Policies and Small Print
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Let’s start with what matters.
Working with and. is not like signing up for a course or ticking a box on a form. It is a partnership. You bring your honesty, your questions and your willingness to look at things clearly. We bring our experience, presence, compassion and straight talking.
This guide is here so you always know how things work, what to expect and how we hold the space with you. There is no small print. No hidden catches. No mystery rules. Just clarity and respect so the work can actually work.
1. Your Time Matters
We treat your time like something valuable because it is. When you are in a session, you have our full attention and intention. Sessions begin when planned and end when planned. If you arrive late, we still finish at the agreed time.
This keeps the space clear. It keeps the work clean. It keeps everything fair.
2. The 48 Hour Rhythm
If you need to move or cancel a session, we ask for 48 hour’s notice. Anything inside 48 hours counts as a used session. This is not punishment. This is simply the reality that your time has been held, prepared for and cannot be given to someone else last minute.
Real emergencies are a different story. Life can hit sideways. If something significant happens, tell us and we will use judgement, not rigidity.
3. How We Coach
We coach with clarity, kindness, honesty and depth. You will not get fluff, vague advice or a motivational speech. You will get real conversations, real skills, real tools and the real you reflected back with care and accuracy.
You show up as you. We show up ready to work.
4. How You Show Up
You do not need to be perfect. You do not need to be prepared with all the answers. You simply need to be present, open and willing to engage. Some days you will feel strong. Some days you will feel tangled. All of it is welcome.
What matters is that you lean in.
5. Payment and Packages
Payment is made before work begins. This protects the container and ensures we both start from a place of clarity. Some clients pay monthly in advance, others choose a full package up front, and corporate work depends on the scope.
Whatever the structure, we keep it clear and simple so we can focus on the work, not the admin.
6. When We Travel to You
If your work with us involves travel, we travel in a way that keeps us functional, rested and ready to deliver high quality coaching or leadership work. Flights over two hours will be Premium Economy or Business Class. Accommodation must be clean and quiet.
Expenses are either included in a retainer or agreed and paid in advance. No surprises. No guesswork.
7. Confidentiality
What you say in your sessions stays in your sessions. The only exception is if there is risk of harm or we are legally required to act. Trust is a core part of this relationship and we take it seriously.
8. Honest Conversations
Coaching is not always comfortable, but it is always purposeful. We will tell you the truth with kindness. We will reflect what we see. We will ask questions you may not have asked yourself yet.
And we will walk with you through all of it.
9. Boundaries Keep the Work Strong
We are warm, fun, human and caring, but we are not casual. Boundaries protect the quality of the work. They protect you. They protect us. And they keep the relationship healthy.
This includes time boundaries, payment boundaries, communication boundaries and behavioural boundaries.
10. Expect Progress, Not Perfection
Leadership, clarity and personal growth are not linear. You will have breakthroughs, challenges, questions and new understandings. We do not expect you to get everything right. We expect you to stay engaged.
Progress is made by showing up, not by being flawless.
11. We Are Not Therapists
We work deeply with mindset, behaviour and decision making, but we are not medical professionals or crisis responders. If you ever need support beyond coaching, we will guide you towards the right kind of help.
12. How Coaching Ends
Sometimes coaching ends because the work is complete. Sometimes it ends because priorities shift. Sometimes it ends because people level up.
Whatever the reason, we aim for a clean and respectful ending so the relationship stays healthy and grounded.
13. What You Can Count On From Us
You will be met with presence, kindness, clarity, honesty and professionalism. You will never be judged, rushed or pushed into anything. You will be supported, stretched and seen.
We do this work because we believe in people. And we believe in you.
14. What We Ask of You
Be open. Be honest. Be curious. Be willing.
That is all.
15. And Finally
This is not a transaction. This is a partnership. We take your growth seriously. We take your time seriously. And we take the work seriously.
We just do not take ourselves too seriously.
Welcome to and.
Let’s get to work.
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and. TERMS AND CONDITIONS
Working with and. means stepping into a space that is honest, supportive and built on real connection.
We work with real people, real stories and real change, not the scripted, polished, pretend version of leadership that falls apart the moment life gets messy.
We know these Terms are not the most exciting thing you will ever read. They are not meant to be. They are here to protect the time, energy and intention we both bring to this work. They keep things clear, fair and grounded so we can focus on what actually matters: your growth, your clarity and your leadership.
Once you have read through this introduction, you will find the official legal structure. Think of it as the scaffolding that holds the whole experience steady. Nothing hidden. Nothing confusing. Just a strong, simple agreement that lets us work together with confidence, respect and a bit of humour when needed.
1. Introduction
The human bit before the legal bit. We begin here because relationships matter, not paperwork. This introduction tells you who we are, how we work and why these Terms exist. Think of it as the welcome mat before the structure underneath it. We are human first, professionals second and absolutely clear third.
Working with and. is a partnership built on clarity, presence and real human connection. Our work is grounded in intention. These Terms and Conditions exist to protect the space we create with you and to ensure that every client receives the same standard of responsibility, fairness and respect.
