Time For Change (Development) Ltd Privacy Policy

Time For Change (Development) Ltd. is committed to protecting your privacy and data. We will use the information that we collect about you and from you in accordance with the European Union’s General Data Protection Regulation 2018 and the Privacy and Electronic Communications Regulations 2003.

Who we are

Time For Change specialises in developing organisation development tools and training workshops, often in partnership with others, and making them available to people and organisations who will use them to make a real difference. We train, advise and support people who help their clients to implement change, improve performance and develop as organisations. Sometimes we work directly with client organisations themselves, usually at director/executive level, if that's what the client wants and if it's an appropriate response to the need. We deliver our services and training face-to-face or virtually, whatever works best for the people and organisations involved.

Time For Change is based in the north of England and was founded in 2010 by its Director, David Yarrow, who personally leads and delivers the majority of its projects and services. As and when appropriate, David calls upon the support of a select group of highly experienced associates.

Time For Change (Development) Ltd. is a Private Limited Company Registered in England and Wales, Company Number 7404607.

We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect. This privacy policy sets out ways in which we use your data and how you can hold us accountable for that.

What information do we collect? And how is it used?

We collect four different categories of data, for different purposes:

1. ‘Benchmarking Data’ relating to the performance of organisations and to the strength of those organisations’ business practices.

Time For Change is a partner in PROBE Network LLP, which manages the international PROBE benchmarking programme, and occasionally delivers services to clients using the PROBE best practice benchmarking tool, under licence from PROBE Network LLP (acting as a ‘PROBE Network Member’ and ‘PROBE Licensee’).

PROBE Network LLP develops and manages software that enables Business Improvement Specialists to gather, store and analyse data relating to the strengths and weaknesses of their client businesses’ practices and performance, and related ‘contextual data’ and ‘facts and figures data’ including characteristics such as products and services, country of origin, financial results, size of business. Part of the analysis is comparison (benchmarking) of the client’s data with equivalent, anonymised data from many other businesses. The contextual data includes Business Identification Data (the name of the business and of the specific business unit/site) that is accessible only to PROBE Network LLP and the PROBE Network Member (‘PROBE Licensee’) that has a client relationship with the relevant business. At their own discretion the PROBE Network Member may choose not to record their client’s Business Identification Data in the PROBE database, and to substitute a code name instead. The contextual data also includes contact details (name, e-mail address and telephone number) for one or more individuals who play specific roles within the benchmarking process on behalf of the client business.

We process and store Benchmarking Data in accordance with strict protocols that are explained in the following statement that is provided to client businesses in the PROBE documentation:

How your data will be used
The information that you give us throughout your PROBE assessment will be treated as strictly confidential. It will be used in three ways:

• Firstly, and most importantly, for an analysis which will be fed back directly to you, covering the maturity of the business’s practices and performance and pinpointing comparisons with other businesses and opportunities for improvement

• Secondly, your data will become part of the anonymous ‘background sample’ that will provide other PROBE users with benchmarking comparisons that help them to understand their own strengths and opportunities. The identity of your business will be carefully concealed before your data is used in this way

• Thirdly, for broader analysis, within which the identity of individual businesses is again carefully concealed. Such analysis enables academic research and helps to inform policy at sectoral, regional and national levels – as part of the ever-growing PROBE dataset, your data will help academic researchers and policy-makers to understand the true current status in terms of progress towards sustainable excellence.

Data from your business will not be used in any other way without your permission. In return, we ask that you respect the spirit of objectivity and confidentiality that characterises PROBE, by treating the results and reports as confidential and not for release outside your business. In particular, please treat the ‘Overall Scores’ in the PROBE analysis as confidential. PROBE is intended for the purpose of enabling learning and improvement, which requires a spirit of objectivity and candour. This spirit may be undermined if individual businesses publish the scores they achieve. Please do nothing that may damage the integrity and reputation of this internationally renowned benchmarking programme. By completing the questionnaires and proceeding with the PROBE process, you are confirming that you and your organisation give your consent for your data to be retained in the PROBE database indefinitely and to be used in these ways, and agree to treat the results as ‘for your eyes only’.

