This privacy notice explains how and why JakeW Consultancy and/or JakeW Quality Software processes your (Client) personal data and personal data of others under the General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

It tells you what JakeW Consultancy Ltd and/or JakeW Quality Software may do with your personal information when you contact us or engage our services.

If you have a query about this privacy notice, please contact us at jake@jakewconsultancy.com

Most of the personal information we process is provided to us directly by you when you:

• Contact ourselves in relation to a query
• Communicate with ourselves through ongoing engagement 
• Make an information request (under the Freedom of Information Act, the Environmental Information Regulations or the Data Protection Act)
• Attend an event

We do not consent to any of our information or communications being shared without prior written agreement.

How we use your personal data

What we collect about you and how we do this depends on:

• What services you have commissioned from ourselves 
• How much personal data we need to provide these services to you (Client)

1. Telephone Support

All calls directed to JakeW Consultancy Ltd and/or JakeW Quality Software are not monitored at this time, ensuring that all calls remain confidential between you (the Client) and us. Where required during calls written records will be made to detail key points of the conversation that has taken place. These will be completed in a way that does not reveal any person’s private data. 

Following telephone calls, and as necessary, emails will be sent to confirm arrangements and actions required and or agreed with you (as the client). 

Text messages and other forms of instant messaging are not utilised as a rule, and where they are used no personal data will be expected to have been used. All text messages/instant messaging is deleted on a daily basis to maintain confidentiality and to ensure additional information is protected that belongs to people. 

We will at times store phone numbers where these belong to you (Our Clients) where ongoing services are expected. 

2. Video Conferencing

JakeW Consultancy Ltd and/or JakeW Quality Software do not record any Video Conferencing. Where it is requested that the video is recorded by the you (The Client) this information will be held on your devices and remain your property. 

JakeW Consultancy Ltd and/or JakeW Quality Software will not keep transcribes of communication from Video Conferencing. Where notes are required to be made, these are completed in a manner that does not disclose a person’s private data. 

Again, where required follow up emails will be sent to confirm any agreed actions with yourself (the client). 

Personal Data Shared

It is acknowledged that during the course of delivering our services JakeW Consultancy Ltd and/or JakeW Quality Software Ltd may, at times, view and or handle individuals’ personal information (Data). Where unavoidable due to the nature of the service being completed this information will only be stored/gathered in line with Article 5 requirements, this states:

1 Personal data shall be:

1. Processed lawfully, fairly and in a transparent manner in relation to the data subject (‘lawfulness, fairness and transparency’)
2. Collected for specified, explicit and legitimate purposes and not further processes in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall, in accordance with Article 89(1), not be considered to be incompatible with the initial purposes (‘purpose limitation’);
3. Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processes (‘data minimisation’).
4. Accurate and, where necessary, kept up to date, every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay (‘accuracy’)
5. Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed, personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical search purposes in accordance with Article 89 (1) subject to implementation of the appropriate technical and organisational measures required by this Regulation in order to safeguard the rights and freedoms of the data subject (‘storage limitation’)
6. Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures (‘integrity and confidentiality’).
   

   Based on the above, the actions JakeW Consultancy Ltd and/or JakeW Quality Software Ltd will take is:

   • Data shared will only be held for as long as is required by JakeW Consultancy Ltd and/or JakeW Quality Software Ltd. For example, an email confirming plans of work/updates on ongoing projects will hold greater importance at a particular time as opposed to storing a document once it has been reviewed/updated by JakeW Consultancy Ltd and/or JakeW Quality Software Ltd. Information with lesser importance as agreed by JakeW Consultancy and/or JakeW Quality Software LTD will be deleted from emails, computers, recycle bins etc where it has been received/temporarily stored
   • Information that relates to third parties, such as those employed by you (the Client), supported by you (the Client) or commissioned by you (the Client) will likely contain personal information/ Data. However, unless this information directly effects the running of JakeW Consultancy Ltd and/or JakeW Quality Software Ltd this information will be deleted from emails, computers, recycle bins etc where it has been received/temporarily stored. 
   • You (The Client) will have your own Privacy Statement that will give details to your staff, people you support or those commissioned by yourself to detail how you will handle their information. It is an expectation that information that is provided will only be in relation to what you feel is relevant at that time.
   • Terms and conditions/ contract of works will be held throughout the term of engagement, and up to one year after this time. 
   • Invoices that have been sent from JakeW Quality Software Ltd and/or JakeW Quality Software will be held securely via chosen accounting software for six years after the year in which they have been served.
   • Invoices that have been served to JakeW Quality Software Ltd and/or JakeW Quality Software will be held securely on secure electronic storage systems for six years after the year they have been received.
   • Reports, audits, action plans and other documents that give an overview of findings will be held on secure systems for up to one year after which they have been created and shared with you (the Client). 
   • Where we are commissioned to support with investigations in relation to incidents, complaints, concerns and or disciplinary matters, all of our information/findings will be shared directly with you (the client), and we will not store information beyond this point.
   • We do not routinely store communication with our clients on other matters and will routinely delete information we do not feel is required. 
   • Where information is already within the public domain, such as email addresses, we will not store this information due to it being readily accessible. 
   • Any information that is stored, retained on a temporary basis belongs to you (The Client), and therefore we can only share with other parties with your written consent. The only exception to this is if we feel illegal activity has taken place, or we have evidence that people are at risk of harm.

