At Make A Bigger Difference we take your privacy seriously. We’re committed to protecting your privacy and handling your information in a responsible way while you use our website and in the services we provide to clients and participants.

 

We encourage you to read this policy alongside any other privacy notices we might provide, so you're fully aware of how and why we use your information.

 

Who’s in charge of your data?

The controller of your data is Make A Bigger Difference Ltd and we can be contacted via email at kate@makeabiggerdifference.com. Sometimes we may act as a data processor if you are a participant and we are provided with data about you from your employer.

 

What type of data do we collect about you?

‘Personal data' is information that identifies you. If we've removed your identity (by making the data anonymous), it won’t be classed as personal data. We collect information about different types of people including (i) our clients who are usually organisations; (ii) participants at our programmes/events/retreats; or (iii) people who visit our website or contact us via our website. The data we might collect, use, store, and share about you, depends upon which type of individual you are:

 

Data about Organisations:

• Identity details such as first and last name.

• Contact details such as your email address and telephone number.

• Usage information about how you use our services.

• Communication data including correspondence with us and feedback.

 

Data about Participants:

• Identity details such as first and last name.

• Contact details such as your email address and telephone number.

• Employee details such as job title, department, employment status, performance information, and other work-related information when our services are commissioned by your employer.

• Dietary and accessibility information such as food allergies, dietary requirements, accessibility needs, and mobility requirements to ensure appropriate arrangements for events and programmes.

• Emergency contact detail such as contact information for next of kin or emergency contacts when attending programmes, events or retreats.

• Photographic and video data such as photographs and video recordings taken at our events, programmes, and workshops.

• Psychometric testing and assessment data such as information collected through standardised psychological assessments, team coaching diagnostic questionnaires, and stakeholder questionnaires. This may include personality questionnaires, cognitive ability tests, aptitude assessments, and behavioural evaluations, 360-degree feedback tools, team dynamics assessments and stakeholder feedback surveys. This also may include your responses to test questions, scoring results, personality profiles, cognitive performance metrics, behavioural preferences, leadership styles, team dynamics assessments, career interests, motivational drivers, stakeholder feedback and ratings, and any interpretative reports or recommendations generated from these assessments.

• Special Category Data: This may include information about your health, including information about your existing and previous medical health conditions, mental health issues, accessibility issues, allergy details for retreats and events, and any other relevant health information to enable us to carry out our services to you.

 

Consents for Health Data: We require your specific consent to process Special Category Data so, when you submit your details for a programme or event, we will ask you to confirm your consent to this processing. 1

 

Data about Website Visitors:

• Technical data including your IP address, browser type and version, time zone setting and location, operating system and platform.

• Usage data including information about how you use our website, products and services.

• Cookie data collected through automated technologies or interactions. This includes information about your equipment, browsing actions and patterns.

 

Other than the Special Category Data mentioned above for Participants, we do not collect any other Special Category Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

 

How do we collect your personal data?

We use different methods to collect data from and about you. Most of the time, our information is collected directly when you contact us in the following ways:

​

• When you get in touch to enquire about our services;

• When you fill in any new client onboarding forms;

• If you are a Participant: (i) when you complete our Participant Information Form; (ii) when you complete psychometric tests, team coaching diagnostic questionnaires or stakeholder questionnaires; or (iii) when we receive information about you from your employer for attendance at any of our leadership development, team development or coaching programmes/events;

• If you are a Client or Participant, we may gather data about you verbally during meetings, workshops, coaching sessions or events;

• Correspondence with us via post, phone, email or otherwise; or

• When you give us feedback or contact us.

 

Please note, we also collect data directly from employers when the service has been instructed by your employer and you are listed as a Participant.

 

Another method we may use to collect data includes the use of automated technologies or interactions, like website cookies or other similar technologies. This includes information about your equipment, browsing actions and patterns and information about your browsing activity if you visit another website that uses the same cookies as us. This means we receive information about how you use these third-party websites.

 

This data collection helps us to improve user experience, and to gather information about how you use our website. For more information, please refer to our Cookie Policy, which can be accessed here: https://www.makeabiggerdifference.com/cookie-policy 

 

What happens if you don’t provide us with the required data?

Where we need to collect personal data by law, or under the terms of a contract we have with you or your Organisation, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (if you’re an Organisation), or the services to you if you’re a Participant. In this case we may have to cancel a service, but we will notify you if this is the case at the time.