Our lawful basis for processing Benchmarking Data is that this processing is necessary for our legitimate interests as the provider of the PROBE benchmarking service to client businesses.  (For details about the lawful bases for processing data, see https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/#ib3 )

PROBE Network LLP is responsible for processing Benchmarking Data in the context of the PROBE benchmarking service, acting in the role of the data controller, and explains the arrangements for the storage of this data in the PROBE Network Privacy Policy, as follows:

Benchmarking Data is collected via the online PROBE Analytical Tool and is protected by SSL encryption technology during transmission. PROBE Network LLP keeps the Benchmarking Data on servers in the United Kingdom. The data is protected using industry standard security measures. PROBE Network LLP reserves the right to keep the Benchmarking Data indefinitely. Our employees are required to keep this information confidential unless disclosure is authorised in this Privacy Policy or by PROBE Network Members or by individual organisations whose data is stored. No means of communication, information transmission, or storage is totally secure. Because of this we are not responsible for loss, corruption or unauthorised acquisition and use of Benchmarking Data, or for any resulting damages, including unauthorised acquisition and use.

If you are a PROBE Network Member, you should review this Privacy Policy in conjunction with your Licensing Agreement with PROBE Network LLP. The terms of this Privacy Policy are in addition to the terms of your Licensing Agreement.

The PROBE Network Privacy Policy is available to view online, here:

PROBE NETWORK LLP PRIVACY POLICY

2. Contact details, training and accreditation records and communications records relating to individuals to whom we deliver training and/or whom we support to use organisational development tools

We store and process data about individuals to whom we deliver training and/or whom we support to use organisational development tools. The information that we collect about you includes:

• Your name
• Postal address
• Telephone number(s)
• Email address
• History of our communications with you (including emails)
• Record of your training and accreditation
• Your permissions to use the relevant organisational development tool(s)
• Record of your use of the relevant organisational development tool(s)

From time to time we send updates and newsletters via e-mail. Individuals to whom we deliver training and/or whom we support to use organisational development tools are included in the mailing lists for these communications. We keep a record of the updates and newsletters that we send you, and we may track whether you receive or open them so we can make sure we are sending you the most relevant information.

The term ‘end user’ refers to an individual who uses our organisational development tools (including PROBE and the ‘Tipping Point Workshop’) as part of the services that they deliver to client businesses.

End users make use of online tools that we provide, including the PROBE Analytical Tool and the Tipping Point Change Management Simulation, in order to input and analyse Benchmarking Data and/or to input data and display simulation outputs. These tools uses cookies in the following ways:

  1. They use ‘strictly necessary’ cookies to maintain a consistent login status and connection back to the web hosted software tools/databases.
  2. The PROBE Analytical Tool uses ‘functionality’ cookies, to remember a) the id of which PROBE licensee you are representing; b) the current module of PROBE that you are using; and c) your preferred sort sequence for the list of PROBE surveys. These are stored in local storage on modern browsers and this feature only reverts to being cookies on older or obscure versions that don’t adequately support the HTML5 standard.

Our online tools do not use any ‘targeting/advertising’ cookies, or any Performance cookies.

Our lawful basis for processing contact details, training and accreditation records and communications records relating to Individuals to whom we deliver training and/or whom we support to use organisational development tools is that this processing is necessary for our legitimate interests as the provider of training and support to these individuals, so that they in turn can provide services to their clients, and so that we can keep them up to date with issues, modifications and enhancements and invite their feedback and suggestions.

3. Contact details and communications records relating to other individuals who have an interest in our products and services

We maintain records of individuals who have expressed interest in our products and services and who have given their consent to be kept informed about them. The information that we collect about you includes:

• Your name
• Postal address
• Telephone number(s)
• Email address
• History of our communications with you (including emails)

From time to time we send updates and newsletters via e-mail. We keep a record of the updates and newsletters that we send you, and we may track whether you receive or open them so we can make sure we are sending you the most relevant information.

Our lawful basis for processing this data is consent.