How long we keep your data

We only hold your (The Client) personal data for as long as is necessary before it is securely destroyed.

As detailed above, a lot of personal data will be destroyed as soon as this is no longer required, such as ongoing communication, emails we may be copied into and other information we do not feel required to store and hold. 

Where we have issued a report/audit/ documentation of findings, this information will be stored up to one year after it has been presented to you (The Client). Matters relating to invoices that have been served by or to JakeW Consultancy Ltd and/or JakeW Quality Software Ltd will be held up to six years after the year they have been received. 

3. Information we may hold

Due to the sensitive nature of the support, we offer to people we may have access to a number of different types of personal data, this may include:

• Name
• Address
• Telephone number
• Workplace address
• Home Address
• Date of Birth
• Bank Details
• Care and Support plans for those receiving support
• Policies and procedures
• Additional information with permission from you (The Client)

Wherever possible we will request information is redacted or held within your (The Clients) own systems. This ensures we only have access to information that is required, and for the duration of which we require it. As much as possibles we will request that information is shared as anonymised as possible – for example full names removed. We will  request where possible that information shared with ourselves is password protected where possible. 

As detailed within this policy, we do not hold/store or handle personal data longer that we require access to it to complete the service we are offering to you (The Client) at that time. 

4. Social media

JakeW Consultancy Ltd and/or JakeW Quality Software Ltd will not disclose, without consent, any of our current or previous clients. Members of the public are free to utilise our social media platforms in their chosen manner and are reminded to follow the privacy policies for the platforms they are using. This information can be found on the social media platform this relates too. 

Confidentiality, storage and security of personal data

We’re committed to the confidentiality and privacy of you (Client) and others who may engage with ourselves. Any personal information you give us will be held securely, for as small a time as necessary. It will not be sold or traded to another organisation or company.

We may sometimes need to share information with government departments, the emergency services, law enforcement agencies, and public authorities. 

If we share personal data with an external company or service we employ as part of our work, we make sure:

• It will be held securely
• They will only use it to provide the services or information you’ve asked for or where it is thought criminal/safeguarding has occurred

How we protect your data

We protect the information you give us using physical, electronic and management procedures on use of personal data. 

We manage risks around use of personal data using the ’10 Steps to Cyber Security’ framework, managed by The National Cyber Security Centre (a part of the government). Security of our information technology (IT) systems are evaluated using the UK government’s Security Policy Framework. Personal data is stored within Microsoft’s UK data centres. 

Legal basis for processing your personal data

Under data protection law, we must have a legal basis to collect, store and use your personal data. If we also use sensitive personal data, we need a second legal basis.

The legal basis for processing most of the personal data we use is that it is necessary:

• To perform a task in the public interest
• When you (the client) have given consent
• When we make a contract with you
• To protect your (or someone else’s) interests
• To protect our legitimate corporate interests (to develop our products or services and grow our business)

Your rights under data protection law

You may have a right to request:

• A copy of the information that JakeW Consultancy Ltd and/or JakeW Quality Software Ltd holds about you (‘subject access request’ (SAR) in the UK GDPR)
• That anything inaccurate in your personal data is corrected (‘rectification’ in the UK GDPR)
• That we remove your personal data (‘right to erasure’ in the UK GDPR)
• That we use your personal data only in specific circumstances (‘restriction’ in the UK GDPR)
• That we stop processing your personal data (‘object’ in the UK GDPR)
• To get your personal data so you can reuse it across different services (‘data portability’ in the UK GDPR)

You may also have rights in relation to automated decision-making and profiling.

Make a request under data protection law

You can send a personal data request to jake@jakewconsultancy.com 

Alternately, you can write to us at:

Jake Willcoxson

27-29 Old Market

Wisbech

PE13 1NE

If you’re not happy with how JakeW Consultancy Ltd and/or JakeW Quality Software has dealt with your request

If you feel there’s a problem 

you have the right to complain to the Information Commissioner’s Office (ICO), the UK’s authority on data protection.

You can:

• make a complaint on the ICO website
• call ICO on 0303 123 1113

Data transfers

If we process your personal information on servers or use third-party service providers outside the European Economic Area (EEA), we’ll try to ensure your personal information gets the same level of protection as in the EEA.

Changes to this privacy notice

We regularly review this page so you’re always aware of:

• What information we collect
• How we use it
• What circumstances, if any, we will share it with other parties

If this privacy notice changes, we will update this page.