. You can choose not to enter your email when you pledge or you can opt-out of receiving emails when you pledge or, you can stop receiving emails at any time by clicking the unsubscribe link in any email you receive. 

What will you receive from us?

Go to What will you receive from us to learn more about the information that will be in any emails you receive. 

How long will keep your data for?

If you have not opened emails you receive from UK Coaching in 18-months, we stop sending you emails. .

 

What we collect and why

When you book a place at our conference or any other event, we ask for your contact details so we can keep in touch with you about arrangements for the event.

We also ask you to tell us about any dietary and accessibility needs so we can cater to your needs and make your experience a comfortable one.

We may publish your name and position to other delegates at the event. However, we will always give you the opportunity to opt-out of this before we do so. 

How long do we keep your data for? 

Your data will be removed from our system within one-year of you attending the event. 

What we collect and why

You can participate in our research programmes without revealing any personally identifiable information.  

If you agree to be part of any follow-up research, we will collect your contact details so that we can invite you to participate.

If you wish to be entered into a prize draw which is associated with our research then we collect your name and email so we can contact you should you win.

How long do we keep your data for?

If you have supplied your contact details:

  • to enter a prize draw, we will delete your data as soon as the winners are drawn
  • for follow-up research, we will remove your data as soon as the programme is complete. 

What we collect and why

In addition to the information you share when you register on UKCoaching.org, we also collect your address when you subscribe so that we can verify your payment.

What you will receive from us?

We will send you important information relating to the subscription service including renewal information as well as a subscriber email containing information about subscription benefits.

You may also receive marketing emails for example if your subscription has lapsed.

How long do we store your data for?

When your subscription expires, you will become a registered UKCoaching.org user and we will store your data within the website in accordance with our policy for registered users.

We will retain the financial transaction though to comply with financial regulations for six years.

What we collect and why

When you join our community, ConnectedCoaches, you enter basic information - email, name, username and password - on the Register page to create a secure account. 

You will then have the option to publish more information about yourself and your coaching credentials in your community profile so you can raise your own profile within the community and so other members can find out more about you. You choose what information you share but we will never display the email address you enter into the email address field.

We advise you never to share your contact details - email, address or telephone number - in your community profile. 

What will you receive from ConnectedCoaches?

So that you can stay up to date with what's going on in the community and we can pursue our legitimate interest of sustaining a vibrant and supportive coaching community, we encourage members to participate by sending regular emails but only if you want us to do so. These include:

  • a weekly update
  • a monthly round-up email of activity 
  • notifications relating to posts you have commented on or subscribed to. 

We give you the option to opt-out of these emails and notifications in your ConnectedCoaches Account.

Additionally, you can opt-in to receive a daily email digest to stay up to date with activity on a daily basis. 

How long do we keep your data for?

If you have been inactive on ConnectedCoaches, we may delete your account. We will email you before we do this though giving you the option to sign-in to re-activate your account.

More information is set out in our ConnectedCoaches privacy policy. 

What we collect and why

If you apply for either UK Coaching or UK Performance Coaches' Association membership, you'll submit your details on an application form. 

We request information about your coaching qualifications and role so we can check your eligibility and grant you membership status. 

If insurance is part of your UK Coaching membership, we share your name and the sport with IntoSport, whose insurance is underwritten by Hiscox so that they can provide you with the insurance cover you've requested. These companies do not use your information for any purpose other than for providing insurance cover. 

What you will receive from us?

We will send you important information relating to the membership service including renewal information. Members of the UK Performance Coaches Association (UKPCA) will receive emails containing news about the UKPCA unless you have unsubscribed or opted-out of these when you appled. 

You may also receive the UK Coaching email newsletter and marketing emails unless you opted out of these emails when you registered with UKCoaching.org or, have since unsubscribed. Find out more below.

How long do we store your data for?

Your data will be stored for up to seven-years after the end of your membership period in case there is a claim made against you relating to the period of your membership.

We work with organisations who develop or provide coaching to pursue our charitable goal - more great coaching inspiring an active nation. We call these organisations our partners. 