This Agreement is written in plain English so you always know where you stand. It combines the legal structure required for a professional relationship with the human tone that reflects who we are.
By purchasing, enrolling in or participating in any and. service or product, you agree to be bound by these Terms and Conditions.
2. Governing Law and Jurisdiction
No surprises. No grey areas. Just clarity. We coach across the world, but our legal home is Scotland. This section simply explains which laws guide this agreement so nothing is left open to interpretation or “creative remembering” later on.
2.1 This Agreement is governed by and interpreted in accordance with the laws of Scotland.
2.2 The Scottish courts have exclusive jurisdiction over any dispute arising from or connected to this Agreement.
2.3 Where clients are based elsewhere in the UK or internationally, these Terms remain enforceable under Scots Law unless otherwise agreed in writing.
3. Services Covered
What you’re buying and what we’re committing to. and. offers a range of coaching, leadership and development experiences. This section outlines the scope of what sits under this agreement so you always know what applies to you, whether you are joining a programme, booking a workshop or diving into one to one coaching.
3.1 These Terms apply to all services and products provided by and., including but not limited to:
(a) One to one coaching
(b) Executive and leadership coaching
(c) Group coaching
(d) Corporate and team coaching
(e) Workshops, masterclasses and intensives
(f) FireStarter
(g) Survive or Thrive
(h) Leadership or Leadershit programmes
(i) Coach to Coach
(j) Speaking, consultancy and advisory work
(k) Retreats, Global Gatherings and in person sessions
(l) Digital products and online courses
(m) The and. daily coaching app (subscription based)
3.2 Additional service specific terms may be provided for certain programmes or offerings. These form part of this Agreement.
4. Working Together
How we show up and how we expect you to show up too. Coaching works when we both bring presence, honesty and preparation. This section tells you how we organise sessions, how communication flows and what the working environment looks like.
4.1 Coaching sessions and meetings are held via Zoom unless another format is agreed in writing.
4.2 Access details or links will be provided prior to the session.
4.3 and. does not work to standard nine to five patterns. Our schedule is intentionally designed to support clarity, depth and presence.
4.4 We expect clients to be ready at the agreed time to ensure full use of the session.
5. Session Times
We protect your time so the work can actually work. A session is a moment set aside for you. We treat it with intention and respect, and we expect the same from you. This section explains why start and end times matter and how structure supports clarity.
5.1 Sessions begin at the scheduled start time and end at the scheduled end time.
5.2 If the Client arrives late, the session will still end at the agreed time. Sessions are not extended or rolled over.
5.3 This structure protects the quality and rhythm of the work for all clients.
6. Cancellations, Rescheduling and No Shows.
Clarity over chaos. Respect over rearranging. Life happens, but patterns also happen. This section makes sure we handle both with fairness and honesty. You will see straightforward rules, with space for humanity where it is genuinely warranted.
6.1 The Client may cancel or reschedule a session with a minimum of 48 hours notice.
6.2 Sessions cancelled within 48 hours or not attended by the Client are considered completed in full.
6.3 This is not punitive. It reflects the fact that time is intentionally allocated, prepared for and cannot be reassigned at short notice.
6.4 If a significant and unavoidable circumstance arises, the Client should inform and. as soon as possible. and. will act with fairness and judgement.
6.5 If and. is responsible for an error or non attendance, the session will be rescheduled at no cost to the Client and with no loss of value.
7. Payments
Money conversations done clearly, cleanly and upfront. Payment is part of the package. This section spells out how fees work, when they’re due and why we work this way. No awkwardness. No guessing. No stress.
7.1 All coaching retainers are paid monthly in advance unless stated otherwise in writing.
7.2 Programmes, workshops, speaking engagements, corporate services, retreats and all other one off or project based services must be paid prior to commencement.
7.3 Depending on the scope of work, payments may be structured as:
(a) 100 percent upfront, or
(b) 50 percent upfront and 50 percent prior to delivery, or
(c) monthly in advance for retained services only
7.4 Payment terms will be agreed within the scope of work and will apply before any work begins.
7.5 Clients who choose to pay a full coaching package in advance receive a 10 percent saving.
7.6 No refunds are offered once services have commenced, as time and space are allocated immediately.
7.7 If payment is late or missed, the reserved session time may still count as coaching time once payment is received.
7.8 A statutory cooling off period does not apply once services begin, due to the personal and immediate nature of the work.
8. Travel, Accommodation and Expenses
If we travel to you, we travel well enough to do our job well. This section explains what happens when work involves travel. Simple, direct, fair. No unexpected bills and no assumptions. Everything is agreed intentionally.
8.1 Where travel is required for delivery of services, the Client is responsible for covering all associated costs.
8.2 Flights over two hours will be booked in Premium Economy or Business Class to ensure readiness for work.
8.3 Accommodation must be clean, quiet and suitable for professional work.
8.4 Transfers, taxis, mileage, tolls and other reasonable travel costs are payable by the Client.
8.5 Food and daily expenses may be invoiced at actual cost or at an agreed daily rate.
8.6 If travel forms part of a retained scope of work, it may be included within the monthly retainer.
8.7 All out of scope travel or unexpected costs must be approved in advance before invoicing. No expenses will be added without prior agreement.
