How we use student and client information
Evolution Coaching Academy is fully committed to respecting the privacy of all individuals.
Evolution Coaching Academy is the data controller of the personal information you provide to us. This means the academy determines the purposes for which, and the manner in which, any personal data relating to students and clients is to be processed.
In some cases, your data will be made available to International Coach Federation (ICF) in order to allow audit required for renewal of Accreditation of Training Programmes or Coach Credentials; however, this will only be done with your consent, unless the law requires the academy to share your data with a third party.
Where the academy makes the data available to a third party processor, the same data protection standards that Evolution Coaching
Academy upholds are imposed on the processor.
Why we collect and use this information
We use the students’ and clients’ data:
to support student and client’s learning
to monitor and report on student and client’s progress
to assess the quality of our services
to meet the statutory duties placed upon us for data collections
to comply with the law regarding data sharing
to inform students and clients about upcoming courses and development programmes in Evolution Coaching Academy
The lawful basis on which we use this information
We collect and process student and client information in order to meet the legal requirement set out in the General Data Protection Regulation (GDPR) and UK law and ICF requirements toward Accredited Coach Training Programme Providers and Accredited Practitioners.
Collecting student and client information
Student and client data is essential for the academy’ operational use. Whilst the majority of student or client information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the GDPR and data protection legislation, we will inform you at the point of collection, whether you are required to provide certain student or client information to us or if you have a choice in this.
The categories of student and client information that we collect, hold and share include:
personal identifiers and contacts (such as name and addresses, company name and tax number, email address, telephone number)
contractual information (such as registration forms and conditions of participating in a training programme or coaching or mentor coaching or supervision)
attendance information (such as number of hours and sessions attended, number of absences, and absence reasons)
assessment information (such as students’ ICF PCC Performance Evaluation assessment results, recordings and evaluations of students’ coaching sessions)
Storing student and client data
We hold student and client data for ten years from the last point of communication with an individual.
In accordance with the GDPR and UK Law, Evolution Coaching Academy does not store personal data indefinitely; data is only stored for as long as is necessary to complete the task for which it was originally collected.
Who we share student and client information with
We routinely share student and client information with the International Coach Federation.
Why we regularly share student and client information
We do not share information about our students or clients with anyone without consent unless the law and our policies allow us to do so.
All data is transferred securely and held by ICF under a combination of software and hardware controls.
ICF performers regular surveys of Accredited Coach Training Programmes and Credential Coaches in order to award or renew the Credential. Additionally ICF is granted a right to perform routine audits to ensure the quality of services provided to students and clients.
Requesting access to your personal data
Under data protection legislation, students and clients have the right to request access to information about them that we hold and how we use it. To make a request for your personal information, or be given access to your educational record, contact the Data Protection Officer:
Your enquiry will be dealt with as soon as possible and will not take more than 40 days to process.
You also have the right to:
object to processing of personal data that is likely to cause, or is causing, damage or distress
prevent processing for the purpose of direct marketing
object to decisions being taken by automated means
in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
claim compensation for damages caused by a breach of the Data Protection regulations
Where the processing of your data is based on your consent, you have the right to withdraw this consent at any time.
If you have a concern about the way Evolution Coaching Academy and /or ICF is collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/.
Notification of changes to the Privacy Notice
Evolution Coaching Academy reserves the right to change the Privacy Notice from time to time. We encourage all users to be responsible about their privacy and recommend that you consult this notice frequently so that you are aware of our latest policy and can update your preferences if necessary.
Also, please feel free to contact our Data Protection Officer, Lilith Joanna Flanagn. Her role is to oversee and monitor the academy’s data protection procedures, and to ensure they are compliant with the GDPR. The Data Protection Officer can be contacted by:
By email: firstname.lastname@example.org
Your enquiry will be dealt with as soon as possible and will not take more than 40 days to process.
General Disability Policy
Evolution Coaching Academy supports individuals with disabilities. Evolution Coaching Academy prohibits discrimination on the basis of disability and ensures equal opportunity for all qualified individuals with disabilities.
Our goal is to create a learning environment which meets the needs of each individual student. We are able to accommodate a variety of learning disabilities to make our program more accessible.
Please contact Lilith@EvolutionCoachingAcademy.org before enrolling to determine if your needs can be met.
DEIJ statement and Discrimination Policy
As members of the ICF community, we ascribe to the core values of integrity, excellence, col-laboration, and respect. The foundation of these values is a shared commitment to diversity, in-clusion, belonging and justice.
We place diversity, inclusion, belonging and justice at the forefront of every decision we make within Evolution Coaching Academy. As we continue the journey toward our vision, we will recommit ourselves to valuing the unique talents, insights, and experiences that every coach and client brings to the world.
It is the policy of Evolution Coaching Academy that:
Recruitment and hiring of all personnel are conducted without discrimination against any individual with regard to race, age, religion, colour, creed, national origin, gender, sexual orientation, gender identity, marital status, disability, or veteran status.
All staff and personnel will not discriminate against any employee or participant because of race, age, religion, colour, creed, national origin, gender, sexual orientation, gender identity, marital status, disability, or veteran status.
All individuals are welcome to participate regardless of race, age, religion, colour, creed, national origin, gender, sexual orientation, gender identity, marital status, disability, or veteran status.
All employees, students, and other participants should be able to enjoy an environment free of discrimination and harassment. This includes, but is not limited to, discrimination or harassment in the areas of race, age, religion, colour, creed, national origin, gender, sexual orientation, gender identity, marital status, disability, or veteran status. Our or-ganization does not and will not tolerate conduct by any employee, student, volunteer, contractor, visitor, or vendor, which unreasonably interferes with an individual’s ability to learn in a welcoming environment.
Participants who wish to report discrimination are encouraged to follow the Complaint/ Grievance Policy outlined below. Evolution Coaching Academy will promptly investigate all claims and reports of inappropriate conduct.
Complaint / Grievance Policy
Evolution Coaching Academy seeks to ensure equitable treatment of every person and to attempt to solve any complaints/grievances in a timely and fair manner. Participants have the right to file a complaint /grievance regarding presentation or content, facility concerns, or instructor/faculty behaviour. All complaints/grievances will be addressed to the best of our ability to prevent further problems. A process for filing complaints /grievances can be found below:
A participant should first attempt to resolve the issue directly with the educator/ trainer, staff, or participant with whom they have an issue. If participants are not comfortable approaching the individual, they can proceed to step 2.
If participants are not comfortable approaching the individual with whom they have a complaint/grievance, or are unable to resolve the issue directly, participants should submit a written complaint / grievance to the program manager within 21 days. The program manager will review the issue and talk to the student within 14 days of receiving the complaint. The program manager will work with all parties involved to resolve the issue.
If a participant does not feel the issue is resolved, a written request for an appeal should be sent to Lilith@EvolutionCoachingAcademy.org for review. This appeal should include the original complaint and reason(s) the participant is unsatisfied with the resolution attempt(s).
Appeals are reviewed and a written response will be provided to the participant within 14 days. All appeal decisions are final.