What we collect and why

If you work for a UK Coaching partner organisation and have a responsibility for developing coaching, we will ask for your contact details so that members of the UK Coaching team may contact you - by email or by phone - to support you in your work and honour our partnership commitments. 

To fulfil our partner agreement, we will email you our partner enewsletter to keep you up to date with the latest thinking, guidance, events and offers relating to managing coaching. Learn more below.

If your organisation organises UK Coaching workshops or delivers UK Coaching workshops under license and you are a named partner contact, we will send you marketing emails about new workshops or changes to our existing workshop offer. You can opt-out of marketing emails at any time. Learn more below. 

If you are an accredited tutor, working for an organisation that is delivering UK Coaching workshops under licence then you will receive the tutor newsletter Learn more below. 

How long do we keep your data for?

We wil remove your work contact details (name, phone and email) from our records if you or another staff member from your organisation tells us you no longer work for that partner organisation or if your organisation ceases to be a UK Coaching partner organisation.

If you nominate someone for a UK Coaching Award, you will submit your information and that of the nominee in an application form. Any personal information you provide, is only used only for the purpose of reviewing the nomination. The name and coaching story of finalists and subsequent winners will also be published in media releases and on our own website.

What we collect and why

If you apply to become a UK Coaching workshop tutor, you will submit information in an application form.  If your application is successful, we will store these details, any further learning, your tutoring activities and your bank details so we can:

  • get in touch with you about delivering forthcoming workshops for our partner organisations
  • check you continue to meet the minimum requirements for being a UK Coaching workshop tutor
  • pay you for the work you do.

What will you receive from us?

Our workshop team may contact you to confirm your availability or send you arrangements for a forthcoming workhop. 

You will also receive our tutor enewsletter that contains essential information you need to know such as any changes to our workshops. We will upload your data to specialist emails provider Pure360 so we can send this email securely. Pure360 will not use your email for any other purpose. 

How long do we keep your data for? 

We will retain your information for up to six-years after you cease to be a tutor so that we can validate any future employer reference requests for you. However, we will remove your data after 6-months after you cease being a tutor if you request we do so. 

If your application to become a tutor is unsuccessful, we will keep your application for up to 6-months.

What we collect and why

When you apply for a position at UK Coaching, we collect information about you as part of our recruitment process. 

If your application is successful, we will keep information about your employment to:

  • comply with employment legislation
  • fulfil your employment contract
  • manage performance
  • pay your salary and grant any benefits you are entitled to.

We also collect information that helps us to monitor our equality policy. This data is stored anonymously.

How long do we keep your data for?

We will keep your information for up to six years after employment to comply with employment legislation and respond to any reference requests. 

If you apply for a position but don't go on to work for UK Coaching, we will keep your information for up to 6-months after your application. 

More detail on how we respect and protect staff privacy is set out in our Privacy Policy for staff. 

We keep any enquiry or complaint for up to three-months after we receive it so that we can refer to it if you make any follow-up enquiries.

When you submit an opportunity to be posted on our website, on behalf of an organisation, you will submit your contact information as well as the details of the position advertised. Any personal information you provide (in addition to your registration) is only used should we need to contact you with a question about the listing. The information about the opportunity will be published on our website and shared via social media.

What we collect and why

If you apply to purchase fitness insurance or fitness and sports massage insurance, you'll submit your details on an application form. 

We will share some of your data with Howdens, our specialist insurance broker partner. Howdens, Aviva and Hiscox all operate as data controllers of your data and comply with current data protection legislation. In turn, Howdens, share your information with insurers Hiscox for liability cover and Aviva for personal accident cover. 

What you will receive from us?

We will send you important information relating to your insurance including renewal information.

You may also receive the UK Coaching email newsletter and marketing emails unless you opted out of these emails when you registered with UKCoaching.org or, have since unsubscribed. Find out more below.

How long do we store your data for?

Your data will be stored for up to three-years after the end of your insurance cover in case there is a claim made against you relating to the period of your insurance.

We keep any enquiry or complaint for up to three-months after we receive it so that we can refer to it if you make any follow-up enquiries.

You Have the Tools to Manage your UK Coaching Experience

 

We've created My Privacy to give you access to tools that help you manage your privacy so you can make UK Coaching work better for you. 