9. Client Responsibilities
Your part in making this relationship work. We bring our presence, clarity, skill and experience. You bring your honesty, effort, mindset and ownership. This section outlines what that looks like in practice, in a way that is human, respectful and very much and.
This section outlines the Client’s responsibilities in a way that reflects the spirit of the work and the values of and.
9.1 The Client, (you/business), agrees to:
(a) attend sessions on time
(b) participate with openness, honesty and curiosity
(c) communicate respectfully and professionally
(d) complete agreed actions or reflections between sessions
(e) take responsibility for their decisions and outcomes
(f) maintain appropriate boundaries and use coaching as intended
(g) notify and. promptly if circumstances affecting their ability to participate arise
9.2 The Client understands that coaching is a collaborative process. and. provides guidance, thought partnership and clarity, but the Client is responsible for applying insights and taking action.
10. Conduct and Professional Standards.
Respect first. Always. This work requires a safe, open environment. This section sets the boundary lines so communication stays grounded, behaviour stays respectful and the coaching relationship stays healthy and effective.
10.1 and. maintains a respectful, confidential and professional environment at all times.
10.2 Any behaviour that undermines safety, respect or the integrity of the work may result in immediate review or termination of the Agreement.
10.3 This includes aggressive behaviour, disrespectful communication or misuse of the coaching relationship.
11. Confidentiality
What is said in the room stays in the room. Trust is non-negotiable. This section explains what we keep confidential, why it matters and the rare circumstances where we may have to act differently for safety or legal reasons.
11.1 All information shared during coaching sessions or through related communication is treated as confidential.
11.2 Confidentiality may only be broken where required by law or where there is risk of harm to the Client or others.
11.3 and. adheres to UK GDPR requirements where applicable.
12. Intellectual Property
Our tools stay ours. Your growth stays yours. We create everything we use. You benefit from it, but you do not own it. This section explains how you can use our materials and what you cannot do with them.
12.1 All materials, frameworks, resources, tools, videos, audios and methods created by and. remain the intellectual property of and.
12.2 The Client may use these materials for personal development only and may not reproduce, distribute or resell them without written permission.
12.3 Any unauthorised use constitutes a breach of this Agreement.
13. Responsibility and Outcomes
We walk with you, not for you. Coaching is powerful, but you are the one who moves your life, your leadership, your choices. This section keeps that truth grounded and clear so expectations stay aligned and healthy.
13.1 and. provides coaching, leadership development and advisory services. We are not therapists, medical professionals, legal advisors or financial consultants.
13.2 The Client remains fully responsible for decisions, actions and outcomes resulting from the work.
13.3 and. does not guarantee specific results and makes no claims of outcome based performance.
14. Termination. Clear endings protect clear beginnings.
Sometimes coaching comes to a natural close. Sometimes life shifts. Sometimes a boundary needs honouring. This section makes sure that if we part ways, we do it cleanly, respectfully and without confusion. No awkwardness. No loose ends. Just a straightforward way of bringing things to a close with integrity.
14.1 Either party may terminate this Agreement with 30 days written notice.
14.2 All sessions or work scheduled within the notice period remain payable.
14.3 No refunds are provided for unused sessions.
14.4 and. may terminate immediately in cases of misconduct or significant breach of Agreement.
15. Complaints. If something feels off, we talk about it.
We are human. You are human. Sometimes things need attention. This section explains how to raise a concern and how we handle it. No defensiveness. No disappearing. Just an open, calm process that keeps the relationship healthy and grounded.
15.1 If the Client has concerns about any aspect of the service, they should communicate directly with and. in writing.
15.2 and. will address concerns promptly, respectfully and with the intention to resolve matters fairly.
16. Amendments. We grow. The work grows. Sometimes the terms need to grow too .From time to time, we may evolve the practical side of how we operate. When that happens, we keep you informed and we keep everything transparent. This section simply explains how updates work so you are never left guessing.
16.1 and. may update these Terms occasionally.
16.2 Clients will be notified of relevant changes, and continued engagement will constitute acceptance of the updated Terms.
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Coaching Terms and Conditions
and. COACHING AGREEMENT
THE HUMAN BIT FIRST
Working with and. is a connected, deliberate partnership. We coach real people with real stories, not polished caricatures. You show up as you are. We show up ready, present and fully engaged.What follows is the structure that protects this relationship. These are not meant to intimidate or overwhelm you. They simply make sure we both have clarity, respect and rhythm in how we work together.
Think of this agreement as the foundation that keeps the entire coaching experience steady, safe and effective. Nothing hidden. Nothing confusing. Just a clear understanding of how we do this together.
1. Parties to This Agreement
Just so we are all understand each other’s boundaries.
This section identifies who is involved and who is responsible for what. It avoids confusion and ensures everyone knows who is entering the agreement.
