Privacy Policy

1. Introduction

This Privacy Policy is provided by SPEAK-WELL: PUBLIC SPEAKING COACHING CONSULTANCY LTD, a company registered in England and Wales under company number 15088427 with registered office at 4 Cornfield Terrace, Eastbourne, England, BN21 4NN ('we', 'our' or 'us') for use of our services including public speaking, coaching and consultancy encompasses a range of offerings, including keynote speaking, webinars, podcast recordings, interviews, communication skills workshops, and personalised coaching sessions. (Services).

Please read this privacy policy carefully as it contains important information on how and why we collect, store, use and share any information relating to you (your personal data).

It also explains your rights in relation to your personal data and how to contact us or the relevant regulator in the event you have a complaint. Our collection, storage, use and sharing of your personal data is regulated by law, including under the UK General Data Protection Regulation (UK GDPR).

We are the controller of personal data obtained via the Services, meaning we are the organisation legally responsible for deciding how and for what purposes it is used.

2. What this policy applies to

This privacy policy relates to your use of the Services only.

The Services may link to or rely on other apps, websites, APIs or services owned and operated by us or by certain trusted third parties to enable us to provide you with Services. These other apps, websites, APIs or services may also gather information about you in accordance with their own separate privacy policies. For privacy information relating to these other apps, websites or services, please consult their privacy policies as appropriate. For more information see the section ‘Who we share your personal data with’ below.

3. Personal data we collect about you

The personal data we collect about you depends on the particular activities carried out through the Services. We will collect and use the following personal data about you:

  
    Category of date
    In more detail
  
    Identity Data
    Name, title and any information used to identify you.   
  
    Contact Data   
    Email address, telephone number, correspondence address and other contact details provided when you contact us or engage our Services.   
  
    Professional Data   
    Employer, company name, job title, business interests, industry sector and professional background information relevant to the Services.  
  
    Enquiry and Client Relationship Data   
    Information submitted through contact forms, discovery calls, consultations, coaching enquiries, workshop registrations and other communications with us.   
  
    Communications Data   
    Records of emails, messages, meeting notes, coaching notes, consultation notes, feedback, questionnaires and other communications between you and Speak-Well.   
  
    Event and Engagement Data   
    Information relating to your attendance at webinars, workshops, speaking events, coaching sessions, consultancy engagements or other events we organise or participate in.   
  
    Marketing Data   
    Newsletter subscriptions, marketing preferences, consent records, communication preferences and information regarding interaction with marketing communications.   
  
    Technical Data   
    IP address, browser type, device information, operating system, referring websites and other technical information collected through website analytics tools.   
  
    Usage Data   
    Information about how you interact with our website, including pages visited, time spent on pages, links clicked and other website usage information.   
  
    Recording and Transcription Data
    Audio recordings, video recordings, transcripts, meeting summaries and action notes generated during coaching sessions, consultations, webinars, workshops or similar engagements where recording is used.   
  
    AI-Assisted Processing Data   
    Information submitted during coaching, consultancy or other engagements that may be processed using artificial intelligence, transcription, productivity or automation tools for note-taking, summaries, resource preparation and service delivery purposes.

Category of date	In more detail
Identity Data	Name, title and any information used to identify you.
Contact Data	Email address, telephone number, correspondence address and other contact details provided when you contact us or engage our Services.
Professional Data	Employer, company name, job title, business interests, industry sector and professional background information relevant to the Services.
Enquiry and Client Relationship Data	Information submitted through contact forms, discovery calls, consultations, coaching enquiries, workshop registrations and other communications with us.
Communications Data	Records of emails, messages, meeting notes, coaching notes, consultation notes, feedback, questionnaires and other communications between you and Speak-Well.
Event and Engagement Data	Information relating to your attendance at webinars, workshops, speaking events, coaching sessions, consultancy engagements or other events we organise or participate in.
Marketing Data	Newsletter subscriptions, marketing preferences, consent records, communication preferences and information regarding interaction with marketing communications.
Technical Data	IP address, browser type, device information, operating system, referring websites and other technical information collected through website analytics tools.
Usage Data	Information about how you interact with our website, including pages visited, time spent on pages, links clicked and other website usage information.
Recording and Transcription Data	Audio recordings, video recordings, transcripts, meeting summaries and action notes generated during coaching sessions, consultations, webinars, workshops or similar engagements where recording is used.
AI-Assisted Processing Data	Information submitted during coaching, consultancy or other engagements that may be processed using artificial intelligence, transcription, productivity or automation tools for note-taking, summaries, resource preparation and service delivery purposes.

