OSSIAN PRIVACY NOTICE
Ossian respects your privacy and is committed to protecting your personal data. This privacy notice will inform you on how we look after your personal data and tell you about your privacy rights and how the law protects you. It also lets you know how information is collected, processed, stored and used in accordance with data protection laws.
Under applicable laws, Ossian is a data controller for the processing of personal data. We are registered with the UK data protection regulator (Information Commissioner’s Office (ICO)). Our registration number is: A8863221.
‘We’, ‘Us’, ‘Our’, ‘the company’ refers to Ossian. ‘You’ or ‘Data Subject’ refers to any individual receiving this notice for whom we hold personal information.
THE TYPE OF PERSONAL INFORMATION WE COLLECT
We collect and process the following information:
| Identity data | First name, last name, username or similar identifier |
| Contact Data | Billing address, email address and telephone numbers |
| Financial Data | Bank account and payment card details |
COACHING SERVICES
During our coaching sessions, we may collect and store “special categories” data that is sensitive personal information such as information about your health, medical conditions or disabilities and information about your race or ethnicity, religious or philosophical beliefs, political opinions and sexual orientation. We only process “special categories” data if you reveal such data during our coaching services. As part of your engagement with us, you will find out more details on this in our contracting process.
HOW DO WE OBTAIN PERSONAL INFORMATION
Directly: Personal information can be obtained directly from you for example when you provide the information to us by telephone, email or by filling in our contact form on our website or during our sessions.
Indirectly: We may also receive personal information from you by a third party or the party sponsoring coaching sessions, for example, your employer. The information is used to contact you or to set up the coaching services. We may also receive contact details about you via word of mouth.
LAWFUL BASIS FOR PROCESSING
Pursuant to data protection laws, our lawful bases for processing personal data are highlighted below.
| Consent | For example, when you agree to allow us to process your data. E.g., special categories of data. You can withdraw consent at any time. |
| Contractual Obligation | When you engage in a service with us i.e. to fulfil our contractual terms and conditions. |
| Legal Obligation | When we are under a statutory duty to process personal data for example, for accounting records purposes. |
| Legitimate Interests | Where we have a business need to process personal data which does not override your interests. For example, if we send marketing material to you or contact you about our services. |
| Vital Interests | On rare occasions, we may need to process personal data in “emergency” situations to protect you. |
SHARING PERSONAL INFORMATION
At no point in time will we disclose any data to a third party unless it is authorised by law or it is necessary for the execution of a contract or we have reason to believe the you might do harm to yourself or another or you have consented for us to do so. Contents of coaching sessions will not be discussed with third parties however, they can be brought up with as part of supervision and for internal learning and development purposes. Where notes are discussed, this will be on a strictly anonymous basis.
COOKIES AND SIMILAR TECHNOLOGIES
We do not use cookies on our website. At any instance when Ossian begins to use cookies on our website, you will be notified accordingly.
DATA SECURITY
We ensure appropriate security and have put in place appropriate technical and organisational measures to keep your personal information safe and secure and to protect it against unauthorised or unlawful processing and accidental loss, alteration, access, use, disclosure, destruction or damage.
Policies and procedure have been put in place to deal with any suspected data security breach and we will notify you and any applicable regulator of a suspected breach where the law requires us to do so.
LINKS AND THIRD-PARTY WEBSITES
This privacy notice applies only to the websites controlled and operated by Ossian. The websites may link to third-party websites where our privacy notice no longer applies. Links to external third-party websites have been provided for your information and convenience. We advise you to review each third-party website’s privacy notice before disclosing any personally identifiable data.
DATA RETENTION
The data we collect will only be used and processed for a specified purpose and only be retained for a reasonable period, to the extent permissible by law. We take reasonable steps to safely and securely delete, dispose of, anonymise and/or archive personal information when we no longer have use for it.
INTERNATIONAL DATA TRANSFER
We will endeavour to protect your privacy rights whenever we transfer your information internationally by adopting appropriate safeguards as laid down in law. For example, to countries deemed having an adequate level of protection or by adopting mechanisms such as approved clauses. To learn more about our international transfers, please contact us.
DATA SUBJECT RIGHTS
Under data protection laws, where we process your personal data, you have rights (note: not all rights are absolute and will depend on the type of right request). Rights include:
- Right of access: You have the right to ask us for copies of your personal information.
- Right to rectification: You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Right to erasure: You have the right to ask us to erase your personal information if it is no longer needed for its original purposes and no new lawful purpose exists for its use.
- Right to restriction of processing: You have the right to ask us to restrict the processing of your personal information as you direct us and for any purpose.
- Right to object to processing: You have the right to object to the processing of your personal information where justification for data processing was on the basis of legitimate interests.
- Right to data portability: You have the right to ask that we transfer the personal information you gave us to another organisation, or to you without any hindrance.
You are not required to pay any charge for exercising your rights in accordance with law. However, we may charge a “reasonable fee “for the administrative costs of complying with a request if it is manifestly unfounded or excessive or if you request further copies of your data. We will respond within a month. When we are unable to respond within the one-month period, a two-month extension applies, and we will inform you if this is applicable to your request. Where we refuse a request, we will let you know promptly.
Please contact us if you wish to make a request.
COMPLAINTS AND CONCERNS
We want us to put things right, please get in contact with us with any complaints or concerns you may have. Under data protection laws you have a right to lodge a complaint with a data protection supervisory authority e.g., the ICO (UK).
CHANGES TO THIS PRIVACY NOTICE
This privacy notice may be updated at any time. Where there are any substantial changes made to this notice, we will notify you by the contact details you have provided to us, namely your email address.
CONTACT INFORMATION
For any questions, concerns, requests or complaints about this privacy notice or any information on how we collect and process personal data, please contact us.
Email: info@ossianthomas.com Telephone number: +44 7803 016812