This privacy notice provides you with details of how we collect and process your personal data through your use of our site www.carolinemklos.com | carolinemkloscoaching.com

By providing us with your data, you warrant to us that you are over 13 years of age.

Caroline M. Klos Coaching Inc. is the data controller and we are responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice).

As of 01 November 2021

INTRODUCTION

Our full details are:

Full name of legal entity: Caroline M. Klos Coaching Inc.

Data Protection Officer: Caroline M. Klos

Email address: support@carolinemklos.com

Postal address: 6479 Cedarview Place, Sooke, BC, V9Z 0Y5, Canada


It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at support@carolinemklos.com

Contact Details: 

WHAT DATA DO WE COLLECT ABOUT YOU, FOR WHAT PURPOSE AND ON WHAT GROUND WE PROCESS IT 

This website complies with the Personal Information and Privacy Act of British Columbia (PIPA). This legislation takes precedence over the Personal Information Protection and Electronic Documents Act (PIPEDA), as it is not explicitly applicable for businesses based in and/or operating in British Columbia, Canada. We respect the confidentiality of the information provided by you and therefore do our utmost to additionally adhere these legislations federally and provincially.

This website also complies with the General Data Protection Act (GDPR), for the UK and the EU.

Personal data means any information capable of identifying an individual. It does not include anonymized data.

We may process the following categories of personal data about you:

Communication Data that includes any communication that you send to us whether that be through the contact form on our website, through email, text, social media messaging, social media posting or any other communication that you send us. We process this data for the purposes of communicating with you, for record keeping and for the establishment, pursuance or defence of legal claims. Our lawful ground for this processing is our legitimate interests which in this case are to reply to communications sent to us, to keep records and to establish, pursue or defend legal claims.

Customer Data that includes data relating to any purchases of goods and/or services such as your name, title, billing address, delivery address email address, phone number, contact details, purchase details and your card details. We process this data to supply the goods and/or services you have purchased and to keep records of such transactions. Our lawful ground for this processing is the performance of a contract between you and us and/or taking steps at your request to enter into such a contract. 

User Data that includes data about how you use our website and any online services together with any data that you post for publication on our website or through other online services. We process this data to operate our website and ensure relevant content is provided to you, to ensure the security of our website, to maintain back- ups of our website and/or databases and to enable publication and administration of our website, other online services and business. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business. 

Technical Data that includes data about your use of our website and online services such as your IP address, your login data, details about your browser, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings and other technology on the devices you use to access our website. The source of this data is from our analytics tracking system. We process this data to analyze your use of our website and other online services, to administer and protect our business and website, to deliver relevant website content and advertisements to you and to understand the effectiveness of our advertising. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business and to grow our business and to decide our marketing strategy.

Marketing Data that includes data about your preferences in receiving marketing from us and our third parties and your communication preferences. We process this data to enable you to partake in our promotions such as competitions, prize draws and free give-aways, to deliver relevant website content and advertisements to you and measure or understand the effectiveness of this advertising. Our lawful ground for this processing is our legitimate interests which in this case are to study how customers use our products/services, to develop them, to grow our business and to decide our marketing strategy.

We may use Customer Data, User Data, Technical Data and Marketing Data to deliver relevant website content and advertisements to you (including Facebook adverts or other display advertisements) and to measure or understand the effectiveness of the advertising we serve you. Our lawful ground for this processing is legitimate interests which is to grow our business. We may also use such data to send other marketing communications to you. Our lawful ground for this processing is either consent or legitimate interests (namely to grow our business).

We may also use Communications Data, Customer Data, User Data, Technical Data and Marketing Data to establish, pursue or to defend legal claims. Our lawful ground for this processing is our legitimate interests which in this case are to establish, pursue, defend legal claims. 

SENSITIVE DATA

We may need to collect the following sensitive data about you in order to deliver the services/product:

Health data including physical and mental health data and history

We require your explicit consent for processing sensitive data, so when you submit your details, we will send you a further communication asking for you to confirm your consent to this processing.

Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver goods or services to you). If you don’t provide us with the requested data, we may have to cancel a product or service you have ordered but if we do, we will notify you at the time.

We will only use your personal data for a purpose it was collected for or a reasonably compatible purpose if necessary. For more information on this please email us at support@carolinemklos.com. In case we need to use your details for an unrelated new purpose we will let you know and explain the legal grounds for processing.

We may process your personal data without your knowledge or consent where this is required or permitted by law.

We do not carry out automated decision making or any type of automated profiling.

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HOW WE COLLECT YOUR PERSONAL DATA

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We may collect data about you by you providing the data directly to us (for example by filling in forms on our site or by sending us emails). We may automatically collect certain data from you as you use our website by using cookies and similar technologies. Please see our cookie policy for more details about this www.carolinemklos.com/cookies

We may receive data from third parties such as analytics providers such as Google based outside Canada, the UK and/or the EU, advertising networks such as Facebook based outside Canada, the UK and/or the EU, such as search information providers such as Google based outside the UK and/or the EU, providers of technical, payment and delivery services, such as data brokers or aggregators.

We may also receive data from publicly availably sources such as Companies House and the Electoral Register based inside or outside the UK and/or the EU.

Collection of Data Through Business Based Systems

Below are the third-party applications, such as scheduling, project management, accounting and digital client document processing, that we use on a day-to-day basis to operate our business. As such, through our usage, we have entered into a Data Protection Agreement with these processors. When you enter into a Service Agreement to work with us, your usage of these tools provides agreement to their privacy policies and data management processes. It is your responsibility to review the privacy policies and data management processes of these said processors prior to entering into a Service Agreement.

