How we look after your information

1. Who we are

Freeman Goddard and Associates Limited ("we", "us", "our") provides HR and organisational development support to GP practices and other customer-facing healthcare organisations. For the personal information described in this notice, we are the data controller.

• Company: Freeman Goddard and Associates Limited, registered in England and Wales, company number 16815249
• Address: Star Lodge, Montpellier Drive, Cheltenham, Glos. GL50 1TY
• Email: hello@freemangoddard.co.uk
• Telephone: 020 3488 7736
• ICO registration number: ZC043105

If you have any questions about this notice or how we handle your information, please email us. Matt Goddard, our Managing Director, is responsible for data protection.

2. What we collect

Information you give us. When you email, call, book a conversation or request a call back, we collect your name, job title, practice or organisation, email address, phone number and anything you choose to tell us about your situation.

Information from working together. If your practice becomes a client, we hold the contact details of the people we work with, meeting notes, diagnostic findings, and billing information. Section 4 explains how we handle information about your team.

Reviews. If you leave a review of us on Practice Index, we may show your first name, role, area and comments on this website, as they appear publicly on Practice Index.

Technical information. Like most websites, our hosting provider records basic technical data (such as your IP address, browser type and the pages requested) to keep the site running and secure. We do not use analytics or advertising cookies on this website.

We do not ask for, and would prefer you did not send us, health information or other special category data about yourself or your colleagues through this website or by email.

3. How we use it and why

Data protection law requires us to have a lawful basis for each use of your information. Ours are set out below.

We never sell your information, and we do not use it for automated decision-making or profiling.

4. When we work with your practice

During an engagement we may handle information about your staff, for example through interviews, team surveys, front-line systems audits or management development work. In most cases your practice is the data controller for that information and we act as its data processor, working only on your written instructions under a data processing agreement.

Wherever we can, we work with anonymised or aggregated findings. Anything an individual team member tells us in confidence is treated in confidence, and we will agree with you at the start how findings are reported. If you are a member of staff at a practice we work with and have a question about your information, please contact your practice first. You are also welcome to contact us.

5. Who we share it with

We only share personal information when we need to, and only with organisations that protect it properly:

• Calendly, which runs our booking calendar. When you book a conversation, Calendly collects your details under its own privacy notice.
• Our IT and email providers Microsoft 365 and Google Workspace and our website host Krystal.
• Our associates, the vetted HR and organisational development specialists who deliver some of our work. They are bound by confidentiality and data protection obligations.
• Training and apprenticeship providers, when you ask us to arrange funded training for your team.
• Professional advisers, such as our accountants, insurers and lawyers, where necessary.
• Regulators, law enforcement or the courts, if the law requires it.

6. Transfers outside the UK

Some of the services we use, including Calendly and Google Fonts, may process data in the United States or elsewhere outside the UK. Where this happens, we rely on appropriate safeguards recognised under UK law, such as the UK Extension to the EU–US Data Privacy Framework or the UK International Data Transfer Addendum to standard contractual clauses.

7. How long we keep it

• Enquiries that don't lead to work: up to 2 years from our last contact, then deleted.
• Client records and contracts: 6 years after the engagement ends, to meet tax and legal requirements.
• Staff information processed for a practice: returned or deleted at the end of the engagement, as set out in our agreement with the practice.
• Mailing list: until you unsubscribe.

8. Keeping it safe

We use password-protected, encrypted business systems with multi-factor authentication, limit access to the people who need it, and require our associates to follow the same standards. If a data breach is likely to put you at risk, we will tell you and, where required, the Information Commissioner's Office.

9. Your rights

Under UK data protection law you have the right to:

• Ask for a copy of your information
• Have inaccurate information corrected
• Have your information deleted
• Restrict how we use it
• Object to our use of it, including for marketing
• Receive it in a portable format
• Withdraw consent at any time

Some of these rights depend on the circumstances. To use any of them, email hello@freemangoddard.co.uk. There is no charge, and we will respond within one month.

10. Cookies and third-party services

This website does not set any cookies of its own and does not use analytics or advertising trackers. It loads the Lato typeface from Google Fonts, which means your browser connects to Google's servers and shares your IP address with Google. Google's handling of this is described in its privacy policy.

When you click through to Calendly or Practice Index, those sites may set their own cookies under their own policies. If we add analytics or other cookies in future, we will update this notice and ask for your consent where required.

11. Keeping in touch

We only send newsletters and insights to people who have asked for them, or to existing clients about services similar to the ones they already use. Every email includes an unsubscribe link, and you can also just reply and ask us to stop.

12. Questions and complaints

If you're unhappy with how we've handled your information, please talk to us first at hello@freemangoddard.co.uk and we'll do our best to put it right.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator: ico.org.uk/make-a-complaint or 0303 123 1113.

13. Changes to this notice

We review this notice regularly and will post any changes on this page with a new "last updated" date.