1.1 This Coaching Agreement is between:
(a) and. (“the Provider”)
(b) You (“the Client/Coachee”)
1.2 This Agreement becomes active when payment is made and services are scheduled.
2. Coaching Services Provided
What you can expect from the coaching relationship.
Coaching is not advice giving, therapy or crisis management. It is structured support designed to improve clarity, capability and leadership.
2.1 The Provider will deliver the following services as agreed in your scope of work:
(a) One to one coaching
(b) Executive and leadership coaching
(c) Programme based coaching
(d) Online or in person sessions
(e) Additional support where agreed, such as notes, exercises or reflections
2.2 The format, frequency and duration of sessions will be agreed before commencement.
3. Working Together
The way we show up is half the work.
Coaching requires presence, attention and honesty on both sides.
3.1 Sessions are delivered via Zoom unless agreed otherwise.
3.2 The Client is responsible for ensuring they have stable internet access and a private environment.
3.3 The Provider will arrive prepared, present and fully focused.
4. Session Times
Structure keeps the space clear and powerful.
Start and end times matter. They hold the rhythm of the work.
4.1 Sessions begin at the scheduled start time and end at the scheduled finish time.
4.2 Late arrival does not extend the session.
4.3 Sessions cannot be transferred, rolled over or extended due to lateness.
5. Cancellations, Rescheduling and No Shows
Life happens. Patterns also happen. We manage both with balance.
5.1 The Client may reschedule or cancel with 48 hours notice.
5.2 Changes inside 48 hours or no shows count as completed sessions.
5.3 This is not a penalty. It reflects preparation and time held exclusively for the Client.
5.4 If a serious and unavoidable situation occurs, the Provider may apply discretion.
5.5 If the Provider is responsible for an error, the session will be rescheduled with no loss of value.
6. Payments
Clear, calm and agreed in advance.
6.1 Coaching retainers are paid monthly in advance.
6.2 Programme or package based coaching is paid before commencement.
6.3 The following payment structures may apply depending on scope:
(a) 100 percent upfront
(b) 50 percent upfront and 50 percent prior to delivery
(c) Monthly in advance for retained services
6.4 Payment terms will be confirmed in writing before work begins.
6.5 No refunds are provided once coaching begins.
6.6 A statutory cooling off period does not apply once services start.
6.7 If payment is late, reserved time may still count as used once payment is received.
7. Coachee Responsibilities
Your part of the partnership, written in plain human language.
We cannot do your push ups for you. We walk with you, not for you.
7.1 The Client agrees to:
(a) arrive on time
(b) participate with honesty and openness
(c) complete agreed actions or reflections
(d) communicate respectfully
(e) uphold boundaries around confidentiality and conduct
(f) use coaching for development, not crisis management
(g) take responsibility for decisions and outcomes
7.2 The Client understands that coaching works when they engage fully.
8. Provider Responsibilities
What you can count on from us.
You get our presence, clarity, experience and full attention.
8.1 The Provider agrees to:
(a) deliver coaching with professionalism and care
(b) maintain confidentiality except where legally required
(c) create a safe and respectful environment
(d) communicate clearly
(e) uphold boundaries that protect the quality of the work
9. Confidentiality
What is said in the room stays in the room, with a few legal exceptions.
9.1 All coaching conversations are confidential.
9.2 Exceptions apply if there is risk of harm or legal obligation to disclose.
9.3 Data is handled in line with UK GDPR requirements.
10. Intellectual Property
Our tools stay ours. Your growth stays yours.
10.1 All materials created by the Provider remain the intellectual property of and.
10.2 The Client may use materials for personal development only.
10.3 Materials may not be copied, shared or sold without written consent.
11. Professional Conduct
Respect is non negotiable.
11.1 Any disrespectful, aggressive or inappropriate behaviour may result in termination.
11.2 The coaching environment must remain safe and professional at all times.
12. Termination
Clear endings make for clean beginnings.
12.1 Either party may terminate with 30 days written notice.
12.2 Sessions scheduled within the notice period remain payable.
12.3 The Provider may terminate immediately in cases of misconduct or breach.
12.4 No refunds are provided for unused sessions.
13. Governing Law
The legal home of this agreement.
13.1 This Agreement is governed by the laws of Scotland.
13.2 Any disputes will be handled through the Scottish courts.
These terms and conditions apply to For and.Scot Ltd and any trading names it uses (collectively referred to as "the Company"). By engaging in coaching services provided by the Company, you (the “Coachee”) agree to the following terms and conditions:
1. Intellectual Property (IP)
All tools, techniques, programs, and materials provided during coaching are the exclusive intellectual property of the Company.
These materials are provided for the personal use of the coachee only and may not be shared, copied, distributed, or reproduced in any form without explicit written authorization from the Company.
Unauthorized use, reproduction, or sharing of any coaching content is strictly prohibited and may result in legal action.
2. Privacy and Confidentiality
All information disclosed during coaching sessions is strictly confidential and will not be shared with third parties.