If you do not want to receive information by post or email about our products and services, you have the option to unsubscribe from the mailing list or to update your subscription preferences at any time. Links for these purposes are provided in every update/newsletter that we send, or you can contact us using the contact details at the end of this policy.

4. Information about visitors to our website (www.time-for-change.co.uk)

In running and maintaining our website we may collect and process the following data about you:

  1. Information about your use of our site including details of your visits such as pages viewed and the resources that you access. Such information includes traffic data, location data and other communication data.
  2. Information provided voluntarily by you. For example, when you register for information or make a purchase.
  3. Information that you provide when you communicate with us by any means.

Use of Your Information

We use the information that we collect from you to provide our services to you. In addition to this we may use the information for one or more of the following purposes:

  1. To provide information to you that you request from us relating to our products or services.
  2. To provide information to you relating to other products that may be of interest to you. Such additional information will only be provided where you have consented to receive such information.
  3. To inform you of any changes to our website, services or goods and products.

If you have previously purchased goods or services from us we may provide to you details of similar goods or services, or other goods and services, that you may be interested in.

Storing Your Personal Data

In operating our website it may become necessary to transfer data that we collect from you to locations outside of the European Union for processing and storing. By providing your personal data to us, you agree to this transfer, storing or processing. We do our upmost to ensure that all reasonable steps are taken to make sure that your data is treated and stored securely.

Unfortunately the sending of information via the internet is not totally secure and on occasion such information can be intercepted. We cannot guarantee the security of data that you choose to send us electronically. Sending such information is entirely at your own risk.

Disclosing Your Information

We will not disclose your personal information to any other party other than in accordance with this Privacy Policy and in the circumstances detailed below:

  1. In the event that we sell any or all of our business to the buyer.
  2. Where we are legally required by law to disclose your personal information.
  3. To further fraud protection and reduce the risk of fraud.

Third Party Links

On occasion we include links to third parties on our website. Where we provide a link it does not mean that we endorse or approve that site’s policy towards visitor privacy. You should review their privacy policy before sending them any personal data.

Third parties

We will not share any personal details with any other third parties without your agreement, unless required in order to fulfil our contract with you, or allowed by law.

In general, third-party providers used by us will only collect, use and disclose your information to the extent necessary to allow them to perform the services they provide to us. These providers include our software development providers and the marketing automation platform and email marketing service to which we subscribe (‘MailChimp’ is a well-known example of this kind of service).

Giving you control

Unless you ask us not to, we will tell you about issues, updates and developments relating to our products and services. You can opt out from these communications at any time – every e-mail sent to you will tell you how to do this.

If you have opted out of marketing or newsletter communications, but are a user or former user of our products and services, we may still get in touch with you regarding the products/services that we provide to you. For example, we may email you to give you important information about the functionality of relevant software or updates to relevant product documentation.

How we keep your personal data safe

Your personal data will be held and processed on Time For Change’s (and in relevant cases PROBE Network LLP’s) systems (which are all located in the United Kingdom) and services to which we subscribe. We use a marketing automation platform and email marketing service to hold contact details.

Your data is always held securely. Access to personal data is strictly controlled. The marketing automation platform can only be accessed by people who need access in order to do their job.

We may need to disclose your details if required to the police, regulatory bodies or legal advisers.

We will only ever share your data in other circumstances if we have your explicit and informed consent.

All information is held and processed using secure technology. In order to provide a safe and secure environment for your personal information we use up to date technology with a view to protecting that information against loss, misuse or unauthorised alteration.

Changes to this policy

We may change this Privacy Policy from time to time. To stay updated about our current Privacy Policy, please visit this page often.

Your rights

You have the following rights related to your personal data:

• The right to request a copy of personal information held about you
• The right to request that inaccuracies be corrected
• The right to request us to stop processing your personal data
• The right to lodge a complaint with the Information Commissioner’s Office.

Contact us

Please contact us if you have any questions about this Privacy Policy, or wish to be removed from any communications or data processing activities:

Time For Change (Development) Ltd
5 Northcote Avenue
Whitley Bay
Tyne and Wear
NE25 8ER
United Kingdom

tfc.admin@time-for-change.co.uk

Time For Change Privacy Policy v2019-01