If you have a question about the information we hold about you, phone us and we'll answer your query. Or if you want to a make more formal request - in writing - you can so this via our website. 

Use the arrows below to find out more. 

You can view and edit email settings in My privacy. There, you can turn -off or -on our coaching enewsletter or marketing emails.

If you are signed-in, you can stop us from using a Cookie to collect and store your IP Address and tracking your activities on our website by turning-off the Allow Personalisation setting in My Privacy.

Bear in mind, that this will impact on what our website does or doesn't display to you to improve your website visit. 

In My Account, you can view and edit your personal details. 

You can also choose to add your photo and bio (a description of yourself). We will display these to visitors if you author any resources or posts on UKCoaching.org.

If you want to check something about the information we store about you, phone us with us and we'll try to answer your question quickly over the phone. 

If you want to make a more formal request, in the form of a Subject Access Request, you can do so by submitting this form or you can phone us.

We will respond to you without the delay to check that you are 'You'.

We will send you your data securely within one-month of your request. If your request is complex or excessive, we may contact you to let you know it will take us up to another two-months, explaining why we need the extra time and any fees we will charge to cover our administration costs. 

If you want us to remove any data we hold about you then you can phone us or complete a request form. We will get back in touch to check that you are who you say you are and we will respond with a confirmation within one-month. 

If we cannot not remove the data you've requested (for example, for other legal reasons), we will respond to you within one-month to let you know why.

If you believe any information we hold about you is incorrect, get in touch and we'll do our best to check it and put it right. You can also make this request via our website.

What emails will you receive from us?

We will send you service emails that are neccessary to deliver the service we've promised and honour our agreements. 

We may send you coaching enewsletters or marketing emails to pursue our charitable goal (more great coaching helping more people be active, more often) and financial sustainability interests. We will always give you the option to opt-out of these emails. 

The service emails you will receive will vary depending upon the service you are using. 

For example, if you create an account on our website, you may receive an email to verify it’s you before we activate your website account to protect your security

If we are making any significant changes to a service you are currently using, we will get in touch to let you know what the change means for you and to explain any choices. 

If you have used a UK Coaching product or service, we may contect you via email to invite you to write a review which we will use to help us improve. We may use an external company to collect your feedback which means that we will share your name and email with the data processor for that purpose. 

These emails are a neccessary part of our service so we do not provide an opt-out for service emails.

We send marketing emails to people who use our services to pursue our legitimate charitable interest of more great coaching inspiring an active nation.

Our marketing emails contain information about our charitable work as well as offers on our products and services - such as learning and subscription opportunities.

You can easily opt-out of these emails –  in My Privacy or by clicking the unsubscribe link in the email you receive.

We upload your data to specialist emails provider Pure360 so we can send these emails securely and increase the chance of them arriving in your inbox. Pure360 will not use your email for any other purpose.

We send a monthly coaching enewsletter to people who use our services to pursue our legitimate charitable interest of nurturing more great coaching.

Our monthly, coaching enewsletters contain all things coaching including coaching advice, research, opportunities, product and services.  

We upload your data to specialist emails provider Pure360 so we can send this email securely and increase the chance of it arriving in your inbox. Pure360 will not use your email for any other purpose.

You can easily opt-out of these emails – when you register (or complete a form), in My Privacy or by clicking the unsubscribe link in an email you receive.

 

We work with organisations who develop or provide coaching to pursue our charitable goal of more great coaching inspiring an active nation. We call these organisations our partners. 

If you work for a UK Coaching partner organisation and you are a named contact, we may email you our partner enewsletter to keep you up to date with the latest thinking on managing and developing coaching. We will get in contact with you before we do this to give you the option to opt out.  

You can easily stop receiving these at any time by clicking the unsubscribe link in the email. 

We upload email addresses to specialist email provider MailChimp so we can send this email securely and increase the chance of it arriving in your inbox. MailChimp will not use your email for any other purpose than to send you our email. You can read MailChimp's commitment to privacy on their website. 

If you are a UK Coaching tutor or you deliver UK Coaching workshops under licence for a third party organisation, we will keep you up to date with the latest on our workshop programme via our tutor enewsletter.