 

What are the purposes for which we use your personal data?

The purposes for which we will be using your data include:

​

• To register you as a new Client or Participant.

• To provide our leadership development, team development and coaching programmes and event services to Participants nominated by our Clients.

• To provide our services, including: a) to manage payments, fees and charges and b) to collect and recover money owed to us.

• To manage our relationship with Clients and Participants e.g., to notify you about changes to our terms of this privacy policy or to ask you to leave a review and/or take a survey.

• To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data). 

• To use data analytics to improve our website, products/services, client/participant relationships and experiences.

 

We rely on one or more of the following lawful conditions to process your data as outlined above:

 

• To fulfil our contract with you;

• For our legitimate interests; or

• To comply with legal obligations.

 

In some scenarios, we will ask for your consent, especially for collecting sensitive data. We may process your personal data for more than one lawful reason at a time, depending on the specific purpose for which we are using your data. If you would like more information on the specific legal ground we are relying on, on occasions where we rely on more than one legal ground, please contact us for further information.

 

Do we use Cookies?

Cookies help make our website work better for you, remembering your preferences and improving your experience. You can control cookie settings in your browser. Cookies make your browsing experience on our site as smooth as possible, because they remember your preferences.

 

Our website uses cookies to distinguish you from other users of our website. Please refer to our Cookie Policy here to learn more: https://www.makeabiggerdifference.com/cookie-policy 

 

Marketing and Testimonials

We may use feedback, testimonials, case studies and success stories from participants in our marketing materials, website, and promotional content to demonstrate the effectiveness of our services.

 

What we collect:

• Written feedback about your experience with our programmes.

• Quotes and comments about our services.

• Success stories and outcomes from your participation.

• Your name, job title, and company name (where you provide consent).

• Photographs or video recordings of you at events (with separate consent).

 

How we collect this information:

• Post-programme feedback forms and surveys.

• Follow-up interviews or conversations.

• Voluntary submissions via email or our website.

 

Your consent:

• We will always ask for your explicit consent before using your feedback or photographs / videos of you at events or in our marketing materials.

• You can specify whether you want your testimonial to be anonymous or attributed to you.

• You can choose whether to include your name, job title, company name, or remain completely anonymous.

• You have the right to withdraw your consent at any time, and we will remove your testimonial from future marketing materials.

 

How we use testimonials:

• On our website and marketing materials.

• In proposals to prospective clients.

• In social media posts and professional networking.

• In case studies.

 

Your rights: You can request to see how your testimonial is being used and ask us to modify or remove it from our marketing materials at any time by contacting us at kate@makeabiggerdifference.com.

 

AI Usage

Artificial Intelligence (AI): AI refers to the use of computer systems, software, or applications that are designed to perform tasks that would normally require human intelligence. This includes, but is not limited to, capabilities such as learning, reasoning, problem-solving, perception, language understanding, and interaction.

 

We may use AI tools to assist with the provision of our services. Any AI tools we employ are used in compliance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR).

 

When using AI tools, we ensure:

​

• Personal data is processed lawfully, fairly, and transparently.

• Data minimisation principles are upheld, meaning we only provide AI tools with the information strictly necessary for the intended purpose.

• Robust security measures are in place to protect your personal data during any processing involving AI tools. • When using AI tools, we ensure that personal data is retained only for as long as necessary to fulfil the purposes outlined in our policy, after which it is securely deleted or anonymised.

 

We have listed below the specific AI tools we are using within our business, the purpose, the types of data we are collecting and our legal basis for this processing.

 

AI Tool Name - Microsoft CoPilot

Purpose - To transcribe interviews

Types of Data Used - Any data shared during the interview – such as identity data or health data

Legal Basis for Processing - Legitimate interest. Explicit Consent

 

AI Tool Name - Open AI ChatGPT

Purpose - To assist with generation of website content and emails

Types of Data Used - No personal data used

Legal Basis for Processing - N/A

 

Please note – we will always obtain your consent prior to transcribing any sessions or discussions.

 

For further enquiries on our AI usage or to exercise your rights, please contact us using the details provided in this policy.

 

Do we use third-party links?

Our website might link to third-party websites, tools and apps. Clicking on these links may allow third parties to collect or share your data. We do not control said websites and are not responsible for said websites’ privacy policies. When you leave our website, we encourage you to read the privacy policy of every website you visit.