The coaching relationship exists solely with the coachee, irrespective of whether the coachee or another party is responsible for payment.
Information may only be disclosed in situations where:
The coachee or another person is at risk of harm.
There is a significant risk to a business or organization associated with the coachee.
Disclosure is required by law.
Any disclosure will only occur after informing the coachee, unless immediate action is required to prevent harm.
3. Disclaimer on Professional Advice
The Company’s coaches are not licensed therapists, medical professionals, or financial advisors.
All advice and guidance provided during coaching sessions are intended to benefit the coachee and are offered in good faith.
Coaching is not a substitute for professional medical, psychological, or financial advice, and coachees are encouraged to consult appropriate professionals when necessary.
4. Responsibilities and Commitments
Coachees are responsible for their own decisions, actions, and progress resulting from coaching sessions.
Coaches commit to providing a supportive, professional, and judgment-free environment to facilitate personal growth and development.
5. Payment, Cancellation, and Refund Policy
All fees must be paid in advance unless otherwise agreed in writing.
Sessions canceled less than [Insert Timeframe] in advance may be subject to full payment without refund.
The Company operates a strict no-refund policy for completed or allocated sessions. Exceptions will only be considered if agreed upon in writing in a separate discussion.
In cases where sessions are rescheduled due to unforeseen circumstances, the Company will work with the coachee to find a mutually convenient time.
6. Termination Clause
Either party may terminate the coaching agreement by providing written notice.
If the coachee terminates the agreement:
No refunds will be provided for unused or allocated sessions unless otherwise agreed in writing.
The Company reserves the right to charge for any time or resources already allocated.
If the Company terminates the agreement:
A prorated refund may be provided for unused sessions, except where termination is due to a breach of these terms by the coachee.
The Company reserves the right to claim reimbursement for any unpaid fees or losses incurred as a result of the coachee’s breach of contract.
7. Limitation of Liability
The Company shall not be liable for any direct, indirect, or consequential losses resulting from coaching sessions.
The coachee acknowledges that they are responsible for their own decisions and actions arising from coaching guidance.
8. Force Majeure
The Company shall not be held responsible for delays or cancellations caused by events beyond its reasonable control, including but not limited to acts of God, natural disasters, pandemics, strikes, government restrictions, or emergencies.
In such cases, coaching sessions will be rescheduled at a mutually convenient time. No refunds will be provided for delays caused by force majeure events.
9. Governing Law
These terms and conditions are governed by the laws of the United Kingdom (UK), the European Economic Area (EEA), the United States of America (USA), and other applicable international jurisdictions.
For disputes arising under this agreement:
The parties agree to submit to the jurisdiction of the courts in the UK, or, where applicable, the courts in the USA or the relevant EMEA region.
These terms are intended to provide the broadest protection permissible under international law.
10. Code of Conduct
Both the coachee and the coach are expected to maintain professionalism and mutual respect during sessions.
The Company reserves the right to terminate services immediately without refund in cases of abusive, discriminatory, or inappropriate behavior by the coachee.
11. Amendments to Terms
The Company reserves the right to amend these terms and conditions at any time. Any changes will be communicated to the coachee in writing and will take effect upon notice.
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Data Storage, Retention and Erasure
Covering
Storage and access of data
Data Retention & Erasure
Internal data
Storage & Access of Data
All our client/ member data is stored online and no paper records are held. Each is managed by the third-party sites (currently SquareSpace as Turscow). Financial payment processing is through Stripe We adopt their storage and access of data policy and actions. We do not sell any client/member data and only share within the sites that deliver content, resources, membership or payment (See Privacy Notice of all current/external third party provisions- reviewed annually). As per our data protection policy, we only store names, email, phone numbers which are all available in the public domain and financial data is encrypted through Stripe), we will not request any sensitive data.
Destruction Retention and Erasure
As we do not hold any sensitive data or request it for any of our products or services. Data is held for processing, supporting, using our products and services only. Once any data has reached its designated retention period date, the designated owner should refer to the retention register for the action to be taken. Not all data or records are expected to be deleted upon expiration; sometimes, it is sufficient to anonymise the data in accordance with the GDPR requirements or to archive records for a further period.
All information of a confidential or sensitive nature on paper, card, microfiche or electronic media must be securely destroyed when it is no longer required. This ensures compliance with the Data Protection laws and the duty of confidentiality we owe to our employees, clients and customers.
The Company is committed to the secure and safe disposal of any confidential waste and information assets in accordance with our contractual and legal obligations and that we do so in an ethical and compliant manner. We confirm that our approach and procedures comply with the laws and provisions made in the General Data Protection Regulation (GDPR) and that staff are trained and advised accordingly on the procedures and controls in place.
Paper Records
Due to the nature of our business, the Company does not retain paper-based personal information and as such, has no requirement disposal of paper if ever required we would employ an external disposal business to ensure we comply in a secure, confidential and compliant manner.
Electronic & IT Records and Systems
The Company uses numerous systems, computers and technology equipment in the running of our business. From time to time, such assets must be disposed of and due to the information held on these whilst they are active, this disposal is handled in an ethical and secure manner.
