Website Privacy Notice

1. Introduction

Amy Rowlinson Limited (“we”, “us” or “our”) respects your privacy and is committed to protecting your personal data.

This Privacy Notice explains how we collect, use, store and protect personal data when you:

visit or use www.amyrowlinson.com (the “Website”);
contact us;
subscribe to our newsletter or other communications;
download or request resources;
enquire about or purchase our services;
register for or attend our events, workshops, programmes or other activities; or
otherwise interact with us.

This Privacy Notice explains your privacy rights and how the law protects you.

It should be read alongside our Cookies Policy and, where applicable, the Terms and Conditions or service agreement that apply to the services you purchase or receive from us.

We aim to provide privacy information that is clear, transparent and easy to understand.

2. Who we are

Amy Rowlinson Limited is the data controller responsible for your personal data covered by this Privacy Notice.

Our details are:

Legal name: Amy Rowlinson Limited
Email: amy@amyrowlinson.com
Website: www.amyrowlinson.com

Postal address: 8 Downs View Close, Orpington, Kent, BR6 7SU

If you have any questions about this Privacy Notice or how we handle your personal data, please contact us at amy@amyrowlinson.com.

We do not currently have a Data Protection Officer because we are not required to appoint one under applicable data protection legislation.

3. The personal data we may collect

Depending on how you interact with us, we may collect different types of personal data.

This may include:

Identity and contact information

Such as:

your name;
email address;
postal address;
telephone number;
company or organisation;
job title or role; and
other contact details you choose to provide.

Enquiry and communication information

If you contact us, we may keep records of:

your enquiries;
correspondence;
communications and responses;
meeting or appointment information; and
information you provide in connection with your enquiry.

Service and business information

If you enquire about or engage us for coaching, consultancy, speaking, training, workshops, programmes or other services, we may process information necessary to provide those services.

This may include information about your professional circumstances, objectives, preferences, requirements and information you choose to share with us during the course of working together.

Transaction information

Where you purchase products or services from us, we may process information relating to the transaction, such as:

services purchased;
payment status;
invoices;
billing information; and
transaction history.

Where payment is processed through a third-party payment provider, that provider may process your payment information in accordance with its own privacy notice.

We do not normally need to receive or store your full payment card details.

Marketing information

If you subscribe to our newsletter or marketing communications, we may collect information such as:

your name;
email address;
communication preferences;
records of your consent or marketing preferences; and
information about whether and how you interact with our communications, where applicable.

Website and technical information

When you use our Website, certain technical information may be collected automatically.

This may include:

IP address;
browser type and version;
device type;
operating system;
time zone and general location information;
pages visited;
how you interact with the Website;
referring websites; and
other technical or usage information.

Some of this information may be collected through cookies or similar technologies. Further information is available in our Cookies Policy.

4. How we collect your personal data

We may collect personal data:

directly from you when you contact us;
when you complete a form on our Website;
when you subscribe to our newsletter;
when you download or request a resource;
when you enquire about our services;
when you purchase or book a service;
when you attend an event, workshop or programme;
when you communicate with us by email, telephone, social media or other channels;
automatically when you use our Website; and
from third parties where this is lawful and appropriate.

Where we receive personal data about you from another source, we will provide you with the relevant privacy information as required by law.

5. How we use your personal data

We will only use your personal data where we have a lawful basis to do so.

Depending on the circumstances, we may use your personal data to:

respond to enquiries;
communicate with you;
provide information or resources you have requested;
provide coaching, consultancy, speaking, training, workshops, programmes or other services;
administer bookings and registrations;
manage our relationship with you;
process payments and invoices;
maintain appropriate business and financial records;
provide customer support;
improve our Website, services and customer experience;
understand how our Website is used;
send newsletters and marketing communications where permitted;
manage your communication preferences;
comply with legal and regulatory obligations;
establish, exercise or defend legal claims; and
protect the security, integrity and functionality of our Website and business.

We will not use your personal data for a new purpose that is incompatible with the purpose for which it was originally collected without first considering whether we have a lawful basis to do so and, where required, providing you with additional information.

6. Our lawful bases for processing

Under UK data protection law, we must have a lawful basis for processing your personal data.

Depending on the circumstances, we may rely on one or more of the following:

Contract

We may process your personal data where it is necessary to enter into or perform a contract with you.

