Johnny Hammond Coaching (a trading name of Johnny Hammond Ltd.) understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who visits this website, johnnyhammondcoaching.co.uk (“Our Site”) and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
1. Definitions and Interpretation
In this Policy the following terms shall have the following meanings:
means an account required to access and/or use certain areas and features of Our Site;
means a small text file placed on your computer or device by Our Site when you visit certain parts of Our Site and/or when you use certain features of Our Site. Details of the Cookies used by Our Site are set out in Part 18, below; and
means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003;
2. Information About Us
Our Site is owned and operated by Johnny Hammond Ltd., a Limited Company registered in England under company number 7882602.
Registered address: 20-22 Wenlock Road, London, N1 7GU.
Main trading address: 81 Cowley Road, London SW14 8QD
The Data Controller
Data Privacy Manager: Jonathan Hammond
Email address: email@example.com
Postal Address: 81 Cowley Road, London SW14 8QD.
ICO Data Protection Registration Reference
We have appointed EU Business Partners as our representatives in the EU for the purposes of Article 27 of the General Data Protection Regulation. You may contact our EU representative, as well as us directly, with any query that you may have in relation to your personal data. The contact details of our EU representative are as follows:
EU Business Partners,
10 Ashe Street,
Point of contact: Flor McCarthy
Email: info [at] eubusinesspartners [dot] com
3. What Does This Policy Cover?
4. What is Personal Data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
5. What Are
Under the GDPR, you have the following rights, which we will always work to uphold:
b) The right to access the personal data we hold about you. Part 16 will tell you how to do this.
c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 18 to find out more.
d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 18 to find out more.
e) The right to restrict (i.e. prevent) the processing of your personal data.
f) The right to object to us using your personal data for a particular purpose or purposes.
g) The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
h) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 18.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Our Site is not intended for individuals under the age of 16. We do not knowingly collect data relating to children.
7. Why we collect information about you
We aim to minimise the amount of information we collect about you.
We want to offer you a service which you want to use. We may use information about you to help us customise the Website, to remember you and to improve its usefulness to you. We may use this information to notify you about changes to the Website or services of ours (with your consent) that we think you might find of interest.
We may need to contact you if you have contacted us by phone, email or post to facilitate an enquiry or in order to verify your identity from time to time.
We may send you administrative emails relating to the Website and updates about the Website.
We may personalise your visits to the Website and develop the design and style of the Website to improve the services provided to you.
8. What Data Do We Collect about you?
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
Depending upon your use of Our Site, we may collect, use, store and transfer some or all of the following personal and non-personal data, which we have grouped together follows:
- Identity Data includes first name, maiden name, last name, business name, job title, profession, username or similar identifier, marital status, title, date of birth and gender.
- Contact Data includes
billingaddress, delivery address, email address and telephone numbers.
- Financial Data includes bank account and payment card details.
- Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
- Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
- Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
- Usage Data includes information about how you use our website, products and services and a list of URLs starting with a referring site, your activity on Our Site, and the site you exit to.
- Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
If you leave a comment on our site you may opt-in to
If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
When you visit the Site, we automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the cookies that are installed on your device. Additionally, as you browse our Site, we collect information about the individual web pages that you view, what websites or search terms referred you to the Site, and information about how you interact with the Site. We refer to this automatically-collected information as “Device Information.”
We collect Device Information using the following technologies:
– “Cookies” are data files that are placed on your device or computer and often include an anonymous unique identifier. For more information about cookies, and how to disable cookies, visit http://www.allaboutcookies.org.
– “Log files” track actions occurring on the Site, and collect data including your IP address, browser type, Internet service provider, referring/exit pages, and date/time stamps.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
9. How is your personal data collected?
We use different methods to collect data from and about you including through:
- Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
- apply for my services;
- create an account on my website;
- book a free consultation or discovery call;
- contract with my services;
- agree to have coaching sessions recorded (by video or audio);
- make notes about the session;
- enter an online questionnaire;
- request marketing to be sent to you;
- enter a competition, promotion or survey; or
- give me some feedback.
- Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies such as the Google Fonts API (
Google basedoutside the EU) to serve fonts to the website.
- Technical Data from the following parties:
(a) analytics providers (such as Google based outside the EU);
(b) advertising networks such as Facebook and
(c) search information providers such as Google based inside OR outside the EU.
- Contact, Financial and Transaction Data from providers of technical, payment and delivery services based inside OR outside the EU.
- Identity and Contact Data from data brokers or aggregators based inside OR outside the EU.
- Identity and Contact Data from publicly
availablysources such as Companies House and the Electoral Register based inside the EU.
- Via the telephone answering system or by email.
10. How we use your Personal Data
Under the GDPR, we must always have a lawful basis for using personal data. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform the contract we are about to enter into or have entered into with you.
- Where you have consented to our use of your personal data
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal or regulatory obligation.