If you do not provide personal data we ask for where it is required, it may prevent us from providing services and/or the Services to you.

We collect and use this personal data for the purposes described in the section ‘How and why we use your personal data’ below.

4. Sensitive Data

Speak-Well does not intentionally collect special category personal data, such as information relating to health, religious beliefs, political opinions, trade union membership, genetics, biometrics or sexual orientation.

While coaching and consultancy discussions may occasionally touch upon personal matters, clients should avoid disclosing special category data unless it is genuinely necessary for the provision of the Services.

If special category data is disclosed, Speak-Well will process such information only where permitted by applicable law and where it is reasonably necessary for the provision of the Services.

5. Children’s Personal Data

Our Services are intended for adult professionals and are not directed at children. We do not knowingly collect personal data from children.

If we become aware that we have inadvertently collected personal data relating to a child, we will take reasonable steps to delete that information or otherwise process it in accordance with applicable data protection laws.

If you believe that a child has provided personal data to us, please contact us using the details set out in this Privacy Policy.

6. How your personal data is collected

We collect personal data from you directly when you sign up to the Services, contact us directly or reach out to us via social media, make submissions via the Services when a form element is available, or indirectly, such as your activity while using the Services.

We may collect personal information about you using cookies or similar technologies. Please refer to our Cookies Policy for details about the cookies and similar technologies we use and how you can control them.

7. Use of Artificial Intelligence and technology providers

Speak-Well may use artificial intelligence, transcription, automation, customer relationship management and productivity tools in connection with the Services.

These tools may be used for purposes including:

recording and transcribing coaching sessions, webinars and meetings;
generating summaries and notes;
preparing draft materials and resources;
managing client relationships and communications; and
improving operational efficiency.

Where personal data is processed through such systems, Speak-Well will use reasonable efforts to ensure that appropriate technical and organisational safeguards are in place and that providers are reputable commercial organisations.

8. Session Recordings

Speak-Well may record coaching sessions, workshops, webinars, consultations and meetings for purposes including note-taking, quality control, service delivery, training, preparation of materials and creation of action summaries.

Recordings will be stored securely and retained only for as long as reasonably necessary for the purposes for which they were made.

9. How and why we use your personal data

Under data protection law, we can only use your personal data if we have a proper reason, e.g.:

(i) where you have given consent

(ii) to comply with our legal and regulatory obligations

(iii) for the performance of a contract with you or to take steps at your request before entering into a contract, or

(iv) for our legitimate interests or those of a third party.

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own. You can obtain details of this assessment by contacting us (see ‘How to contact us’ below).

The table below explains what we use your personal data for and why.

  
    What we use your personal data for
    Our reasons         
  
    Providing services and/or the functionalities of the Services to you
    Depending on the circumstances: to perform our contract with you or to take steps at your request before entering into a contract (in this case, the contract means the Terms which apply to the Services)   
  
    To enforce legal rights or defend or undertake legal proceedings
    Depending on the circumstances:
- to comply with our legal and regulatory obligations
- in other cases, for our legitimate interests or those of a third party, i.e. to protect our business, interests and rights or those of others   
  
    Communications with you not related to marketing, including about changes to our terms or policies or changes to the Services or service or other important notices
    Depending on the circumstances:
- to comply with our legal and regulatory obligations
- in other cases, for our legitimate interests or those of a third party, i.e., to provide the best service to you   
  
    Protect the security of systems and data
    To comply with our legal and regulatory obligations we may also use your personal data to ensure the security of systems and data to a standard that goes beyond our legal obligations, and in those cases our reasons are for our legitimate interests or those of a third party, i.e., to protect systems and data and to prevent and detect criminal activity that could be damaging for you and/or us   
  
    Operational reasons, such as improving efficiency, training, and quality control or to provide support to you
    For our legitimate interests or those of a third party, i.e., to be as efficient as we can so we can deliver the best service to you   
  
    Statistical analysis to help us manage our business, e.g., in relation to our performance, customer base, and offerings or other efficiency measures
    For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service to you and improve and develop our Services   
  
    Updating and enhancing user records
    Depending on the circumstances:
- to perform our contract with you or to take steps at your request before entering into a contract (in this case, the contract means the Terms which apply to the Services)
- to comply with our legal and regulatory obligations
where neither of the above apply, for our legitimate interests or those of a third party, e.g making sure that we can keep in touch with our customers a related to the Services
  
    To comply with our legal and regulatory obligations
    Depending on the circumstances:
- to perform our contract with you or to take steps at your request before entering into a contract (in this case, the contract means the Terms which apply to the Services)
- to comply with our legal and regulatory obligations
where neither of the above apply, for our legitimate interests or those of a third party, e.g. making sure that we can keep in touch with our customers related to the Services
  
    To share your personal data with members of our group and third parties in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency.
   