For example, this may apply when you purchase or engage us for services.

Legal obligation

We may process your personal data where necessary to comply with a legal or regulatory obligation.

For example, this may include maintaining financial and accounting records.

Legitimate interests

We may process personal data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and interests.

Our legitimate interests may include:

operating and managing our business;
administering our Website;
responding to enquiries;
improving our services;
maintaining appropriate business records;
protecting our business and systems;
preventing fraud or misuse; and
communicating with existing customers and contacts where permitted by law.

Where we rely on legitimate interests, we will consider the impact on your rights and interests before processing your information.

Consent

We may rely on your consent where required or appropriate.

For example, we may rely on consent for certain forms of electronic marketing or for non-essential cookies and similar technologies.

Where we rely on consent, you may withdraw it at any time.

Withdrawing consent does not affect the lawfulness of processing carried out before you withdrew your consent.

Vital interests or public task

These lawful bases are not normally expected to apply to our ordinary business activities. If the circumstances require us to rely on them, we will do so only where the relevant legal requirements are met.

7. Direct marketing

We may send you information about our services, resources, events, podcast, newsletter or other activities where we are legally permitted to do so.

Where your consent is required, we will ask you to provide it before sending the relevant marketing communications.

You can unsubscribe from marketing communications at any time by using the unsubscribe link in the relevant communication or by contacting us at amy@amyrowlinson.com.

If you unsubscribe from marketing communications, we may still contact you where necessary for administrative, contractual, legal or other non-marketing purposes.

8. Who we share your personal data with

We use a number of trusted third-party service providers to help us operate our business, Website and services.

Depending on how you interact with us, your personal data may be processed by the following providers:

Wix

We use Wix to host and operate our Website and provide website functionality.

Wix may process information such as IP address, device and browser information, website usage information and information that you submit through forms or other features of the Website.

Wix may also process information through cookies and similar technologies. Further information is provided in our Cookies Policy.

Zoom

We use Zoom to provide online meetings, coaching, workshops, programmes and other services.

Depending on the nature of the session and the settings used, Zoom may process information such as your name, email address, meeting participation information, chat messages and other information associated with your use of the service.

Where a session is recorded, participants will be informed where required and the recording will be handled in accordance with applicable data protection requirements.

Zoom operates under its own privacy policies and terms, which you should review for further information about how it processes personal data.

Calendly

We use Calendly to allow you to schedule appointments, meetings and other sessions with us.

Calendly may process information such as your name, email address, appointment date and time, meeting details and any information you choose to provide through a booking form.

Libsyn

We use Libsyn to host and distribute our podcast content.

Libsyn may process technical and usage information associated with access to and consumption of podcast content, including information relating to podcast downloads and listening activity.

GOOGLE FORMS/DOCS

We use Google Forms to collect information provided by podcast guests for the preparation of podcast episodes and show notes. This may include your name, contact details, biography, website and social media links, photograph, information about your work or business, and other information you choose to provide. We may use Google Docs to store and manage this information.

Other service providers

We may also use other trusted service providers from time to time, including providers of:

email and newsletter services;
payment processing;
accounting and bookkeeping;
IT and cybersecurity;
customer relationship management;
event registration and ticketing;
professional advice; and
website analytics and marketing services.

We will only share personal data where there is a lawful basis for doing so and will seek to ensure that third-party providers process personal data appropriately and securely.

9. THIRD-PARTY WEBSITES AND PLATFORMS

Our Website may contain links to, or embedded content from, third-party websites, applications and platforms, including social media, podcast, video, booking, payment and other services.

YouTube, Spotify and Apple Podcasts — We may embed podcast episodes, videos or other media from these platforms on our Website. When you interact with embedded content, the relevant provider may collect information about your device, browser and use of the embedded content, and may set or access cookies or similar technologies in accordance with its own privacy practices.

Where required by law, we will obtain your consent before enabling non-essential cookies or similar technologies associated with embedded content.

If you choose to interact with these third-party services, your personal data may be processed by the relevant third party. These organisations operate under their own privacy notices and terms, which we recommend you review before providing them with personal data or interacting with their services.

We are not responsible for the privacy practices, content or security of third-party websites, applications or platforms.

10. International transfers

Some of the third-party service providers we use may process personal data outside the United Kingdom.

