Privacy Policy | Nicki Kennedy Voiceworks

Privacy Notice – Nicki Kennedy Voiceworks / Voicecare, and Kennedy High Performance Coaching

1. Who we are

Nicki Kennedy Voiceworks (“Voiceworks”, “we”, “us”) is operated by Nicki Kennedy, a sole trader established in Jersey. The sub brand Kennedy High Performance Coaching (KHPC) operates under the same privacy policy.
Nicki Kennedy is the data controller for all personal data collected through voice teaching, rehabilitation, and related activities.

Contact:
Nicki Kennedy
Pied de la Rue House, La Grande Route de St Clément, Jersey JE2 6GZ
nicki@nickikennedyvoiceworks.com

2. The information we collect

We collect and process the following categories of personal data:

Contact information – name, email address, telephone number
Service information – lesson or session notes, practice plans, progress records
Payment and invoicing details (via QuickBooks or bank transfer)
Communications via email or video call recordings (where agreed)
Feedback forms and evaluation responses
Website enquiry form submissions and analytics cookies (via Google Analytics)
Health-related information(“special category” data) that you choose to share about your voice or medical history — for example diagnoses, surgery details, medication or other clinical factors relevant to vocal rehabilitation.

3. Why we collect it and our lawful bases

Purpose	Example	Lawful basis
To deliver voice lessons, rehabilitation and coaching services	Planning and documenting sessions	Contract
To manage relationships and communicate with clients	Scheduling, progress updates	Contract / Legitimate interests
To assess and monitor vocal health	Recording and review of relevant medical or voice information	Explicit consent (Article 9 DPJL 2018).
To comply with legal and accounting obligations	Invoicing and financial records	Legal obligation
To send updates or information about services	Mailing list	Consent
To maintain and improve the website experience	Analytics	Legitimate interests

You may withdraw your consent to our use of health-related data at any time by emailing nicki@nickikennedyvoiceworks.com.
However, this may affect our ability to deliver certain services safely or effectively.

4. Who we share data with (processors)

We use trusted third-party service providers who act only on our instructions:

Google Workspace– email, Drive and calendar
QuickBooks Online– invoicing and bookkeeping
MyMusicStaff– lesson scheduling and limited invoicing
Zoom / Microsoft Teams / Whereby / Google Meet– online lessons
Website host and Google Analytics– website management and analytics
Microsoft OneDrive– cloud backup
Virtual Assistant (Emma Camm)– administrative support under a signed Confidentiality and Data-Protection Undertaking

All providers maintain appropriate security controls and, where data is stored outside Jersey or the UK, use Standard Contractual Clauses (SCCs) to safeguard transfers.
We do not sell or share your data for marketing purposes.

5. How long we keep your data

Teaching and rehabilitation records: normally retained for up to7 years after your last lesson or treatment.
Health-related notes: reviewed annually and deleted once no longer needed for ongoing care.
Financial records: kept for statutory periods required by Revenue Jersey.
Mailing-list details: retained until you unsubscribe.

6. Security

All electronic data is stored in encrypted systems (Google Workspace, QuickBooks, MyMusicStaff, Microsoft OneDrive).
Devices are password-protected, use two-factor authentication and up-to-date anti-malware protection (macOS XProtect and Malwarebytes).
Paper records are kept in a locked cabinet.
Access is restricted to Nicki Kennedy and authorised assistant(s) using separate logins with least-privilege permissions.

7. Your rights

Under the Data Protection (Jersey) Law 2018 you have the right to:

Access your personal data
Rectify inaccuracies
Request erasure or restriction of processing
Object to processing (where lawful basis is legitimate interests)
Withdraw consent (where consent is relied upon)
Data portability (where applicable)
Lodge a complaint with theJersey Office of the Information Commissioner (JOIC) – jerseyoic.org / 01534 716530

Requests can be made to nicki@nickikennedyvoiceworks.com and will receive a response within one month.

8. International transfers

Some service providers (e.g. Google, Zoom) store data outside Jersey or the UK.
Appropriate safeguards – such as SCCs – are in place to protect your information.

9. Children

Voiceworks occasionally works with younger students (e.g. school or youth choir members) only with parental or guardian consent.
Data about minors is handled with particular care and retained only as long as necessary for teaching purposes.

10. Changes to this notice

This notice is reviewed annually or whenever our services or systems change.
Latest review: October 2025.