Information that you provide through these business systems will be stored by indicated processors, available to Caroline M. Klos Coaching and never shared with third-parties.

At any time, you are welcome to contact us to revoke your consent to use these systems, however, this will affect the manner of business and we may not be able to provide services for you.

ShowIt | Website 
Our website is powered by ShowIt with servers hosted by Amazon Web Services with privacy/data policies in place and is GDPR compliant.

WP Engine | Blog 
Our blog is powered by WP Engine with privacy/data policies in place and is GDPR compliant.

17Hats | Client Management, Scheduling & Client Portal
All the scheduling of appointments and meetings contact forms, questionnaires, quotations, proposals, service agreements, contracts and invoicing are conducted digitally through 17Hats.

A private client portal may be made available to you for your convenience to access the above noted documents and for communication purposes.

Google Workspace | Email Communication, Document Processing & File Storage
We use the full suite of Google tools for business communications including email, document processing, and storage.

Flodesk | Email Newsletter, Campaigns
All newsletters and campaigns are delivered to your email via Flodesk.

Stripe | Payment Processing
We use Stripe for the processing of payments by credit card either directly or integrated via 17Hats online payment systems.

Zoom | Video & Audio Conference Calling
We use Zoom to connect with clients for sessions and meetings. During conversations, call recording, screen sharing, chat messaging and link sharing may be used to communicate.

MARKETING COMMUNICATIONS

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Our lawful ground of processing your personal data to send you marketing communications is either your consent or our legitimate interests (namely to grow our business).

Under the Privacy and Electronic Communications Regulations, we may send you marketing communications from us if (i) you made a purchase or asked for information from us about our goods or services or (ii) you agreed to receive marketing communications and in each case you have not opted out of receiving such communications since. Under these regulations, if you are a limited company, we may send you marketing emails without your consent. However, you can still opt out of receiving marketing emails from us at any time.

Before we share your personal data with any third party for their own marketing purposes we will get your express consent.

You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by emailing us at support@carolinemklos.com at any time.

If you opt out of receiving marketing communications this opt-out does not apply to personal data provided as a result of other transactions, such as purchases, warranty registrations etc.

DISCLOSURES OF YOUR PERSONAL DATA

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We may have to share your personal data with the parties set out below:

Service providers who provide IT and system administration services.

Professional advisers including lawyers, bankers, auditors and insurers. 

Government bodies that require us to report processing activities.

Third parties to whom we sell, transfer, or merge parts of our business or our assets.

We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions. 

INTERNATIONAL TRANSFERS

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We are subject to the provisions of the Personal Information and Privacy Act of British Columbia (PIPA). This legislation takes precedence over the Personal Information Protection and Electronic Documents Act (PIPEDA), as it is not explicitly applicable for businesses based in and/or operating in British Columbia, Canada. PIPA or PIPEDA does not distinguish between domestic and international transfers of data.

We take your privacy seriously and we will ensure that certain safeguards are in place to ensure a similar degree of security for your personal data. 

Where you are within the United Kingdom:

We are subject to the provisions of the UK General Data Protection Regulations that protect your personal data. Where we transfer your data to third parties outside of the UK, we will ensure that certain safeguards are in place to ensure a similar degree of security for your personal data. As such:

We may transfer your personal data to countries that the relevant regulatory authorities in the United Kingdom have approved as providing an adequate level of protection for personal data by; or

If we use US-based providers that are part of a UK regulator approved privacy framework, we may transfer data to them, as they have equivalent safeguards in place; or

Where we use certain service providers who are established outside of the UK, we may use specific contracts or codes of conduct or certification mechanisms approved by the United Kingdom regulators which give personal data the same protection it has in the UK.

Where you are within the EEA:

We are subject to the provisions of the EU General Data Protection Regulations that protect your personal data. Where we transfer your data to third parties outside of the EEA, we will ensure that certain safeguards are in place to ensure a similar degree of security for your personal data. As such:

We may transfer your personal data to countries that the European Commission has approved as providing an adequate level of protection for personal data by; or

If we use US-based providers that are part of an EU approved privacy framework, we may transfer data to them, as they have equivalent safeguards in place; or

Where we use certain service providers who are established outside of the EEA, we may use specific contracts or codes of conduct or certification mechanisms approved by EU regulators which give personal data the same protection it has in the EEA.

If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time. 

DATA SECURITY

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We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions and they must keep it confidential.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.

DATA RETENTION

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We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.

For tax purposes the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers.

In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

YOUR LEGAL RIGHTS

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Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent.

If you are within the Canada, you can see more about these rights at:
https://www.oipc.bc.ca/for-the-public/what-are-my-rights/ If you wish to exercise any of the rights set out above, please email us at support@carolinemklos.com

If you are within the UK, you can see more about these rights at:
https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/ If you wish to exercise any of the rights set out above, please email us at support@carolinemklos.com

If you are within the EU, you can see more about these rights at:
https://ec.europa.eu/info/law/law-topic/data-protection/reform/rights-citizens/my-rights/what-are-my-rights_en If you wish to exercise any of the rights set out above, please email us at support@carolinemklos.com

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you.

If you are within Canada and are not happy with any aspect of how we collect and use your data, you have the right to complain to the Office of the Information and Privacy Commissioner for British Columbia, the BC supervisory authority for data protection issues. We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.

If you are within the UK and are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues. We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.

If you are within the EU and are not happy with any aspect of how we collect and use your data, you have the right to complain to the data protection authority of the country in which you are based. We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.

COOKIES

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This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see http://www.carolinemklos.com/cookies

THIRD-PARTY LINKS

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