Privacy, Data Protection and Cookie Policy

Louise Taylor – Civil Ethical Leadership

1. Introduction

Louise Taylor – Civil Ethical Leadership is committed to handling personal data with integrity, care and transparency.  This policy explains how personal data is collected, used, stored and protected, and how cookies and similar technologies are used on this website.  All processing is carried out in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and applicable UK privacy legislation.  By using this website or engaging with Civil Ethical Leadership, you acknowledge the practices described in this policy.

2. Who I Am

Louise Taylor – Civil Ethical Leadership is a consultancy providing ethical leadership, governance and organisational advisory services.  For the purposes of UK data protection law, Louise Taylor – Civil Ethical Leadership is the Data Controller of your personal data.

Contact details:  Email: [email protected]  Telephone: 07597 547469  Correspondence address available upon request.

3. ICO Registration

Louise Taylor – Civil Ethical Leadership is registered with the Information Commissioner's Office (ICO) and complies with UK data protection legislation.  ICO Registration Number: ZC123650

4. Personal Data Collected

Personal data collected may include:

·        Name and contact details, including email address and telephone number

·        Organisation, role and professional information

·        Information provided through enquiries, correspondence, forms and consultations

·        Communications data, including emails, messages and meeting records

·        Consultancy and engagement records, including notes, agreed actions and project information

·        Website usage and technical information collected through cookies and analytics tools

·        Marketing preferences where you have chosen to receive updates, resources or communications

Only information that is relevant, necessary and proportionate to the delivery of services is collected.

5. How Personal Data Is Used

Personal data may be used to:

·        Respond to enquiries and requests

·        Deliver consultancy, advisory and leadership services

·        Arrange meetings, workshops and professional engagements

·        Maintain professional records of work undertaken

·        Improve services, website performance and user experience

·        Comply with legal and regulatory obligations

Personal data is not sold, rented or used for unsolicited or intrusive marketing.

6. Lawful Basis for Processing

Personal data is processed under one or more of the following lawful bases:

·        Contract – where processing is necessary to provide agreed services

·        Legitimate Interests – to operate, improve and develop Civil Ethical Leadership in a proportionate and responsible manner

·        Consent – where consent has been explicitly provided, such as for mailing lists or non-essential cookies

·        Legal Obligation – where processing is required by law

·        Establishment, Exercise or Defence of Legal Claims – where necessary to protect legal rights and interests

7. Confidentiality and Special Category Data

Due to the nature of consultancy work, sensitive organisational information and, on occasion, special category personal data may be encountered.  All information is handled with strict confidentiality, professionalism and integrity.  Where special category personal data is processed, this is done only where lawful, necessary and subject to appropriate safeguards in accordance with Article 9 UK GDPR.

8. Data Sharing

Personal data is never sold, rented or traded.

Information may be shared where necessary with trusted third parties who support the operation of the business, including:

·        Funnel Sketchers

·        Microsoft Teams

·        Website hosting and technology providers

·        Email and communication providers

·        Analytics providers

·        Professional advisers where required

·        Regulatory authorities where legally required

All third parties are expected to process personal data securely, lawfully and in accordance with UK GDPR.

9. International Data Transfers

Some service providers used by Civil Ethical Leadership may process personal data outside the United Kingdom.

Where personal data is transferred internationally, appropriate safeguards are implemented, including adequacy regulations, the UK-US Data Bridge, International Data Transfer Agreements (IDTAs), UK Addendums to Standard Contractual Clauses or other legally approved transfer mechanisms where applicable.

10. Data Storage and Security

Appropriate technical and organisational measures are in place to protect personal data, including:

·        Secure systems and password protection

·        Restricted access to information

·        Secure cloud-based services

·        Professional confidentiality practices

·        Regular review of security measures

Any personal data breach will be assessed and managed in accordance with UK GDPR requirements, including notification to the ICO and affected individuals where legally required.

11. Data Retention

Personal data is retained only for as long as necessary and proportionate.

Typical retention periods include:

·        Enquiries – up to 12 months

·        Client records and contractual documentation – up to 6 years following completion of services

·        Financial and accounting records – 6 years or longer where legally required

Retention periods are determined by considering:

·        Legal and regulatory requirements

·        Contractual obligations

·        The nature and sensitivity of the information held

·        The purpose for which the information was collected

·        Data is securely deleted, archived or anonymised when no longer required.

12. Your Rights

Under UK GDPR, you have the right to:

·        Access your personal data

·        Request correction of inaccurate information

·        Request erasure of personal data where applicable

·        Restrict processing

·        Object to processing

·        Data portability

·        Withdraw consent where consent has been relied upon

Requests will be handled in accordance with UK GDPR and the Data (Use and Access) Act 2025.

To exercise your rights, please contact:

[email protected]

13. Complaints About Data Protection

If you have concerns about how your personal data is handled, you are encouraged to contact Civil Ethical Leadership in the first instance.

Complaints may be submitted by:

·        Emailing [email protected]

·        Writing using the contact details provided above

Complaints will be investigated without undue delay and a response will be provided explaining the outcome.

If you remain dissatisfied, you have the right to complain to the Information Commissioner's Office (ICO) at:

www.ico.org.uk

14. Cookies

This website uses cookies and similar technologies to improve functionality, analyse website traffic and support communications and engagement activities.

Cookies may include:

·        Essential cookies – required for website operation

·        Analytics cookies – used to understand visitor behaviour and improve website performance

·        Functional cookies – supporting embedded content and communication tools

·        Marketing and tracking cookies – used to measure engagement and effectiveness of communications where applicable

Third-party services used on this website may include:

·        Funnel Sketchers

·        Microsoft Teams

·        LinkedIn

·        Facebook

·        Instagram

·        Website analytics providers

These services may collect limited technical information including IP address, browser information, device information and interaction data.

The lawful basis for:

·        Essential cookies is Legitimate Interests

·        Analytics cookies is Consent

·        Marketing and tracking cookies are Consent

Non-essential cookies will only be placed on your device after you have provided consent through the website's cookie consent mechanism.

You may withdraw or manage your cookie preferences at any time through your browser settings or website cookie controls where available.

15. Automated Decision-Making

Civil Ethical Leadership does not carry out automated decision-making or profiling that produces legal or similarly significant effects on individuals.

16. Third-Party Links

This website may contain links to third-party websites, platforms or applications.  Civil Ethical Leadership is not responsible for the privacy practices of third-party websites and encourages users to review their privacy policies before providing personal information.

17. Changes to This Policy

This policy may be updated periodically to reflect changes in legal requirements, technology or business practices.  The most current version will always be available on this website.

18. Final Note

The way personal data is handled reflects the way Civil Ethical Leadership operates with clarity, integrity and respect for the people and organisations it supports.