Privacy Statement
Introduction
This Privacy Notice explains how I collect, use, store and protect personal information when you use my website, www.joshalward.com, or work with me through my coaching, training or other services.
I am Joshua Alward, trading as Josh Alward Coaching, and I am responsible for collecting, processing, storing and safeguarding your personal information.
I manage personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
I am registered with the Information Commissioner's Office (ICO) as a Data Controller. My registration number is ZC210038.
If you have any questions about how I use your personal information, please contact me at:
What personal information I collect
Depending on how you interact with me, I may collect:
your name and contact details;
information you provide when making an enquiry;
information relating to services you purchase or receive;
payment and transaction information;
information contained in correspondence between us;
your IP address, browser type, device information and information about how you use my website;
information you choose to share with me in connection with coaching, training or other services.
I only collect information that is reasonably necessary for the purposes described in this Privacy Notice.
How I use your personal information
I may use your personal information to:
provide coaching, training and other services;
communicate with you about your enquiries, bookings and sessions;
administer bookings, payments and invoices;
maintain appropriate business and financial records;
operate and improve my website;
understand how visitors use my website;
send marketing communications where permitted;
maintain appropriate records and comply with legal and regulatory obligations.
The lawful basis I rely on will depend on the particular processing activity and may include performance of a contract, legitimate interests, legal obligations or consent, where appropriate.
Website analytics
I use Google Analytics to help understand how visitors use my website and to improve its content and functionality.
Analytics information may include information about your device, browser, approximate location and how you interact with the website.
Video recordings and client-supplied videos
Recordings made during training sessions
During some camera confidence training sessions, I may record short video exercises or pieces of on-camera performance, such as you reading a script or completing an exercise.
These recordings are used specifically as a temporary training tool, so that we can watch the performance back together during the session and use it to support your learning and development.
I do not routinely record entire training sessions, including coaching conversations or feedback.
I will let you know when an exercise is going to be recorded. If you have concerns about being recorded, please let me know and, where reasonably practicable, an alternative non-recorded exercise can be used.
The legitimate interest I rely on for this processing is providing camera confidence training in a way that allows clients to observe and review their own on-camera performance, using short recordings to facilitate practical feedback and learning.
I consider this processing necessary and proportionate to that purpose. I limit recording to short exercises rather than the whole session and take steps to minimise both the amount of information recorded and the period for which recordings are retained.
Recordings are stored securely and are retained for no longer than 90 days after the relevant training session, after which they are deleted.
Recordings are not provided to the client as part of the service.
I will not use your image, voice or recorded footage for my own website, social media, portfolio, marketing or promotional purposes without your separate, explicit permission.
Videos supplied by clients
As part of camera confidence training, you may choose or be asked to send me videos that you have previously recorded yourself. You may also send videos between training sessions so that I can review your progress and provide feedback.
These videos may be used to understand your starting point, track progress, prepare feedback and provide the training service.
Where processing is necessary to provide the training you have requested, I rely on contract as the lawful basis for processing this material. Where you voluntarily provide additional material that is not necessary for the performance of the contract, I will only use it where I have an appropriate lawful basis to do so.
Client-supplied videos are treated as confidential and are not used for my own website, social media, portfolio, marketing, promotional purposes or other unrelated purposes without your separate, explicit permission.
Videos supplied by clients are stored securely and retained only for as long as reasonably necessary for the training. Where you proceed with training, I will normally delete them no later than 90 days after your final training session. If you send a video but do not proceed with training, I will normally delete it no later than 90 days after receiving it.
You may ask me to delete a video you have supplied sooner, unless I have a legitimate reason or legal obligation to retain it.
The same security measures and general data protection rights described elsewhere in this Privacy Notice apply to these videos.
Third-party service providers
I use third-party service providers to process and store personal data in connection with my business. These currently include:
Google – I use Google Workspace and related Google services for business administration, email, document storage and other business activities. Google's Privacy Policy.
Zoom – I use Zoom to provide online training sessions and, where applicable, to process and temporarily store short video recordings made during camera confidence training exercises. Zoom's Privacy Statement.
Stripe – I use Stripe to process payments for my services, including payments made by card through Stripe-hosted payment pages or invoices. Stripe may process information such as your name, email address, billing address, telephone number, payment information and transaction details as necessary to process payments, prevent fraud, maintain payment records and provide its services. Stripe's Privacy Policy.
Kit – I use Kit to store basic contact details and send marketing communications to people who have subscribed to receive them. Kit's Privacy Policy.
I require third parties to whom I transfer your data to respect the security of your personal data and to treat it in accordance with applicable data protection law. I only allow them to process your personal data for specified purposes and in accordance with my instructions where applicable.
Keeping your information secure
I take reasonable technical and organisational measures to protect personal information against accidental loss, unauthorised access, alteration or disclosure.
Access to personal information is limited to what is reasonably necessary for the purposes for which it is being processed.
Marketing
I may send you marketing communications where I am permitted to do so under applicable data protection and electronic marketing rules.
Where consent is required, I will ask for your consent before sending marketing communications.
You can unsubscribe from marketing communications at any time by using the unsubscribe link provided in the relevant communication or by contacting me.
Where you make a purchase or otherwise engage my services, I may retain information relating to that transaction where necessary for business, legal or accounting purposes.
I will not share your personal information with a third party for that third party's own marketing purposes without your consent where consent is required.
Sensitive and special category information
I do not routinely ask you to provide special category personal data.
However, depending on the nature of a coaching or training conversation, you may choose to share personal information relating to your health or wellbeing, for example.
Where I process special category personal data, I will only do so where there is an appropriate lawful basis and, where required, an additional condition for processing under data protection law.
I do not use automated decision-making or profiling that produces legal or similarly significant effects on you.
Who I may share information with
I may share personal information where reasonably necessary with:
service providers who support my IT systems, website, email, document storage, payment or business administration;
professional advisers such as lawyers, accountants, auditors or insurers;
government bodies, regulators or law enforcement agencies where I am legally required or permitted to do so;
other third parties where necessary to provide a service you have requested or where there is another lawful basis for doing so.
Where third parties process information on my behalf, I take reasonable steps to ensure that they respect appropriate confidentiality and security requirements and process information only for appropriate purposes.
How long I keep your information
I retain personal information only for as long as reasonably necessary for the purpose for which it was collected, taking into account the nature and sensitivity of the information and any legal, accounting or business requirements.
Video recordings made during camera confidence training are retained for no longer than 90 days after the relevant training session, after which they are deleted.
Some records may need to be retained for longer where required by law, including records needed for tax, accounting, insurance or legal purposes.
Where information has been genuinely anonymised so that it can no longer be associated with an identifiable individual, it may be retained for longer for research, statistical or business purposes.
Your rights
Depending on the circumstances, you may have rights under data protection law to:
request access to the personal information I hold about you;
ask for inaccurate information to be corrected;
request erasure of your personal information;
ask for processing to be restricted;
object to certain processing;
request portability of certain personal information;
withdraw consent where processing is based on consent.
If you wish to exercise any of these rights, please contact me at josh@joshalward.com.
You also have the right to complain to the Information Commissioner's Office if you believe your personal information has not been handled appropriately.
Further information about your rights can be found on the ICO's website.
Third-party websites
My website may contain links to third-party websites.
I am not responsible for the privacy practices or content of those websites. You should read the privacy notice of any third-party website you visit.
Changes to this Privacy Notice
I may update this Privacy Notice from time to time to reflect changes to my services, technology, legal requirements or the way I process personal information.
The latest version will be made available on my website.