In no way can any rights be derived from, or claims made, with regard to the content of this website. Although the greatest possible care has been taken with the compilation of the content of this website, it is possible that certain information may (after a while) be out-of-date or (no longer) be correct. IRCM (International Regulator of Coaching & Mentoring CIC) is not responsible for eventual damages arising from the use of information from this site. IRCM hereby rejects all responsibility for damages as a result of the use of this information or information to which links refer on this site (these sites). The information on this site may be changed without prior warning.
IRCM does not give guarantees with regard to the nature and the content of this site information and is not responsible for the content of this information or for the usage thereof. All responsibility for possible damages due to access to and use of the site is explicitly rejected by IRCM. Moreover, no guarantee is given for the faultless and continuous functioning of the site. References or connections to other sites or sources which are not the property of IRCM are only included as information for the user of this site. IRCM is not responsible for the availability of these sites or sources. IRCM does not accept any responsibility with regard to the content, advertisements, products, or other issues on such sites or sources or availability. IRCM is not responsible for any kind of damage or loss caused by or in connection with the use of, or by relying on the content, products or services offered on such sites or sources.
Web server log data
When our Internet site is visited, a log is registered on our web server. This log provides us with non-personal data about the date and time of logging in, as well as the IP address and the browser type from which our Internet site is visited. The information from these server logs is used by our development team for Internet optimalisation of our own site and those of our present and future clients.
Approval of privacy statement
IRCM reserves the right to change this statement without prior announcement.
© Copyright 2012 – 2018 | International Regulator of Coaching and Mentoring, CIC. All Rights Reserved.
The information and materials contained on this site are either the copyright of individual coaches, mentors, training organisations, professional bodies, commercial organisations, contributors, or of International Regulator of Coaching and Mentoring CIC, and may also be subject to other intellectual property rights.
Whilst the pages may be copied for the purpose for which the site is intended, such copies may only be used by you within your organisation, and not for any commercial use or benefit without the express consent of International Regulator of Coaching and Mentoring CIC, for which a fee may be charged.
Whilst the pages may be linked to for the purpose for which the site is intended, such links may only be linked on your website, and not for any other commercial use or benefit without the express consent of International Regulator of Coaching and Mentoring CIC, for which a fee may be charged.
All copyrights and trademark notices, marks, disclaimers and other such elements must be preserved and upheld at all times.
These conditions are governed by and will be interpreted in accordance with English Law and any disputes relating to these conditions will be subject to the exclusive jurisdiction of the English courts.
The IRCM needs to gather and use certain information about individuals and organisations.
These include Coaches, Mentors, Training Organisations, Professional Bodies, Commercial Organisations, and the The IRCM team, as well as other people the organisation has a relationship with or may need to contact.
This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards – and to comply with the law.
Why this policy exists
This data protection policy ensures The IRCM:
- Complies with data protection law and follows good practice
- Protects the rights of staff, customers and partners
- Is open about how it stores and processes individual’s data
- Protects itself from the risks of a data breach
Data Protection Law
The Data Protection Act 1988 describes how organisations must collect, handle and store personal information.
These rules apply regardless of whether data is stored electronically, on paper or on other materials.
To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully.
The Data Protection Act is underpinned by eight important principles. These say that personal data must:
- Be processed fairly and lawfully
- Be obtained only for specific, lawful purposes
- Be adequate, relevant and not excessive
- Be accurate and kept up to date
- Not be held any longer than necessary
- Processed in accordance with the rights of data subjects
- Be protected in appropriate ways
- Not be transferred outside of the European Economic Area (EEA) unless that country or territory also ensures an adequate level of protection
People, risks and responsibilities
This policy applies to:
- The IRCM team in all international locations
- The locations of permanently based remote workers
- All staff and volunteers of The IRCM
- All contractors, suppliers and other people working on behalf of The IRCM
It applies to all data that the company holds relating to identifiable individuals, even if that information technically falls outside of the Data Protection Act 1998. This can include:
- Names of individuals:
- Postal addresses
- Email addresses
- Telephone numbers
- Listed, Registered, or Accredited information
- plus any other information relating to individuals, organisations and/or their business.
Data protection risks
This policy helps to protect The IRCM from some very real data security risks, including:
- Breaches of confidentiality. For instance, information being given out inappropriately
- Failing to offer choice. For instance, all individuals should be free to choose how the company uses data relating to them.
- Reputational damage. For instance, the company could suffer if hackers successfully gained access to sensitive data.
Everyone who works for or with The IRCM has responsibility for ensuring data is collected, stored and handled appropriately, and that it is processed in line with this policy and data protection principles.
However, these people have key areas of responsibility:
The Company Directors are ultimately responsible for ensuring that The IRCM meets its legal obligations.
The Data Protection Officer is responsible for:
- Keeping the Company Directors and The IRCM team updated about data protection responsibilities, risks and issues
- Reviewing all data protection procedures and related policies, in line with an agreed schedule
- Arranging data protection training and advice for the people covered by this policy
- Handling data protection questions from staff and anyone else covered by this policy
- Dealing with requests from individuals and organisations to see additional data The IRCM holds about them (also called ‘subject access requests’)
- Checking and approving any contracts or agreements with third parties that may handle the company’s sensitive data
The IT Manager is responsible for:
- Ensuring all systems, services and equipment used for storing data meet acceptable security standards
- Performing regular checks and scans to ensure security hardware and software is functioning properly
- Evaluating any third-party services the company is considering using to store or process data. For instance, cloud computing services.
