Privacy Policy
Your privacy matters to us. We're committed to protecting your personal information and being transparent about how we collect, use, and safeguard your data at Qorton.
Last updated: January 15, 2025
Who We Are
Qorton is a business coaching company based in Cardiff, United Kingdom. We help professionals and business owners develop their skills and achieve their goals through personalised coaching programs. This privacy policy explains how we handle your personal information when you visit our website, enquire about our services, or participate in our coaching programs.
Our registered address is Grangemoor Ct, Cardiff CF11 0AE, United Kingdom. You can reach us at [email protected] or +441274605638 if you have any questions about how we use your data.
Information We Collect
We only collect information that helps us provide better coaching services and improve your experience with us. Here's what we might collect and why:
Contact Information
Your name, email address, phone number, and company details when you contact us or sign up for our programs. We need this to communicate with you about coaching sessions and send relevant resources.
Professional Background
Information about your role, industry, career goals, and challenges you're facing. This helps us tailor our coaching approach to your specific needs and circumstances.
Website Usage Data
Basic information about how you use our website, including pages visited and time spent. We use this to improve our content and make the site more useful for visitors.
Session Notes
Notes from coaching sessions, progress updates, and action items. These help us track your development and provide continuity across sessions with different coaches if needed.
How We Use Your Information
We use your personal information for legitimate business purposes related to providing coaching services. This includes scheduling sessions, preparing for meetings, tracking your progress, and sending you relevant resources or updates about our programs.
We might also use your contact details to send occasional updates about new coaching programs or resources that could be helpful for your professional development. You can opt out of these communications at any time.
Sometimes we analyse usage patterns on our website to understand what content is most valuable to visitors. This helps us create better resources and improve the overall experience, but we don't track individual behaviour or create detailed profiles.
How We Protect Your Data
We take data security seriously and use appropriate technical and organisational measures to protect your information. Our website uses SSL encryption for data transmission, and we store personal information on secure servers with restricted access.
Only authorised team members who need access to provide coaching services can view your personal information. We train our coaches on confidentiality and data protection requirements, and all coaching notes are stored securely.
Secure Data Transmission
All data sent between your browser and our servers is encrypted using industry-standard SSL/TLS protocols. This protects your information during transmission.
Access Controls
We limit access to your personal information to authorised personnel who need it for legitimate business purposes. All team members sign confidentiality agreements.
Regular Security Reviews
We regularly review our security measures and update them as needed to protect against new threats and ensure compliance with current standards.
Sharing Your Information
We don't sell, rent, or trade your personal information to third parties. We only share information when necessary to provide our services or when required by law.
If you're working with multiple coaches or participating in group programs, we might share relevant information within our team to ensure consistency and quality of service. We might also use trusted service providers for things like email delivery or payment processing, but they can only use your information for the specific services they provide to us.
In rare circumstances, we might need to disclose information if required by law enforcement or to protect the safety of our clients, staff, or the public. We would only do this when legally required or when we believe it's necessary to prevent harm.
Your Rights Under UK Law
Under UK data protection law, you have several important rights regarding your personal information:
Right to Access
You can request a copy of all personal information we hold about you. We'll provide this within one month of your request, usually free of charge.
Right to Rectification
If any information we hold about you is incorrect or incomplete, you can ask us to correct or update it. We'll do this promptly once we verify the changes.
Right to Erasure
You can ask us to delete your personal information in certain circumstances, such as when it's no longer needed for the purposes we collected it.
Right to Restrict Processing
You can ask us to limit how we use your information in certain situations, such as while we investigate a complaint about accuracy.
Right to Data Portability
Where technically feasible, you can request a copy of your data in a commonly used electronic format so you can transfer it to another service provider.
Right to Object
You can object to how we process your information for direct marketing or other purposes based on legitimate interests. We'll stop unless we have compelling reasons to continue.
How Long We Keep Your Data
We keep your personal information only as long as necessary for the purposes we collected it. For active coaching clients, we typically retain information throughout the coaching relationship and for up to two years afterwards to provide continuity if you return for additional services.
Financial records are kept for seven years to comply with UK tax and accounting requirements. Website usage data is typically deleted after two years unless it's been anonymised for analytics purposes.
If you specifically request deletion of your data and we don't have legal obligations to keep it, we'll remove it from our systems within 30 days. Some information might remain in backup systems for up to 90 days before being permanently deleted.
Cookies and Website Technology
Our website uses essential cookies to function properly and provide basic security. These include session cookies that remember your preferences during your visit and security cookies that protect against malicious attacks.
We also use analytics cookies to understand how visitors use our site, which helps us improve content and functionality. These don't identify you personally but do track general usage patterns like which pages are most popular and how long people spend reading different sections.
You can control cookies through your browser settings, but please note that disabling essential cookies might affect how our website works. Most browsers allow you to block or delete cookies, and you can usually set preferences for different types of cookies.
International Data Transfers
We primarily store and process your data within the UK and European Economic Area. However, some of our service providers might be located outside these areas, particularly for cloud hosting and email services.
When we do transfer data internationally, we ensure appropriate safeguards are in place, such as adequacy decisions by the UK government or standard contractual clauses that provide equivalent protection to UK data protection law.
We regularly review our data processing arrangements to ensure they meet current legal requirements and provide adequate protection for your personal information regardless of where it's processed.
Changes to This Policy
We review this privacy policy regularly and update it when necessary to reflect changes in our practices or legal requirements. When we make significant changes, we'll notify you by email if we have your contact details, or by posting a notice on our website.
The current version is always available on our website with the date it was last updated. We recommend checking back occasionally, especially if you're a long-term client or regular website visitor.
If you have concerns about changes to our privacy practices, please get in touch. We're always happy to discuss how we handle your information and address any questions you might have.
Making a Complaint
If you're unhappy with how we've handled your personal information, please contact us first so we can try to resolve the issue. Most concerns can be addressed quickly once we understand what's gone wrong.
If you're not satisfied with our response, you can complain to the Information Commissioner's Office (ICO), the UK's data protection regulator. You can find information about making a complaint on their website at ico.org.uk, or you can call their helpline on 0303 123 1113.
You also have the right to seek compensation through the courts if you've suffered damage because of a breach of data protection law, though we hope it never comes to that.
Questions About Your Privacy?
We're here to help. Contact us about any privacy concerns or data requests.