Policies

The IRCM’s website is intended to provide friendly and helpful information.

While the IRCM endeavours to make this site available at all times, there will be times when the site is not available, and the IRCM is not liable if for any reason the site is not available.

Although the greatest possible care has been taken with the compilation of the content of this site, it may be that it is possible, after a while, certain information may be out of date or no longer correct.  Where this content is used without the IRCM’s knowledge or confirmation, the IRCM is not liable for any damages arising in contract, tort, or otherwise from the use of the information published on this site, or from any action or decision taken by using information on this site, or from any links to external sites, or the inability to use this site.

The information on this site may be changed without prior warning.

The IRCM does not give guarantees about the information provided by individuals and organisations published on the IRCM’s Directories.  Although the IRCM can confirm the status of each entry on the Directory in terms of LISTED, REGISTERED, or ACCREDITED; the detail held for those individuals and organisations was correct at the time of their application or renewal, and it is the responsibility of the individual or organisation to provide regular updates as necessary.  Therefore, the extent to which you may rely on the information displayed of the detail, is in the hands of the individual or organisation.  All responsibility for possible damages due to access to or use of the information held on this site is explicitly rejected by the IRCM.

Where third party information is shared on this site, the 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 of the third-party information.  The IRCM is not responsible for the content of any linked site or of any link in a linked site.

The IRCM is not responsible for any transmissions received from any linked site.  Links are provided to assist individuals and organisations within the industry, individuals or organisations supporting the industry, individuals or organisations without the industry, or anyone else accessing this site to additional information, and the inclusion of the link does not imply that the IRCM endorses or has approved the linked site.

IRCM reserves the right to change this statement at any time, without prior announcement.

We use cookies and the main purpose of this is to improve each user’s experiences.

Cookies are small text files that are placed on your computer by sites that you visit, which are widely used in order make websites work for efficiently and improve each user’s experience.  Please remember that the settings on your browser selects whether to accept cookies or not, or whether to warn you in advance of accepting cookies.  Cookies can be manually deleted from your computer or device at any time.

The IRCM takes the privacy of visitors to the website seriously and wish to stress that we do not gather, save, collect, or use any personal information of visitors to the site; save that entered by the visitor on one or more of the forms available.

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 optimisation of our own site(s).

Approval of privacy statement

The continued use of our site automatically means the approval of our privacy statement and use of cookies.  If you do not agree with our privacy statement, we kindly request you update your settings and leave our site.

Managing cookies

Select one of the links below to understand how to manage cookies on the more popular browsers:

If the browser you are using is not listed, you can visit your browser developer’s site to find out more information.

To provide visitors with the ability to prevent their data from being used by Google Analytics, visit http://tools.google.com/dlpage/gaoptout.

IRCM reserves the right to change this statement at any time, without prior announcement.

The copyright statement is found at the footer of each page of the IRCM website(s).

The information and materials contained on this site are either the copyright of coaches, mentors, students, formal education bodies, private commercial training organisations, professional bodies, support groups, commercial organisations, contributors, consumers, complainants, respondents, third-parties, or of International Regulator of Coaching and Mentoring CIC, and may also be subject to other intellectual property rights.

The IRCM does not allow the pages to be copied without explicit approval.  Where the IRCM provides explicit consent, such copies may only be used by you for the reason provided and consent given, 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.

Images

No image is available for re-use unless explicit consent is given.

Logos

Logos may only be used by individuals and organisations found on the IRCM’s Directories for the explicit reason given in the Terms, Conditions, and Toolkits; and in the email sent with the link to the relevant logos.  The logo may only be used with the text provided in the Terms, Conditions, and Toolkits.  Logos may only be used as by explicit consent provided in the Terms, Conditions, and Toolkits.  Further details may be found in the Terms, Conditions, and Toolkits.  No permission is granted for the use of or the reproduction of the IRCM’s logos with the exception of the individuals and organisations found on the IRCM’s Directories as explained in their Terms, Conditions, and Toolkits, or where explicit consent is granted.

IRCM reserves the right to change this statement at any time, without prior announcement.

Introduction

As with all businesses, the IRCM needs to gather and use certain information about individuals and organisations.