The deletion of electronic records must be organised in conjunction with the current DPO who will ensure the removal of all data from the medium so that it cannot be reconstructed. When records or data files are identified for disposal, we will review as part of our annual information audit that removal is completed.
Only the DPO can authorise the disposal of any IT equipment and they must accept and authorise such assets from the department personally. Where possible, information is wiped from the equipment through use of software and formatting. It is the explicit responsibility of the asset owner and DPO to ensure that all relevant data has been sufficiently removed from the IT device and backed up before requesting disposal and/or prior to the scheduled pickup.
Internal Correspondence and General Memoranda
Unless otherwise stated in this policy or the retention periods register, correspondence and internal memoranda should be retained for the same period as the document to which they pertain or support (i.e. where a memo pertains to a contract or personal file, the relevant retention period and filing should be observed).
Where correspondence or memoranda that do not pertain to any documents have already been assigned a retention period, they should be deleted or shredded once the purpose and usefulness of the content cease or at a maximum, 12 months.
Examples of correspondence and routine memoranda include (but are not limited to): –
Internal emails
Meeting notes and agendas
General inquiries and replies
Letter, notes or emails of inconsequential subject matter
Erasure (SAR)
In specific circumstances, data subjects have the right to request that their personal data is erased, however, the Company recognise that this is not an absolute ‘right to be forgotten. Data subjects only have a right to have personal data erased and to prevent processing if one of the below conditions applies: –
Where the personal data is no longer necessary in relation to the purpose for which it was originally collected/processed
When the individual withdraws consent
When the individual objects to the processing and there is no overriding legitimate interest for continuing the processing
The personal data was unlawfully processed
The personal data must be erased in order to comply with a legal obligation
The personal data is processed in relation to the offer of information society services to a child
Where one of the above conditions applies and the Company received a request to erase data, we first ensure that no other legal obligation or legitimate interest applies. If we are confident that the data subject has the right to have their data erased, this is carried out by the Data Protection Officer in conjunction with any department manager and the IT team to ensure that all data relating to that individual has been erased.
These measures enable us to comply with a data subject’s right to erasure, whereby an individual can request the deletion or removal of personal data where there is no compelling reason for its continued processing. Whilst our standard procedures already remove data that is no longer necessary, we still follow a dedicated process for erasure requests to ensure that all rights are complied with and that no data has been retained for longer than is needed.
Where we receive a request to erase and/or remove personal information from a data subject, the below process is followed: –
The request is allocated to the Data Protection Officer and recorded via email authorisation.
The DPO locates all personal information relating to the data subject and reviews it to see if it is still being processed and is still necessary for the legal basis and purpose it was originally intended
The request is reviewed to ensure it complies with one or more of the grounds for erasure: –
the personal data is no longer necessary in relation to the purposes for which it was collected or otherwise processed
-the data subject has withdrawn consent on which the processing is based and where there is no other legal ground for the processing
-the data subject objects to the processing and there are no overriding legitimate grounds for the processing
-the personal data has been unlawfully processed
-the personal data must be erased for compliance with a legal obligation
-the personal data has been collected in relation to the offer of information society services to a child
If the erasure request complies with one of the above grounds, it is erased within 30 days of the request being received
The DPO writes to the data subject and notifies them in writing that the right to erasure has been granted and provides details of the information erased and the date of erasure
Where the Company has made any of the personal data public and erasure is granted, we will take every reasonable step and measure to remove public references, links and copies of data and to contact related controllers and/or processors and inform them of the data subjects request to erase such personal data
If for any reason, we are unable to act in response to a request for erasure, we always provide a written explanation to the individual and inform them of their right to complain to the Supervisory Authority and to a judicial remedy. Such refusals to erase data include: –
Exercising the right of freedom of expression and information
Compliance with a legal obligation for the performance of a task carried out in the public interest
For reasons of public interest in the area of public health
For archiving purposes in the public interest, scientific or historical research purposes or statistical purposes, in so far as the right to erasure is likely to render impossible or seriously impair the achievement of the objectives of that processing
For the establishment, exercise or defence of legal claims
Special Category Data
In accordance with GDPR requirements and Schedule 1 Part 4 of The Data Protection Bill, organisations are required to have and maintain appropriate policy documents and safeguarding measures for the retention and erasure of special categories of personal data and criminal convictions etc.
Our methods and measures for destroying and erasing data are noted in this policy and apply to all forms of records and personal data, as noted on our retention register schedule.
Compliance and Monitoring
The Company are committed to ensuring the continued compliance with this policy and any associated legislation and undertake regular audits and monitoring of our records, their management, archiving and retention. Information asset owners are tasked with ensuring the continued compliance and review of records and data within their remit.
Responsibilities
Where a DPO has been designated, they must be involved in any data retention processes and records or all archiving and destructions must be retained. Individual employees must ensure that the records for which they are responsible are complete and accurate records of their activities and that they are maintained and disposed of in accordance with the Company’s protocols.