The Marketing and Register Directors are responsible for:
- Approving any data protection statements attached to communications such as email and letters
- Addressing any data protection queries from journalists or media outlets like newspapers
- Where necessary, working with other staff to ensure marketing initiatives abide by data protection principles
General staff guidelines
- The only people able to access data covered by this policy should be those who need if for their work.
- Data should not be shared informally. When access to confidential information is required this can be requested from the relevant Director.
- The IRCM will provide training to all The IRCM team to help them understand their responsibilities when handling data.
- The IRCM team should keep all data secure by taking sensible precautions and following the guidelines below.
- In particular, strong passwords must be used and they should never be shared
- Personal data should not be disclosed to unauthorised people either within the company or externally
- Data should be regularly reviewed and updated if it is found to be out of date. If no longer required it should be deleted and disposed of.
- The IRCM team should request help from their line manager or the data protection officer if they are unsure about any aspect of data protection
These rules describe how and where data should be safely stored. Questions about storing data safely can be directed to the IT manager or data controller.
When data is stored on paper, it should be kept in a secure place where unauthorised people cannot see it.
These guidelines also apply to data that is usually stored electronically but has been printed out for some reason:
- When not required, the paper or files should be kept in a locked drawer or filing cabinet
- The IRCM team should make sure paper and printouts are not left where unauthorised people could see them like on a printer
- Data printouts should be shredded and disposed of securely when no longer required.
When data is stored electronically it must be protected from unauthorised access, accidental deletion and malicious hacking attempts:
- Data should be protected by strong passwords that are changed regularly and never shared between The IRCM team
- If data is stored on removable media these should be kept locked away securely when not being used
- Data should only be stored on designated drives and servers, and should only be uploaded to approved cloud computing services
- Data should be backed up frequently. Those backups should be tested regularly, in line with the company’s standard backup procedures
- Data should never be saved directly to laptops or other mobile devices like tablets or smart phones
- All servers and computers containing data should be protected by approved software and a firewall
Personal data is of no value The IRCM unless the business can make use of it. However, it is when personal data is accessed and used that it can be at the greatest risk of loss, corruption or theft:
- When working with personal data, The IRCM team should ensure the screens of their computers are always locked when left unattended
- Personal data should not be shared informally. In particular, it should never be sent by email as this form of communication is not secure
- Data must be encrypted before being transferred electronically. The IT manager can explain how to send data to authorised external contacts.
- Personal data should never be transferred outside of the European Economic Area
- The IRCM team should not save copies of personal data to their own computers. Always access and update the central copy of any data.
The law requires the The IRCM to take reasonable steps to ensure data is kept accurate and up to date.
It is the responsibility of all the The IRCM team who work with data to take reasonable steps to ensure it is kept as accurate and up to date as possible
- Data will be held in as few places as necessary. Staff should not create any unnecessary additional data sets.
- Staff should take every opportunity to ensure data is updated. For instance, by confirming a customer’s details when they call.
- The IRCM will make it easy for data subjects to update the information The IRCM holds about them. For instance, via the company website
- Data should be updated as inaccuracies are discovered. For instance, if a customer can no longer be reached on their stored telephone number, it should be removed from the database
- It is the Marketing Manager’s responsibility to ensure marketing databases are checked against industry suppression files every six months
Subject access requests
All individuals who are the subject of personal data held by The IRCM are entitled to:
- Ask what information the company holds about them and why
- Ask how to gain access to it
- Be informed how to keep it up to date
- Be informed how the company is meeting its data protection obligations
If an individual contacts the company requesting this information, this is called a subject access request.
Subject access requests from individuals should be made by email, addressed to the data controller at directors@IRCM-CIC.org. The data controller can supply a standard request form, although individuals do not have to use this.
Individuals will be not be charged for their subject access request. The data controller will aim to provide the relevant data within 14 days.
The data controller will always verify the identity of anyone making a subject access request before handing over any information.
Disclosing data for other reasons
In certain circumstances, the Data Protection Act allows personal data to be disclosed to law enforcement agencies without the consent of the data subject.
Under these circumstances, the IRCM, will disclose requested data. However, the data controller will ensure the request is legitimate, seeking assistance from the board and from the company’s legal advisers where necessary.
The IRCM aims to ensure that individuals are aware that their data is being processed and that they understand:
- how the data is being used
- how to exercise their rights
To these ends, the company has a privacy statement setting out how data relating to individuals is used by the company. This is available on the company’s website.
The refunds policy only applies to those coaches, mentors, training organisations, professional bodies, and commercial organisations who have REGISTERED or ACCREDITED listings.
As an individual or organisation with a Registered or Accredited listing on the International Regulator of Coaching and Mentoring CIC’s Register, you have the right to cancel your listing upgrade or accreditation application within 14 days of your initial upgrade/application date.
Cancellation of your upgraded listing or application can be can be done through your PayPal account and where applicable, you will be refunded less the PayPal charges to your PayPal account.
© 2018 International Regulator of Coaching and Mentoring CIC. All Rights Reserved
Version 6, May, 2018