The information gathered and used includes Students, Coaches, Mentors, Formal Education Bodies, Private Commercial Training Organisations, Professional Bodies, Support Groups, Commercial Organisations, Consumers, Complainants, Respondents, Third-parties, and 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 UK Data Protection Legislation and follows good practice.
    • Protects the rights of Students, Coaches, Mentors, Formal Education Bodies, Private Commercial Training Organisations, Professional Bodies, Support Groups, Commercial Organisations, Consumers, Complainants, Respondents, Third parties, the IRCM team, and others.
    • Is open about how it stores and processes organisations and individual’s data
    • Protects itself from the risks of a data breach,

Data Protection Legislation

The Data Protection Act 2018 (https://www.gov.uk/data-protection) controls the use of your personal information by individuals, organisations, and the government.  The IRCM upholds the ‘data protection principles’:

    • Personal data (https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/what-is-personal-data/what-is-personal-data/), as defined by the GDPR means “any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.
    • The IRCM uses all personal or organisational data:
      • transparently and lawfully.
      • an explicit purpose or reason.
      • in a way that is limited only to what is necessary and relevant.
      • in a way that is adequate to provide the service, product, or resolution.
      • accurate and where applicable, kept up to date.
      • kept only for as long as necessary.
      • maintained in a way that ensures the security of that personal data, including protection against unlawful or unauthorised processing, access, loss, destruction or damage.
      • in line with the information provided on this and other site pages.

People, risks and responsibilities

Policy scope

This policy applies to:

      • The IRCM team in all locations, including international locations.
      • The locations of permanently based local and virtual team members.
      • The complete team 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 2018.  This can include:

      • Names of individuals, including prefixes and suffixes
      • Postal addresses
      • Email addresses
      • Telephone numbers
      • Listed, Registered, or Accredited information
      • IRCM Ombudsman Service Register of Complaints, Outcomes, and Sanctions
      • 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 or without the knowledge of the individual or organisation.
      • Failing to offer choice. For instance, all individuals within the reason their data is held by the IRCM are 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.

Responsibilities

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, each person has one or more 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/Webmaster 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, servers and cloud computing services.

The Marketing, Business Development, Compliance, Future Development, and Register Directors are responsible for:

      • Approving any data protection statements attached to communications such as emails and letters.
      • Addressing any data protection queries from journalists or media outlets like newspapers, and social media.
      • Where necessary, working with all 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 it for their work.
      • Data is 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 the whole 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, unless specifically required for audit purposes.
        • 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.

Data storage

These rules describe how and where data should be safely stored.  Questions about storing data safely can be directed to the IT Manager/Webmaster or Data Protection Officer.

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 the pages i.e. on a shared printer, or desk in a shared or open office.
    • Data printouts must 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 must be protected by strong passwords that are changed regularly and never shared between the IRCM team, unless specifically required.
    • 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, unless there is a valid reason. Immediately the data is no longer required; it should be deleted.
    • All servers and computers containing data should be protected by approved software and a firewall.

Data use

Personal data is of no value to the IRCM unless it has received the personal data for a specific reason.  However, it is of additional value when personal data is accessed and used for reasons not designated i.e. loss, corruption or theft:

    • When working with personal data, each member of 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, unless communicating with the person or for a specific reason previously identified.
    • Data must be encrypted before being transferred electronically. The IT manager/Webmaster can explain how to send data to authorised external contacts.
    • Personal data should never be transferred outside of the European Economic Area unless the personal data relates to an individual outside 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, unless there is a valid reason. Immediately the data is no longer required; it should be deleted.

Data accuracy

The law requires the IRCM to take reasonable steps to ensure data is kept accurate and up to date.

Unless it is specifically stated on the IRCM site i.e. IRCM Directories, it is the responsibility of all members of 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 individual’s details when they call.
    • The IRCM will make it easy for data subjects to update the information the IRCM holds about them.
    • Data should be updated as inaccuracies are discovered. For instance, if an individual can no longer be reached on their stored telephone number or email address, it should be removed from the database
    • It is the Business Development Manager’s responsibility to ensure all business development related 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 IRCM 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 at IRCM-CIC.org.  The Data Protection Officer 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 Protection Officer will aim to provide the relevant data within 14 days.

The Data Protection Officer 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 Protection Officer will ensure the request is legitimate, seeking confirmation from the Board and from the company’s legal advisers, where necessary.

Providing information

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.

IRCM reserves the right to change this statement at any time, without prior announcement.

The IRCM CIC holds:

  • multiple publicly accessible Directories of Coaches and Mentors, Education, Professional Bodies, and various different Organisations.
  • for the Ombudsman Service, the publicly available Register of Complaints, Outcomes; and Actions, Recommendations, and Sanctions; and Case Studies.
  • multiple confidential registers which include Future Development; Accreditation Processing; the IRCM’s Ombudsman Service Facilitation and Complaints Schedule; and the IRCM’s Ombudsman Service Processing Register of Complaints, Outcomes, and Sanctions.

