Privacy & Data Protection Policy | Evolve And Inspire Solutions

1. Policy Statement

This Privacy & Data Protection Policy explains how we collect, use, store and protect personal data for our training, coaching and related services. We comply with UK GDPR and the Data Protection Act 2018.

"We" means Evolve and Inspire Solutions Ltd, run by Barbara HM Bochenek. "You" means our students, clients, website visitors and other people whose data we process.

We are committed to:

Collecting only the data we need
Using it fairly and lawfully
Keeping it accurate and up to date
Storing it securely
Keeping it only as long as necessary

2. Who We Are and How to Contact Us

Data Controller: Evolve and Inspire Solutions Ltd
Director: Barbara HM Bochenek
Company Number: 16811823
Registered in: England and Wales
Registered Office: 167-169 Great Portland Street, 5th Floor, London, W1W 5PF

Email: info@evolveandinspiresolutions.com
Phone: 07843 785547 (Mon–Fri, 9am–5pm)

ICO Registration Number: 00019237742

3. What Personal Data We Collect

We may collect and process the following types of personal data:

Identity data: name, title
Contact data: email address, phone number, postal address (if provided)
Training data: training programme enrolled on, attendance, assessment work, feedback, certificates issued
Communication data: emails, messages, notes from calls or sessions
Payment-related data: payment amount, date, method (Stripe or bank transfer). We do not store full card details
Marketing data: your preferences about receiving updates and offers
Technical/usage data: basic website usage information and cookie-related data (see section 10)

We usually collect data directly from you, for example when you:

Enquire about a training
Book or attend a training
Join our email list or download resources
Contact us by email, phone or social media

4. Why We Use Your Data (Legal Bases)

We process personal data only when we have a lawful basis. For our work this is usually:

Contract: to provide training and related services you have booked
Legal obligation: to keep financial and tax records
Legitimate interests: to run and grow our business, manage relationships and send limited, relevant updates
Consent: where you actively opt in to marketing communications

Examples:

We use your identity and contact data to manage your booking and communicate about your training (contract)
We keep invoices and payment records for HMRC (legal obligation)
We may send you occasional updates about future trainings that are similar to those you have already attended (legitimate interests, with an easy opt-out)
Where you sign up to a mailing list on our website, we rely on your consent (you can withdraw this at any time)

5. Where and How We Store Your Data

We store personal data in the following places:

Go High Level CRM: contact details, notes, marketing communications
Email systems: Gmail and IONOS email accounts
Local computer/hard drive: Zoom recordings and some working documents
Paper notes: handwritten notes from sessions or planning

We take reasonable steps to keep data secure, including:

Password-protected accounts and devices
Limiting access to Barbara and any trusted support only where necessary
Using reputable third-party providers with appropriate security measures

6. How Long We Keep Your Data

We keep personal data only as long as needed for legal, accounting or training purposes.

As a general rule:

Training and assessment records: up to 7 years after your training ends
Financial records (invoices, payment records): at least 6 years, usually aligned with the 7-year period above
Email correspondence and notes: normally up to 7 years, unless we need to keep them longer for legal reasons

After these periods, data will be securely deleted or anonymised.

7. Who We Share Your Data With

We do not sell your data. We may share limited personal data with:

Service providers (data processors):
- Go High Level (CRM): to store contact details, manage communications and occasional marketing
- Stripe: to process card payments
- Banks: to receive bank transfer payments
- Website host (WordPress.com): in connection with running our website
Training partners: We may share your name and email address with trusted partners who provide learning platforms or pre‑course materials (for example, access to an online learning platform such as Opt2Learn). This is only so they can give you access to the materials you need.
Professional advisers and authorities: Accountants, legal advisers or regulators where required by law

When we share data with third parties, we:

Share only what is necessary
Expect them to keep your data secure and use it only for the agreed purpose

Some messages to partners may be sent using apps such as WhatsApp or Messenger. We use secure devices and account protections when doing this.

8. International Transfers

Some of our service providers (for example, Go High Level, Stripe or WordPress.com) may store or process data outside the UK.

Where this happens, we take steps to ensure your data is protected, for example by:

Using providers that implement appropriate safeguards recognised under UK GDPR
Ensuring data is stored in countries with adequate protection, or under approved contractual terms

You can contact us if you would like more information about these safeguards.

9. Marketing Communications

We may send you:

Information about trainings you have booked
Occasional updates about similar trainings, resources or events

You may receive marketing because:

You have booked training with us (legitimate interests), or
You have actively subscribed via our website or other opt‑in form (consent)

You can opt out at any time by:

Clicking "unsubscribe" in marketing emails (where available), or
Emailing us at info@evolveandinspiresolutions.com and asking to be removed

Opting out of marketing does not affect essential service emails about your current training.

10. Website, Cookies and Tracking

Our website is hosted on WordPress.com and uses cookies and similar technologies.

10.1 What cookies we use

We may use:

Strictly necessary cookies – to help the website function properly (for example, security and basic features)
Performance/analytics cookies – including Google Analytics, to understand how visitors use our site (for example, which pages are visited and how long people stay)

Google Analytics collects information in an anonymised or pseudonymised form. It helps us understand general patterns, such as the number of visitors and popular pages. We do not use it to identify individual users.

10.2 How we use this information

We use cookie and analytics information to:

Keep the website secure and working properly
Improve content and user experience
Understand which pages and trainings are of most interest

10.3 Managing cookies

When you first visit the website, you may see a cookie notice or banner. You can:

Accept or reject non-essential cookies (where this option is available), and/or
Control cookies through your browser settings

If you disable or reject some cookies, parts of the website may not work as intended.

For more information about cookies and how to manage them, you can visit: www.allaboutcookies.org

11. Your Data Protection Rights

You have the following rights under UK GDPR:

Right of access: to ask for a copy of the personal data we hold about you
Right to rectification: to have inaccurate or incomplete data corrected
Right to erasure: to request deletion of your data in certain circumstances
Right to restrict processing: to limit how we use your data in certain situations
Right to object: to certain types of processing, including direct marketing
Right to data portability: to receive your data in a commonly used format in some cases

To exercise any of these rights, contact us at:
Email: info@evolveandinspiresolutions.com

We may need to verify your identity before responding. We aim to respond within one month.

If you are unhappy with how we handle your data, please contact us first so we can try to resolve the issue. You also have the right to complain to the Information Commissioner's Office (ICO):

Website: ico.org.uk
Phone: 0303 123 1113

12. Changes to This Policy

We may update this policy from time to time to reflect changes in the law or how we work. The "Last Updated" date at the top will show when it was last revised.

If the changes are significant, we will notify you where reasonable (for example, by email or a notice on our website).

Policy Approved By: Barbara HM Bochenek, Director
Date Approved: 19.11.2025
Next Review Date: 19.11.2026