 

Do we ever share your personal data?

We take your data's security seriously and only allow certain people to access it. We may share your personal data with the parties set out below for the purposes as stated further above.

​

• Event service providers: Including venue providers, catering companies, and accommodation providers who require participant names, dietary requirements, accessibility needs, and other relevant information to deliver services for our programmes and events.

• Service providers, acting as processors who provide IT and system administration services, including Freeagent, our accountancy software provider and CRM providers.

• Professional advisers including our accountant and solicitor, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.

• HM Revenue & Customs, regulators and other authorities who require reporting of processing activities in certain circumstances.

 

All of the above third parties have a requirement to respect the security of your personal data. We do not permit them to use your personal data for their own purposes – they are only permitted to process your data for specified purposes in line with our instructions.

 

Do we ever transfer your data internationally?

We may transfer your data outside of the United Kingdom/EEA, but only when we can be sure it is protected.

 

Some of our external third parties may be based outside the United Kingdom/EEA and if so their processing of your personal data will involve a transfer of data outside the United Kingdom. Whenever we transfer your personal data out of the United Kingdom, we make sure it is protected by at least implementing one of the following safeguards:

​

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the United Kingdom.

• Where we use certain service providers, we may use specific contracts approved by the UK Information Commissioner’s Office and the European Commission which give personal data the same protection it has in Europe.

 

Please contact us if you want further information on the specific process used by us when transferring your personal data out of the United Kingdom.

 

How secure is your data with us?

We have strong security measures in place to keep your personal information safe. Only authorised individuals who have a need to know are granted access to your data, such as our associates, third party suppliers or trusted partners. They will process your data in accordance with our confidentiality terms and only for the purpose of performing our services to you.

 

We store your personal data securely on encrypted Apple devices and Apple iCloud services, which provide enterprise-grade security including end-to-end encryption and robust access controls. All devices are protected with biometric authentication and automatic security features.

 

In the rare circumstances that there is a personal data breach, we have procedures in place and will notify you, along with any applicable regulator, when we’re legally required to.

 

What is our process for retaining your data?

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected. For business clients, contractual and financial records are retained for six years in line with UK legal and tax obligations.

 

Coaching notes and related personal data about employees participating in coaching programmes are held only for the duration of the service and for a short period afterwards (up to three years) to manage any follow-up or disputes.

 

Where an enquiry does not lead to a client relationship, personal data is deleted once the enquiry has been resolved, unless explicit consent has been given to retain it for future contact.

 

At the end of each retention period, data is securely deleted or anonymised.

 

What are your legal rights in relation to your data?

You have the following rights regarding your personal data:

 

Access: You can request a copy of the personal data we hold about you. This is known as a "data subject access request."

 

Correction: If the personal data we have about you is incomplete or incorrect, you can ask us to correct it.

 

Erasure: You can ask us to delete your personal data. It's important to note, however, that there might be legal reasons that prevent us from fulfilling this request. If such reasons exist, we will inform you when you make your request.

 

Objection: In certain situations, you have the right to object to the processing of your personal data.

 

Restriction of Processing: You can request that we restrict the processing of your personal data under specific circumstances.

 

Data Portability: You have the right to request the transfer of your personal data directly to you or to a third party of your choice.

 

Withdrawal of Consent: At any point where we rely on your consent to process your personal data, you have the right to withdraw this consent. Withdrawal of consent will not affect the legality of the processing done before the consent was withdrawn. Should you withdraw your consent, we might be unable to provide you with certain products or services. We will inform you if that is the case when you withdraw your consent.

 

If you wish to exercise any of the rights set out above, please contact us.

 

We won’t charge any fees for you to request access to your personal data. However, a reasonable fee may be charged if your request is clearly unjustified, repetitive or excessive. We also reserve the right to not comply in this scenario. We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made several requests. In this case, we will notify you and keep you updated.

 

If you have a concern or complaint

If you have any concerns about how we handle your personal data, please contact us directly so that we can address the issue. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.gov.uk. However, we would appreciate the opportunity to resolve any concerns with you directly before you approach the ICO.

 

Changes and Contact

We regularly review our privacy policy. Please keep us updated if your personal data changes. If you have any questions or need to exercise your rights, just get in touch.

 

Thanks for reading.