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Publicly accessible Directories:

Each publicly accessible Directory is made available to the consumers, the public, and the industry, as a verification of each individuals or organisations standing in the coaching and mentoring industry.

These Directories provide a listing of Accredited or Registered or Listed Organisations and Individuals: the detail of which is provided by the individuals and/or organisations for themselves or for their organisation.

Organisation Directory:

For Professional Bodies: the following information is held:

Listed Entries
For Listed Professional Bodies the following information is displayed: name of the Professional Body, Country, Register status = LISTED, Type of Legal Entity structure (if known), Industry – coaching and/or mentoring, Trading status, and IRCM Star Status.

Registered Entries
For Registered Professional Bodies the same information is displayed as per Listed entries, plus more detailed information i.e. trading start date, legal entity reference (if applicable), addresses (all address applicable), the website details, telephone number, description, whether they cover coaches, mentors, training organisations, contact button (email or webpage), and confirmation of their declarations.

Accredited Entries
For Accredited Professional Bodies, the same information is displayed as per Registered entries, plus full details of each accreditation/credential level detailing the accreditation verification information.

For Commercial Organisations, the following information is held:

Listed Entries
For Listed Commercial Organisations the following information is displayed: name of the Commercial Organisation, Country, Register status = LISTED, Type of Legal Entity structure (if known), Industry – coaching and/or mentoring, Trading status, and IRCM Star Status.

Registered Entries
For Registered Commercial Organisations the same information is displayed as per Listed entries, plus more detailed information i.e. trading start date, legal entity reference (if applicable), addresses (all address applicable), the website details, telephone number, description, whether they employ or support coaches, mentors, training organisations, a contact button (email or webpage), and confirmation of their declarations.

Education Directory:

For Formal Education Bodies and Private Commercial Training Organisations, the following information is held:

Listed Entries
For Listed Education Bodies/Organisations the following information is displayed: name of the Professional Body, Country, Register status = LISTED, Type of Education Body/Organisation, Type of Legal Entity structure (if known), Industry – coaching and/or mentoring, Trading status, and IRCM Star Status.

Registered Entries
For Registered Education Bodie/Organisations the same information is displayed as per Listed entries, plus more detailed information i.e. trading start date, legal entity reference (if applicable), addresses (all address applicable), the website details, telephone number, description, whether they cover coaches, mentors, courses, workshops, contact button (email or webpage), and confirmation of their declarations.

Coaches and/or Mentors Directory:

For Coaches and/or Mentors, the following information is held:

Listed Entries
For Listed Coaches and/or Mentors the following information is displayed: name of the Professional Body, Country, Register status = LISTED, Type of Education Body/Organisation, Type of Legal Entity structure (if known), Industry – coaching and/or mentoring, Trading status, and IRCM Star Status.

Registered Entries
For Registered Coaches and/or Mentors the same information is displayed as per Listed entries, plus more detailed information i.e. trading start date, legal entity reference (if applicable), addresses (all address applicable), the website details, telephone number, description, whether they cover coaches, mentors, courses, workshops, contact button (email or webpage), confirmation of their declarations, languages, specialities, description/biography, whether they offer coaching and/or mentoring, contact button, and details of their accreditation/credential and training.

Contact forms:

There are various forms built into the IRCM website.  Each form allows for specific information to be entered and registered on the relevant database.  This information is held within a database and is only used for the purposes determined by the reason for the form.

Ombudsman Service:

As explained on the Ombudsman Services page, the information held here is used to progress the grievance, dispute, and/or complaint; and may be used should more than one complaint be registered by a complainant or against a respondent.  This information allows the Ombudsman Service to identify continuing injustices and to provide the Industry Direction Department with an outline of the injustices without providing any confidential details or information such that they may work with the Steering Committee and where applicable relevant parties to make a change to the coaching and mentoring industry.

For the Register of Complaints, Outcomes; and Actions, Recommendations, and Sanctions; the following information is held:

This register is used to record all requests for facilitation/complaints, outcome, actions, recommendations, and sanctions.  The information held is at summary level with a cross-reference to a more detailed case study.

The information held on this register pertains only to forms registered on the Ombudsman Service webpage and all relevant processing.