Retention Periods
Section 12 of this policy contains our regulatory, statutory and business retention periods and the subsequent actions upon reaching said dates. Where no defined or legal period exists for a record, the default standard retention period is 12 months. Unless legally required and we would comply with any legislative timescales.
For details, please contact join@and.scot
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Cookies
We apply the policy used by our web services provider- SquareSpace- as this is the content platform we use and their resource for cookie popups too-https://www.squarespace.com/cookie-policy
Marketing
We do not use any direct marketing unless stated. Using our website as the access to all our resources and newsletter requiring client/member authorisation or subscription. We use the GDPR UK/EU and International data protections and reserve the right to amend as if ever needed.
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Updated January 2024
We do not currently require DPIA across our website or resources. As part of our annual review or a new project, we confirm whether the DPIA is a review of pre-GDPR processing or covers intended processing, including timelines in either case we would comply with ICO requirements and cover the following elements. ALl updated or completed DPIA will be uploaded for review as part of our Data Protection and GDPR reviews and actions.- All aspects of the DPIA would follow the following process -
☐ explained why we needed a DPIA, detailing the types of intended processing that made it a requirement;
☐ structured the document clearly, systematically and logically;
☐ written the DPIA in plain English, with a non-specialist audience in mind, explaining any technical terms and acronyms we have used;
☐ set out clearly the relationships between controllers, processors, data subjects and systems, using both text and data-flow diagrams where appropriate;
☐ ensured that the specifics of any flows of personal data between people, systems, organisations and countries have been clearly explained and presented;
☐ explicitly stated how we are complying with each of the Data Protection Principles under GDPR and clearly explained our lawful basis for processing (and special category conditions if relevant);
☐ explained how we plan to support the relevant information rights of our data subjects;
☐ identified all relevant risks to individuals’ rights and freedoms, assessed their likelihood and severity, and detailed all relevant mitigations;
☐ explained sufficiently how any proposed mitigation reduces the identified risk in question;
☐ evidenced our consideration of any less risky alternatives to achieving the same purposes of the processing, and why we didn’t choose them;
☐ given details of stakeholder consultation (e.g. data subjects, representative bodies) and included summaries of findings;
☐ attached are any relevant additional documents we reference in our DPIA, e.g. Privacy Notices, consent documents;
☐ recorded the advice and recommendations of our DPO (where relevant) and ensured the DPIA is signed off by the appropriate people;
☐ agreed and documented a schedule for reviewing the DPIA regularly or when we change the nature, scope, context or purposes of the processing;
☐ consulted the ICO if there are residual high risks we cannot mitigate
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This website is owned and operated by Real Leadership Consulting Ltd “THE COMPANY, WE, US, THE WEBSITE”, also trading as RLC Global. By using the website, you agree to these Terms and conditions and to use the website in accordance with these Terms and conditions. You also agree with any further Privacy Policy or Privacy notices. Including any additional terms and conditions that may apply to specific sections of the website or to products and services available through the website or from the company. Any access to the website whether directly or automated and continued use of the website bounds yourself to the terms and conditions of this website and any other terms on the website. On occasion, due to new intellectual property being added these terms and conditions may change, all revised terms and conditions will be updated for all website users via the policy and notices. if you continue to use the website after the new terms and conditions, you are bound by these new terms and conditions.
Introduction
The EU General Data Protection Regulation (“GDPR”) came into force on 25 May 2018.
The new Regulation aims to standardise data protection laws and processing across the EU, giving people greater rights to access and control their personal information.
Our Commitment
Real leadership Consulting as RLC Global and any/or directly linked companies are committed to ensuring the protection of all personal information that we hold and to provide and to protect all such data. We recognise our obligations in updating and expanding this program to meet the requirements of GDPR.
We are dedicated to safeguarding the personal information under our control and in maintaining a system that meets our obligations under the new regulations. Our practice is summarised below.
How We Prepared for GDPR
We already have a consistent level of data protection and security across our organisation, but we have introduced new measures to ensure compliance.
Information Audit — We carried out an audit of information previously held and ensured that it was compliant with the new regulations.
Policies and Procedures — we have revised data protection policies and procedures to meet the requirements and standards of the GDPR and any relevant data protection laws, including:
Data Protection - our main policy and procedure document for data protection has been revised to meet the standards and requirements of the GDPR. Accountability and governance measures are in place to ensure that we understand and adequately disseminate and evidence our obligations and responsibilities; with a dedicated focus on privacy and the rights of individuals.
Data Retention and Erasure - we have updated our retention policy and schedule to ensure that we meet the "data minimisation" and "storage limitation" principles and that personal information is stored, archived and destroyed in accordance with our obligations. We have procedures in place to meet the new "Right to Erasure" obligation.
Data Breaches - our procedures ensure that we have safeguards in place to identify, assess, investigate and report any personal data breach as early as possible. Our procedures have been explained to all employees.
