General Data Protection Regulation (GDPR)
At CoachUnlimited we are committed to protecting and respecting your privacy. We take this responsibility very seriously.
We will only use your personal information to deliver the services or products you have requested from us, and to meet our legal responsibilities.
This Privacy Notice explains when and why we collect personal information about you, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
How do we collect information about you?
We obtain personal information about you when you engage us to deliver our services/products and/or when you contact us via letter, telephone, email or via our website.
What type of information do we collect from you?
The personal information we collect from you will vary depending on what services/product you engage us to deliver.
The personal information we collect might include your name, school name, postal address, landline phone number, mobile phone number and email address. In the case of holiday camp bookings we may also collect date of birth, medical information and photographic consent.
For repeat clients we may also hold bank details for payment purposes.
How is your information used?
In general terms, and depending on which services/products you engage us to deliver, as part of providing our agreed services we may use your information to:
- process your financial transactions
- contact you by post, email or telephone
- verify your identity where this is required
- understand your needs and how they may be met
- maintain our records in accordance with applicable legal and regulatory obligations
- prevent and detect crime, fraud or corruption
The period of retention required varies with the applicable legislation but is typically a minimum of three years depending on the nature of the data.
Who has access to your information?
Any staff with access to your information have a duty of confidentiality under the ethical standards that this firm is required to follow.
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.
Third Party Service Providers working on our behalf
We may pass your information to our third-party service providers, and other associated organisations for the purposes of completing tasks and providing services to you on our behalf. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.
Please be assured that we will not release your information to third parties unless you have requested that we do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention and detection of crime, fraud or corruption.
Third party websites – If requested, we permit a reputable third party organisation access to your information in order to provide you with a free newswire service. To request this service you will be asked to provide your first name, last name and email address only. You may have linked to our website from another website and/or our website may feature links to third party websites. Please, therefore, note that whilst we endeavour to only associate ourselves with responsible businesses, we cannot be responsible or liable for the privacy notices and practices of other websites.
How you can access and update your information
Keeping your information up to date and accurate is important to us. We commit to regularly review and correct where necessary, the information that we hold about you. If any of your information changes, please email or write to us. You have the right to ask for a copy of the personal information CoachUnlimited holds on you. If you require a copy of this, please contact us. We will provide this information to you free of charge within one month of receipt of the request. We can extend the period of compliance by a further two months where requests are complex or numerous, but we must inform you why the extension is necessary. A charge may apply to complicated requests.
Security precautions in place to protect the loss, misuse or alteration of your information
Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given, or where you have chosen, a password which enables you to access information, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
Hard copy data is stored and is kept in a lockable filing cabinet in a secure, alarmed building.
Staff mobile phones may contain phone numbers and emails. We ensure all phones are password protected to the highest standard and are only accessible by the member of staff who holds it.
Whilst we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk.
We may occasionally contact you by post, email or telephone with details of any changes in legal and regulatory requirements or other developments that may be relevant to your affairs and, where applicable, how we may assist you further. If you do not wish to receive such information from us, please let us know by contacting us as indicated under ‘Contact information’ below.
Access to your information: You have the right to request a copy of the personal information about you that we hold.
Correcting your information: We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards.
Deletion of your information: You have the right to ask us to delete personal information about you where:
- you consider that we no longer require the information for the purposes for which it was obtained
- you have validly objected to our use of your personal information – see ‘Objecting to how we may use your information’ below
- our use of your personal information is contrary to law or our other legal obligations
Restricting how we may use your information: Under GDPR you have the right to see a full copy of any data we hold about you, and also the right to request that it is fully deleted from our system (although we may be required to keep some records to ensure that you are not contacted in future, or to comply with any legal obligations)
Objecting to how we may use your information: Where you have concerns about how we use your personal information please contact us in any of the ways set out in ‘Contact information’ below if you wish to exercise any of these rights.
Changes to our privacy notice
We keep this privacy notice under regular review and will place any updates on https://www.coach-unlimited.co.uk. Paper copies of the privacy notice may also be obtained by request from our office, please see ‘Contact Information’ below.
This privacy notice was last updated in May 2018.
If you ever want to contact us about GDPR, data protection or how we handle your data in general, please feel free to drop us an email to firstname.lastname@example.org and someone will get back to you as soon as possible.
GDPR Officer: Teresa Hames
Stables End Court
Tel: 01455 393404
We seek to resolve directly all complaints about how we handle your personal information, but you also have the right to lodge a complaint with the Information Commissioner’s Office at:
Information Commissioner’s Office
Telephone – 0303 123 1113 (local rate) or 01625 545 745