GDPR / Data Protection

Data Processing & GDPR Compliance Policy

Silver Bird Consultancy Services Ltd (operating as “Silver Bird Consulting”)

Company Number: 16543539

ICO Reference Number: ZC276739

Registered Address: 82a James Carter Road, Mildenhall, England, IP28 7DE

Email: alexis@silverbirdconsulting.com

Effective Date: 26 June 2025

Policy Statement

At Silver Bird Consulting, we take data protection seriously and are committed to complying with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all other relevant data privacy legislation.

This document outlines how we collect, use, and safeguard your personal data when engaging with us for Organisation Development (OD), coaching, or other consulting services.

1. Data Controller

Silver Bird Consulting is the Data Controller of your personal data. We determine the purposes and means of processing your data in connection with our services.

2. Data Collected

We may collect and process the following types of personal data:

• Contact information (name, email, phone number)

• Professional information (role, organisation, work history)

• Coaching/consulting session notes and assessments

• Feedback and survey responses

• Payment and invoicing data (if applicable)

Sensitive (special category) data may be collected only with your explicit consent. For example, where coaching discussions touch on health, well-being, or personal identity.

3. Purpose of Data Processing

Your data will be processed for the following purposes:

• Delivering coaching or consulting services

• Managing client relationships and communications

• Fulfilling legal and financial obligations (e.g., invoicing)

• Improving our services through feedback and outcomes tracking

We will never sell or share your data with third parties for marketing purposes.

4. Lawful Basis for Processing

We process your data under the following legal bases:

• Contract – to deliver agreed services

• Consent – particularly in coaching contexts involving sensitive data

• Legal Obligation – for recordkeeping, tax, or regulatory compliance

• Legitimate Interest – for managing and improving our business.

5. Data Retention

We retain your data only for as long as necessary for the purposes outlined above. Typically:

• Coaching/consulting records: up to 6 years from the end of our engagement

• Financial data: 7 years, in line with HMRC requirements

You may request earlier deletion unless legally required to retain it.

6. Your Rights

You have the following rights under UK GDPR:

• Access to your personal data

• Rectification of incorrect or incomplete data

• Erasure (“right to be forgotten”)

• Restriction or objection to processing

• Data portability (where applicable)

• Withdrawal of consent (where processing is based on consent)

• Lodging a complaint with the ICO (Information Commissioner’s Office): www.ico.org.uk (reference our ICO Number: ZC276739).

7. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including secure digital storage, password protection, and limiting access to authorised personnel only.

8. Sub-processors

We may use secure third-party services (e.g., scheduling, cloud storage, email platforms) that comply with GDPR and act only under our instructions.

9. Contact

If you have any questions or wish to exercise your rights, please contact:

Alexis Assimacopoulos

Data Protection Lead/Managing Director

Alexis@silverbirdconsulting.com

+44 7356 239702