Where personal data is transferred outside the UK, we will take appropriate steps to ensure that the transfer is lawful and that your personal data receives an appropriate level of protection.

Depending on the circumstances, this may include relying on UK adequacy regulations or using appropriate safeguards such as the International Data Transfer Agreement or UK Addendum to the EU Standard Contractual Clauses, where applicable.

Further information about relevant international transfers can be requested by contacting us at amy@amyrowlinson.com.

11. How long we keep your personal data

We will retain personal data only for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, accounting, contractual or reporting requirements.

Different types of information may be retained for different periods.

For example:

enquiry information will generally be retained for as long as reasonably necessary to deal with your enquiry and any resulting relationship;
client and service records will generally be retained for the duration of the relevant relationship and for an appropriate period afterwards;
financial and accounting records will be retained for the period required by applicable law;
marketing information will generally be retained until you unsubscribe or otherwise withdraw your consent where consent is the lawful basis, subject to any other lawful reason we may have to retain it; and
cookie and analytics information will be retained in accordance with the relevant technology and our Cookies Policy.

When personal data is no longer required, we will securely delete it or anonymise it where appropriate.

12. How we protect your personal data

We take reasonable technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration or disclosure.

These measures may include appropriate access controls, password protection, secure systems and the use of reputable service providers.

However, no method of transmitting or storing information electronically is completely secure. We cannot guarantee absolute security of personal data transmitted to us or stored electronically.

13. Your rights

Under UK data protection law, you may have the following rights in relation to your personal data:

Right of access

You can ask for a copy of the personal data we hold about you.

Right to rectification

You can ask us to correct inaccurate or incomplete personal data.

Right to erasure

In certain circumstances, you can ask us to delete your personal data.

Right to restriction

In certain circumstances, you can ask us to restrict how we process your personal data.

Right to data portability

In certain circumstances, you can ask us to provide personal data you have provided to us in a structured, commonly used and machine-readable format or to transfer it to another organisation.

Right to object

You may have the right to object to certain processing, including processing based on legitimate interests.

You have an absolute right to object to direct marketing.

Right to withdraw consent

Where we rely on your consent to process your personal data, you can withdraw that consent at any time.

Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.

14. How to exercise your rights

If you wish to exercise any of your rights, please contact us at:

amy@amyrowlinson.com

We may need to request additional information from you to verify your identity before responding to a request.

We will normally respond to a valid request within one month. Where a request is particularly complex or where you have made multiple requests, we may extend this period where permitted by law. If we do so, we will explain why.

You will not normally have to pay a fee to exercise your rights.

However, we may charge a reasonable fee or refuse to act on a request where permitted by applicable data protection law, for example where a request is manifestly unfounded or excessive.

15. Complaints

If you have concerns about how we have handled your personal data, we would encourage you to contact us first so that we can try to resolve the issue.

You also have the right to complain to the Information Commissioner's Office (ICO), which is the UK's supervisory authority for data protection.

The ICO's contact details are available at:

https://ico.org.uk/

16. Cookies and similar technologies

We use cookies and similar technologies on our Website.

Some are necessary for the Website to operate, while others may be used for functionality, analytics or marketing purposes.

Where consent is required, we will ask for your consent before using non-essential cookies or similar technologies.

Further information about the cookies we use and how you can manage your preferences is contained in our Cookies Policy.

17. Automated decision-making and profiling

We do not currently make decisions about you based solely on automated processing, including profiling, that produce legal effects or similarly significant effects on you.

If this changes, we will update this Privacy Notice and provide any information required by applicable law.

18. Children's personal data

Our Website and services are not specifically directed at children.

We do not knowingly seek to collect personal data from children through the Website.

If you are under 18, you should consider whether you need permission from a parent or guardian before providing personal data to us.

If we become aware that we have collected personal data from a child where we did not have a lawful basis to do so, we will take appropriate steps to address the situation.

19. Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect:

changes to our business;
changes to our Website or services;
changes to how we process personal data;
changes to third-party services we use; or
changes in applicable legislation or regulatory guidance.

The latest version will be published on this page and will show the date it was last updated.

Where required, we will bring material changes to your attention.

20. Contact us

If you have any questions about this Privacy Notice, our use of personal data or your privacy rights, please contact:

Amy Rowlinson Limited

Email: amy@amyrowlinson.com

Website: www.amyrowlinson.com