The summary information includes the Reference, which is allocated on receipt of the Facilitation Request Form or the Formal Complaints Form; the date lodged; the name of the complainant; the name (individual or organisation) of the respondent; the reason for the complaint; the outcome; the date the outcome was issued; actions, recommendations, sanctions awarded against the respondent, complainant or others; sanctions lifted against the respondent, complainant or others.

The outline detail information is found on the Ombudsman Service Case Studies.

For the Ombudsman Service Case Studies; the following information is held:

The detail information in the case study shows the summary information as in the Register of Complaints, Outcomes; and Actions, Recommendations, and Sanctions, the additional information submitted by the complainant, information submitted by the respondent, the outcome, and actions, recommendations, or sanctions issued.  Each Case Study provides a final summary.

For the general Case Studies; the following information is held:

These case studies are generated from specific details in a Request for Facilitation, or Formal Complaint, or an industry issue that has been registered, or information collected by the industry advisory committees, or information collected through a survey.

Each case study is structed as follows: Introduction – Case Study Summary – Outline – Outcome of Investigation – The Outcome Explained – Conclusion.

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Confidential Registers/Directories:

Each confidential register is held for the purposes determined below and is only available to the relevant department and the IRCM CIC team allocated to the work within that department.

It is important to note that although these registers/directories are confidential only to the relevant Department; that they may be audited by the relevant UK Government Authorities.

For the Ombudsman Service Facilitation and Complaints Schedule; the following information is held:

This schedule allows the Head of Ombudsman Service to schedule the workload within the Ombudsman Service.  To allow the Ombudsman Service to schedule each grievance, dispute, and/or complaint in the order in which they are registered, the Ombudsman Service uses a Facilitation and Complaints Schedule.

When a grievance, dispute, and/or complaint is registered, it is added to the Facilitation and Complaints Schedule and an expected timeframe will be provided to both the Complainant and Respondent(s).

The information held on this register is the Reference; the date lodged; the name of the complainant; the name (individual or organisation) of the respondent; and the reason for the complaint.

For the Ombudsman Service Processing Register of Complaints, Outcomes, and Sanctions; the following information is held:

This register is used to record all complaints, outcome, and relevant actions, recommendations, and sanctions.

This register is utilised by the Head of Ombudsman and the team, to ensure that each complaint registered progresses through the relevant processes to an outcome.

As explained on the Ombudsman Services page, the information held here may be used should more than one complaint be registered by a complainant or against a respondent.

This information allows the Ombudsman Service to identify continuing injustices and to provide the Industry Direction Department with an outline of the injustices without providing any confidential details or information such that they may work with the Steering Committee and where applicable relevant parties to make a change to the coaching and mentoring industry.

The information held on this register pertains only to forms registered on the Ombudsman Service webpage and all relevant processing.

The summary information includes the date lodged; the name of the complainant, the name of the respondent (individual or organisation) ; the name(s) of the third parties involved; reason for the complaint; the date the outcome was issued; actions, recommendations, and/or sanctions awarded against the respondent, complainant or others; sanctions lifted against the respondent, complainant or others.

The detail information shows the summary information as above, the form as it was submitted, any additional information submitted by the complainant, information submitted by the respondent, the outcome, and sanctions issued.

For the Industry Direction Development; the following information is held:

The role of the Industry Direction Department is to continue to review the coaching and mentoring industry and make recommendations or changes where applicable.

The information held on this register is the detail of each survey entry and the discussion notes and decisions made by the industry advisory Steering Committees.

For Accreditation Processing; the following information is held:

The information held within these databases allows the IRCM CIC to confirm that the Professional Body has provided the right information and progressed through the relevant processes to ensure that the information held is accurate.

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IRCM reserves the right to change this statement at any time, without prior announcement.

In line with business development, legislative requirements, or other such matters; the information held on the registers may change without prior announcement.

© 2020 International Regulator of Coaching and Mentoring CIC. All Rights Reserved
Version 8; October, 2020

The refunds policy only applies to those coaches, mentors, training organisations, professional bodies, commercial organisations or others 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 (IRCM) Register/Directory, you have the right to cancel your registered or accreditation application or upgrade within 7 days of your initial upgrade/application date.

Cancellation of your upgraded listing or application can only be done by email to the relevant Department and the refund will be done through your PayPal account and where applicable, you will be refunded less the PayPal charges to your PayPal account.

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© 2019-2020 International Regulator of Coaching and Mentoring CIC. All Rights Reserved
unless specifically issued: Version 7; August, 2019