Our tutor enewsletter contains essential information you need to know to perform your role as an accredited UK Coaching tutor.

We upload your data to specialist email provider Pure360 so we can send these emails securely and increase the chance of it arriving in your inbox. Pure360 will not use your email for any other purpose. 

 

Do we ever share your details with anyone?

We do not sell personal information - like your name, email address, and payment information - to anyone.

There are two instances when we may share information about you with other people.

Sometimes we are asked by organisations to verify whether you have attended or completed a learning activity. For example, in the case of a criminal investigation, we may be asked to confirm if someone has attended a Safeguarding and Protecting Children Workshop. In such cases, we will usually reply with a ‘yes’ and a date or a ‘no’ rather than divulging personally identifiable information.  

However, if the request is for more extensive information and is in the interest of society, for example, in the case of a criminal investigation, we will comply with the request.

Sometimes we use third parties – or their tools -  to process your information on our behalf. For example, we may use a specialist email company to send you an email or a specialist product review website service to request that you review a service you have received from UK Coaching. We require these third parties to comply strictly within our privacy guidelines.

When we transfer your data, we will:

  • Always share it in a secure way
  • Make sure it’s treated consistently with our privacy promise
  • Never allow other companies to use it to contact you with their own marketing.

Our trading company, Coachwise, processes data - such as workshop attendance information - on our behalf. Coachwise is part of the same Group as UK Coaching - the National Coaching Foundation Group - and abides by the same robust privacy framework and standards as we do. 

We use a third-party service for live chat. This is provided by a UK based Software Company Click4Assistance. Information regarding how the data is processed and stored can be viewed on Click4Assistance.

How We Keep Your Information Safe

 

We build layers of security into all our processing activities and systems to protect your data and keep it safe. 

Use the arrows below to find out the measures we put in place; and the things you need to do to play your part in keeping your information private. 

1 Your UK Coaching account is secured through your password.

2 Before seting-up your account, we'll send you an email so that you can verify you are 'You' by clicking on a link in your secure email account

3 We protect your data with multiple layers of security, including firewalls and leading encryption technology like HTTPS meaning all communications between your browser and the website are encrypted.

4 We invest in testing our website so we can identify and put right vulnerabilities to threats, such as spam, malware, viruses, and other forms of malicious code.

5  All of us who work at UK Coaching are trained on data protection and on how to keep your information safe.

Choose a strong password: A strong password contains a mix of numbers, letters, and symbols. It is hard to guess, does not resemble a real word, and is only used for this account.

Take care of with your password: Never share your password with anyone or write it down other than in a secure password management tool

Visit the Information Commissioner's Office for more information on online safety.

Useful Information

If you think that UK Coaching has misused your data or hasn’t kept it secure, we’d like to know about it so we can put it right straight away. Please contact us and we’ll investigate it for you.

In the event, you’re unhappy with our response, you can contact the Information Commissioner’s Office (ICO) 

We are UK Coaching, part of the National Coaching Foundation Group.

Registration Number 2092919 Charity Registration Number 327354
Registered Offices at: Chelsea Close, Off Amberly Road, Armley, Leeds, LS12 4HP

Our Group Data Protection Strategy Team leads on  our data protection and privacy framework. Our Head of Operations takes responsibility for UK Coaching monitoring data requests on a day-to-day basis and all our people who are involved in processing personal data have a responsibility to help keep your information safe in line with our privacy promise and data protection legislation.

Your data will not be used by the other entities in our Group  - Coachwise Ltd, Register of Exercise Professionals or1st4sport - for their business purposes unless you have engaged with their services as well.

If you have any questions about this policy please contact us and we’ll do our best to answer your query.

This privacy policy does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

We will regularly review this policy.

We will post any changes we make on this page here and, if the changes are significant, we will make the changes more prominent.

This privacy policy was last updated on 26 November 2018.

Amends on 26 November

Updated to explain data processing activities for the UK Performance Coaches' Association.

© 2020 UK Coaching
All rights reserved.

Registration Number 2092919 Charity Registration Number 327354
Registered Offices at: Chelsea Close, Off Amberley Road, Armley, Leeds, LS12 4HP