In such cases information will be anonymised where possible and only shared where necessary   
    Depending on the circumstances:
- to comply with our legal and regulatory obligations
- in other cases, for our legitimate interests or those of a third party, i.e., to protect, realise or grow the value in our business and assets

What we use your personal data for	Our reasons
Providing services and/or the functionalities of the Services to you	Depending on the circumstances: to perform our contract with you or to take steps at your request before entering into a contract (in this case, the contract means the Terms which apply to the Services)
To enforce legal rights or defend or undertake legal proceedings	Depending on the circumstances: - to comply with our legal and regulatory obligations - in other cases, for our legitimate interests or those of a third party, i.e. to protect our business, interests and rights or those of others
Communications with you not related to marketing, including about changes to our terms or policies or changes to the Services or service or other important notices	Depending on the circumstances: - to comply with our legal and regulatory obligations - in other cases, for our legitimate interests or those of a third party, i.e., to provide the best service to you
Protect the security of systems and data	To comply with our legal and regulatory obligations we may also use your personal data to ensure the security of systems and data to a standard that goes beyond our legal obligations, and in those cases our reasons are for our legitimate interests or those of a third party, i.e., to protect systems and data and to prevent and detect criminal activity that could be damaging for you and/or us
Operational reasons, such as improving efficiency, training, and quality control or to provide support to you	For our legitimate interests or those of a third party, i.e., to be as efficient as we can so we can deliver the best service to you
Statistical analysis to help us manage our business, e.g., in relation to our performance, customer base, and offerings or other efficiency measures	For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service to you and improve and develop our Services
Updating and enhancing user records	Depending on the circumstances: - to perform our contract with you or to take steps at your request before entering into a contract (in this case, the contract means the Terms which apply to the Services) - to comply with our legal and regulatory obligations where neither of the above apply, for our legitimate interests or those of a third party, e.g making sure that we can keep in touch with our customers a related to the Services
To comply with our legal and regulatory obligations	Depending on the circumstances: - to perform our contract with you or to take steps at your request before entering into a contract (in this case, the contract means the Terms which apply to the Services) - to comply with our legal and regulatory obligations where neither of the above apply, for our legitimate interests or those of a third party, e.g. making sure that we can keep in touch with our customers related to the Services
To share your personal data with members of our group and third parties in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency. In such cases information will be anonymised where possible and only shared where necessary	Depending on the circumstances: - to comply with our legal and regulatory obligations - in other cases, for our legitimate interests or those of a third party, i.e., to protect, realise or grow the value in our business and assets

See ‘Who we share your personal data with’ for further information on the steps we will take to protect your personal data where we need to share it with others.

10. Marketing

We may send you email marketing to inform you of our services such as promotions, etc.

We will always ask you for your consent before sending you marketing communications, except where you have explicitly opted-in to receiving email marketing from us in the past or except where you were given the option to opt-out of email marketing when you initially signed up for your account with us and you did not do so.

You will have the right to opt out of receiving marketing communications at any time by:

contacting us at hello@speak-well.co.uk
using the ‘unsubscribe’ link included in all marketing emails you may receive from us

We will always treat your personal data with the utmost respect and never sell or share it with other organisations for marketing purposes.

For more information on your right to object at any time to your personal data being used for marketing purposes, see ‘Your rights’ below.

11. Who we share your personal data with

We routinely share personal data with service providers we use to help us run our business or provide the services or functionalities in the Services.

We only allow service providers to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We also impose contractual obligations on service providers to ensure they can only use your personal data to provide services to us and to you.

We or the third parties mentioned above may occasionally also need to share your personal data with:

providers of cloud storage, email services, customer relationship management systems, webinar and virtual event platforms, appointment scheduling system, AI-assisted productivity and transcription tools, webinar and virtual event platforms and other technology services used to support the delivery and administration of our Services
external auditors, e.g. in relation to the audit of our accounts and our company —the recipient of the information will be bound by confidentiality obligations
professional advisors (such as lawyers and other advisors)—the recipient of the information will be bound by confidentiality obligations
law enforcement agencies, courts or tribunals and regulatory bodies to comply with legal and regulatory obligations
other parties in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency—usually, information will be anonymised but this may not always be possible, however, the recipient of the information will be bound by confidentiality obligations

If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).

