Julie Hay provides consultancy, training, professional supervision, coaching, counselling, psychotherapy, and similar services through workshops, webinars, one-to-one and group sessions in various locations and online. She also produces books, articles, supporting materials and assessment on the basis of various professional qualifications.
Where appropriate, Julie Hay will direct correspondence and records to the companies and services that she operates or voluntarily supports, depending on your requirements and the services appropriate to your request(s). These companies are: Psychological Intelligence Foundation CIC, Psychological Intelligence Ltd, Sherwood Publishing, ICTAQ (incorporating ICDTA, ICTAP, ICDSV), IDTA, IJTARP and its associated TA Research website.
Julie Hay does not provide any information about our contacts to any other organisations except where this is required for the award of qualifications such as by universities or other professional bodies.
Julie Hay processes information by storing it within reputable CRM and accounting systems and in locked filing cabinets.
Julie Hay’s lawful basis for maintaining records is as defined in the Information Commissioner’s Office (2018): “Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.” (p.13).
Intended purposes for maintaining records include:
With regard to any contract, Julie Hay has an ongoing commitment to maintain suitable records of services provided, particularly as she is often asked to confirm attendances and/or qualifications some time after the event. She can provide this information when requested by the individual or when the individual has confirmed that they wish the information given to a third party.
Information kept by Julie Hay includes, where relevant and known, the following within our database: name, email address(es), address details, telephone and/or other contact details, interests, purchases, original contact method, status relating to qualifications we offer, attendances, webinar-related homeworks expected and received, services being provided, fees agreed, and sometimes notes of conversations that remind us of our discussions about current and potential services.
On paper, in confidential locked files, we may have notes seen only by professional consultants and which are necessary to provide a contracted service (such as professional supervision and/or sponsorship, counselling/psychotherapy/coaching) or to progress a stated interest in services. These may include special category data and criminal offence details only insofar as these are relevant to the contracted service being provided and only when such details have been provided by the client, customer or their agent.
Julie Hay also stores audio recordings of professional sessions conducted, only after receiving confirmed agreement to being recorded. These are stored under codes and only the individual concerned has access to their own recordings. For audio recordings of group activities such as supervisions, these are made available only to those engaged during the session. For recordings of webinars, participants will already have signed to confirm that they are willing for these to be shared with others; audio only is shared so there is no identification of individuals included.
Reference: Information Commissioner’s Office (2018) Guide to the General Data Protection Regulation (GDPR)
https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/ accessed 29 April 2018 (note – living document updated regularly)