International Data Transfers and Third-Party Disclosures - Currently we do not share any data. Where RLC Global stores or transfers personal information outside the EU, we have a robust review and procedure that would be in place to secure the integrity of the data. These procedures include a continual review of the countries with sufficient adequacy decisions, as well as binding rules, or standard data protection clauses for those countries without.
Subject Access Request (SAR) - we have revised our SAR procedures to accommodate the revised 30-day timeframe for providing the requested information and for making this provision free of charge.
Privacy Notice/Policy - we have revised our Privacy Notice(s) to comply with the GDPR, ensuring that all individuals whose personal information we process have been informed of why we need it, how it is used, what their rights are, who the information is disclosed to and what safeguarding measures are in place to protect their information.
Obtaining Consent - we have revised our consent mechanisms for obtaining personal data, ensuring that individuals understand what they are providing, why and how we use it and giving clear, defined ways to consent to us processing their information utilising only website access, marketing within the site.
Direct Marketing - we have revised the wording and processes for direct marketing, including clear opt-in mechanisms for marketing subscriptions; a clear notice and method for opting out and providing unsubscribe features on all subsequent marketing materials.
Data Protection Impact Assessments (DPIA) - ALl DPIA is carried out within Squarsoace our website and supported by this third party support to maintain and sustain our actions. Where we process personal information that is considered high risk, we have developed stringent procedures for carrying out impact assessments that comply fully with the GDPR's Article 35 requirements. We have implemented documentation processes that record each assessment, allow us to rate the risk posed by the processing activity and implement mitigating measures to reduce the risk posed to the data subject(s).
Processor Agreements - (Currently we do not process this information as of 2022) if and when or where we would use any third-party to process personal information on our behalf (ie Payroll, Recruitment, Hosting, etc), we would draft compliant Processor Agreements and due diligence procedures for ensuring that they meet and understand their/our GDPR obligations.
Data Subject Rights
We provide easy-to-access information via our website of an individual’s right to access any personal information that RLC Global & RLC Technologies processes about them and to request information about:
What personal data we hold about them
The purposes of the processing
The categories of personal data concerned
The recipients to whom the personal data has/will be disclosed
How long we intend to store your personal data for
If we did not collect the data directly from them, information about the source
The right to have incomplete or inaccurate data about them corrected or completed and the process for requesting this
The right to request the erasure of personal data (where applicable) or to restrict processing in accordance with data protection laws, as well as to object to any direct marketing from us and to be informed about any automated decision-making that we use
The right to lodge a complaint or seek judicial remedy and who to contact in such instances.
Information Security and Technical and Organisational Measures
We take the privacy and security of individuals and their personal information very seriously and take every reasonable measure to protect and secure the personal data that we process. We do NOT hold any sensitive personal data any basic or financial data information have robust information security policies and procedures through encryption and all the above actions are in place to protect basic personal information from unauthorised access, alteration, disclosure or destruction.
GDPR Roles and Employees
RLC Global and all partnering RLC companies have a designated Data Protection Officer (DPO)/Appointed Person- email us at info@rlc-global for more information and have appointed a data privacy team to develop and implement our roadmap for complying with the new data protection Regulation. The team are responsible for promoting awareness of the GDPR across the organisation, assessing our GDPR compliance, identifying any gap areas and implementing the new policies, procedures and measures.
We understand that continuous employee awareness and understanding is vital to the continued compliance of the GDPR and have involved our employees in our preparation plans.
If you have any questions about our GDPR compliance policies, please contact us directly at info@rlc-global.com
Last reviewed 2nd January 2022 submitted and checked.
Ticking Validates the annual check (of that year)
(required)
Each of these is reviewed, updated and checked annually by the resident DPO for RLC Global. By the date of this, we agree that all checks have been completed for the year allocated and also complete the annual information audit.
Data Protection, Policy & Processes
Data Retention, Erasure, Breach & Storage
Third-Party, Privacy Notices & DPIA
SAR & Requests
Cookies & Marketing
Reviewed and updated with any new changes
Date
(required)
Last Check Completed
dd/mm/yyyy
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Third Parties
Third Party Providers (listed) and policies
Excluding Stripe all below only have access to basic data-name &email
Squarespace - web provider https://www.squarespace.com/privacy
Microsoft Office 365 - https://privacy.microsoft.com/en-GB/
Stripe
Stripe - https://stripe.com/gb/privacy
VideoAsk - ww.videoask.com
https://admin.typeform.com/to/eWpkapYC?typeform-source=www.videoask.comsource=w
Typeform
https://admin.typeform.com/to/eWpkapYC?typeform-source=www.google.com
Calendly - https://calendly.com/privacy
Mentimeter- https://www.mentimeter.com/privacy
Use of our site using third-party SquareSpace and cookies policy
Access here the support and guidance we use for cookies and information collated.
Use of our site using third-party Squarespace
Please also see our third party use and support for guidance for the website builder we use and their privacy policy includes member areas..
PCI-DSS As all our financial processing is with Stripe we use their policies, notices and PCI-DSS Level 1
https://stripe.com/gb/guides/pci-compliance