We will not share your personal data with any other third party.

12. How long your personal data will be kept

We will generally keep your personal data for the duration of your engagement with us and for a period of up to 6 years thereafter to comply with any accounting or legal obligations including in the event of the pursuit or defence of legal claims. Once you have closed your account with us, we will move your personal data to a separate database so that only key stakeholders in our business on a ‘need to know basis’ have access to such data.

Following the end of the aforementioned retention period, we will delete or anonymise your personal data.

13. De-Identified Information

The personal data we collect may have analytical, educational, or commercial value to us. Where we have de-identified the information we have collected, we may use such information for lawful business purposes, including service improvement, training and educational content.

14. Automated Decision-Making

We may use automated systems to make decisions that significantly affect you. These processes may involve the use of personal data to evaluate you. You may request human review of any automated decision by contacting us using the details below.

15. Transferring your personal data out of the UK

As part of providing the Services, we may share your personal data with third parties based outside of the UK.

Furthermore, under UK data protection laws, we can only transfer your personal data to a country outside the UK where: the UK government has decided the particular country ensures an adequate level of protection of personal data (known as an ‘adequacy regulation’) further to Article 45 of the UK GDPR; there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for you; or a specific exception applies under relevant data protection law. Accordingly, where we transfer your personal data from the UK to:

The EEA: we rely on the adequacy finding granted by the UK to the EU under the Withdrawal Agreement to do; for any transfers from the EU to the UK, we would rely on the adequacy regulation granted to the UK under the Adequacy Decision.
Any country located outside the UK/EEA: we rely on appropriate safeguards under the UK GDPR, such as by relying on an Adequacy Decision being in place for that country, or entering into an International Data Transfer Agreement.

In the event we could not or choose not to continue to rely on either of those mechanisms at any time we would not transfer your personal data outside the UK unless we could do so on the basis of an alternative mechanism or exception provided by UK data protection law.

16. Your rights

You generally have the following rights, which you can usually exercise free of charge. For more information regarding these rights, please visit the ICO website here.

  
    Access to a copy of your personal data   
    The right to be provided with a copy of your personal data.
  
    Correction (also known as rectification)
    The right to require us to correct any mistakes in your personal data.
  
    Erasure (also known as the right to be forgotten)
    The right to require us to delete your personal data, in certain situations.
  
    Restriction of use   
    The right to require us to restrict use of your personal data in certain circumstances, e.g. if you contest the accuracy of the data.
  
    Data portability      
    The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party, in certain situations.   
  
    To object to use    
    The right to object:
- at any time to your personal data being used for direct marketing (including profiling)
- in certain other situations to our continued use of your personal data, e.g. where we use your personal data for our legitimate interests.
   
    Not to be subject to decisions without human involvement    
    The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you.

Access to a copy of your personal data	The right to be provided with a copy of your personal data.
Correction (also known as rectification)	The right to require us to correct any mistakes in your personal data.
Erasure (also known as the right to be forgotten)	The right to require us to delete your personal data, in certain situations.
Restriction of use	The right to require us to restrict use of your personal data in certain circumstances, e.g. if you contest the accuracy of the data.
Data portability	The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party, in certain situations.
To object to use	The right to object: - at any time to your personal data being used for direct marketing (including profiling) - in certain other situations to our continued use of your personal data, e.g. where we use your personal data for our legitimate interests.
Not to be subject to decisions without human involvement	The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you.

For further information on each of those rights, including the circumstances in which they do and do not apply, please contact us (see ‘How to contact us’ below). You may also find it helpful to refer to the guidance from the UK’s Information Commissioner on your rights under the UK GDPR.

If you would like to exercise any of those rights, please write to us using the contact details below. When contacting us please:

o provide enough information to identify yourself (e.g., your full name) and any additional identity information we may reasonably request from you, and

o let us know which right(s) you want to exercise and the information to which your request relates

1 Keeping your personal data secure

We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

If you want detailed information on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

2 How to complain

Please contact us if you have any queries or concerns about our use of your information (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.

You also have the right to lodge a complaint with the Information Commissioner.

The Information Commissioner can be contacted at https://ico.org.uk/make-a-complaint or telephone: 0303 123 1113.

3 Changes to this privacy policy

We may change this privacy policy from time to time. When we make significant changes we will take steps to inform you, for example via the Services or by other means, such as email.

4 How to contact us

For further information about our privacy policy or practices, or to access or correct your personal data, or make a complaint, please contact us using the details set out below:

Name: Samuel Usher-Doyle, Business Director

Email: hello@speak-well.co.uk