Purposes for which we may use your personal data:
Your personal data may be used for one of the following purposes:
• Providing and managing your Account;
• Providing and managing your access to Our Site;
• Personalising and tailoring your experience on Our Site;
• Supplying our services to you. Your personal details are required in order for us to enter into a contract with you.
• Personalising and tailoring our services for you – which includes taking client notes during the coaching sessions & filling in an online onboarding questionnaire
• Communicating with you. This may include responding to emails or calls from you or sending emails after/between coaching sessions.
• Supplying you with information by email AND/OR post that you have opted-in to (you may unsubscribe or opt-out at any time).
• Analysing your use of Our Site to enable us to continually improve Our Site and your user experience.
With your permission, we may also record coaching sessions by video or audio.
With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email AND/OR telephone AND/OR text message AND/OR post with information, news, and offers on our services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.
Third Parties whose content appears on Our Site may use third-party Cookies, as detailed below in Part 18. Please refer to Part 18 for more information on controlling cookies. Please note that we do not control the activities of such third parties, nor the data that they collect and use themselves, and we advise you to check the privacy policies of any such third parties.
11. How Long Will You Keep My Personal Data?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
Details of retention periods for different aspects of your personal data are available in our retention policy which you can request from us by contacting us.
12. How and Where Do You Store or Transfer My Personal Data?
We may store or transfer some or all of your personal data in countries that are not part of the European Economic Area (the “EEA” consists of all EU member states, plus Norway, Iceland, and Liechtenstein). These are known as “third countries” and may not have data protection laws that are as strong as those in the UK and/or the EEA. This means that we will take additional steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR as follows.
We share your data with external third parties, as detailed below in Part 14, that are based outside of the EEA. The following safeguard[s] are applied to such transfers:
We will only transfer your personal data to countries that the European Commission has deemed to provide an adequate level of personal data protection. More information is available from the European Commission.
Where we transfer your data to a third party based in the US, this may be protected if they are part of the EU-US Privacy Shield. This requires that third party to provide data protection to standards similar to those in Europe. More information is available from the European Commission.
Please contact us using the details below in Part 18 for further information about the particular data protection mechanism used by us when transferring your personal data to a third country.
13. Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:
- Host our website in the UK.
- Minimise the
amountof people, suppliers or processors that have access to any personal data (including any google analytics / profilingdata).
- Ensuring WordPress (the platform our site uses) and any plugins used by the website are kept updated regularly.
- Keep website plugins and data processors to a minimum.
14. Do You Share My Personal Data?
We may sometimes contract with the following third parties to supply certain products AND/OR services. These may include payment processing, delivery, and marketing. In some cases, those third parties may require access to some or all of your personal data that we hold.
Who we may share your personal data with and why:
- TSO Hosting Services – Hosting of Johnnyhammondcoaching.co.uk website in the UK.https://www.tsohost.com/legal/new-terms-and-conditions-1
- Google Drive – File storage e.g. video recordings, session notes, contracts etc. Google is in the US. https://cloud.google.com/security/gdpr/
- Zoom – Video Conference services. https://zoom.us/privacy-and-legal
- Dropbox – File storage. Dropbox is in the US. https://www.dropbox.com/en_GB/security/GDPR
- Xero – For accounting and holding data for legitimate interests. Stored in the US. https://www.xero.com/uk/campaigns/xero-and-gdpr/
- Google Mail and G-Suite for Business – Email Communications. Google is in the US. https://cloud.google.com/security/gdpr/
- Monday Project Management system – For project management and collaboration when working on a project together. Stored in the US. https://monday.com/terms/gdpr/
- Typeform – for onboarding coaching questionnaire and coaching feedback. https://help.typeform.com/hc/en-us/articles/360029580771-What-is-GDPR-
Mailchimp– for email marketing – but only if you have consented to receive email marketing from us. https://mailchimp.com/legal/privacy/
If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 11.
If any personal data is transferred outside of the EEA, we will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR, as explained above in Part 12.
We may also have to share your personal data with the parties set out below:
- HM Revenue & Customs, regulators and other authorities based in the United Kingdom and other relevant jurisdictions who require reporting of processing activities e.g. invoicing etc.
- Professional advisers including accountants, lawyers, bankers, auditors and insurers.
We require that all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
15. How Can I Control My Personal Data?
14.1 In addition to your rights under the GDPR, set out in Part
14.2 You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent
16. Can I Withhold Information?
You may access certain areas of Our Site without providing any personal data at all. However, to use all features and functions available on Our Site you may be required to submit or allow for the collection of certain data.
17. How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 18.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover my administrative costs in responding.
If you have an account on this
We will respond to your subject access request within 30 days of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
19. How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details:
Attentionof: Jonathan Hammond, Data Privacy Manager
- Email address: firstname.lastname@example.org
- Postal Address: 20-22 Wenlock Road, London, N1 7GU.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Updated: April 21 2020