At Lone Pine we take your privacy very seriously and have done for as long as we have been trading. We welcome the General Data Protection Regulation (GDPR) as a means of empowering everyone to better understand how and where their personal data is used and kept.
The key work we undertake at Lone Pine, coaching and personal/ professional development workshops has always been protected by a code of ethics that includes absolute confidentiality. We do take notes from sessions and are required to do so in accordance with best practice and professional development guidelines. However those notes are kept in hard copy and are entirely anonymised- ie. each client is allocated a code and there are no client identifiers within the notes. The majority of the notes are handwritten in a reflective and reflexive format and are context independent. The general situation may be discussed with the coach supervisor as needed , but again these discussions are context independent, anonymised and relate to reflections on a situation by the coach. They are also bound by confidentiality. This is standard practice and Lone pine adheres to the Association for Coaching's code of ethics (link) for best practice in these matters. Lone Pine will often follow up with clients by email in between sessions, perhaps to share reading material for further work. Lone Pine will remain discrete and would also urge the client to consider what information they chose to send via email. No other social media are used with clients, although occasionally a text message may be used to establish a change in meeting logistics or similar.
Meeting the GDPR compliance means being explicit about what data we keep, how we keep it and for how long, and what we do with it. We will attempt to outline this below:
All coaching clients are asked to fill in an intake form- which is coupled to the booking site- and that form contains private information that has been deemed necessary to have for as long as someone is a client of Lone Pine for safety and safeguarding reasons (it includes for example contact details for your GP). It is held, remotely by a US company called Acuity Scheduling. They have updated their privacy policies to take the GDPR into account (see here). The intake forms are never downloaded or stored locally by Lone Pine, but will always remain on Acuity 's own servers, from where information will be accessed by Lone Pine if needed. The forms are held for as long as someone is an active client of Lone Pine, and for one year thereafter, after which point it is deleted. If you wish you may ask for the form to be deleted at the end of your last coaching session - often clients wish to return to us which is why we otherwise keep the details for one year. Note that if you choose to delete your details you are very welcome to return to us, and we will ask you to complete a new form.
As part of the intake form we ask whether you wish to be contacted by Lone Pine a few months after the end of your coaching sessions, e.g for information about workshops, we retain email addresses but again they are periodically deleted, either after one year or sooner. Email conversations between clients and Lone Pine are also deleted after one year or in most cases earlier as there is no reason for Lone Pine to retain such information. Lone Pine will retain testimonials, for marketing purposes.
Linked to Acuity Scheduling is the payment package I use which is called STRIPE. It is also US based, but we deal with STRIPE Europe, not STRIPE US. STRIPE EUROPE have also updated their privacy policies to remain compliant with EU laws (link). Stripe will be handling all online data payments between you as client and Lone Pine as service provider; again Lone Pine do not retain or store any personal details, and such details are held as part of an agreement between you the client and STRIPE. At Lone Pine we are the recipients of payments and so we see what one would normally see on a bank statement ie. your reference and name and possibly the sort code and account number. These are not kept anywhere apart from on bank statements, which are kept digitally and submitted to our accountant for the purposes of annual tax returns.
For workshops involving multiple persons, the most of the same rules apply and in addition Lone Pine will run the workshop such that everyone is aware of the need for confidentiality and the entire workshop is usually run under Chatham house rules.
If you require further information, or with to discuss any of any of this further, then please ask.