Privacy Notice – People Readiness Index™

Last updated: October 2025

1. Who we are

Fletcher Oakmont Ltd (“we”, “us”, “our”) provides the People Readiness Index™ (PRI). This notice explains how we collect, use, retain and share personal information when you participate in PRI.

Fletcher Oakmont Ltd is the data controller for the personal information it uses to administer PRI and deliver its assessment and reporting services.

Contact: hello@fletcheroakmont.co.uk
Website: https://www.fletcheroakmont.co.uk

2. Information we collect

We collect information provided through the assessment and related communications, including:

  • Your name, business contact details, role and organisation.

  • Business information, such as workforce size and annual revenue range.

  • Responses about your organisation’s people practices, culture, leadership and compliance arrangements.

  • Assessment scores, reports, feedback and progress updates.

Please do not include names or identifying details about employees, customers or individual employment cases in assessment responses.

Providing the requested information enables us to prepare a tailored assessment. Missing information may limit the findings or prevent us from completing your report.

3. How we use information

We use information to:

  • Administer assessments and communicate with participants.

  • Calculate People Readiness Scores™ and prepare reports and recommendations.

  • Deliver debriefs, clarification and progress reviews.

  • Conduct annual reassessments and compare progress over time.

  • Produce aggregated programme reporting, benchmarking and trend analysis across care networks.

  • Evaluate and improve PRI and its supporting services.

We do not sell personal information or use individual assessment responses for direct marketing. Any separate marketing activity will be explained separately.

4. Our lawful basis

We rely on legitimate interests to administer PRI, communicate with business contacts, deliver assessments and follow-up support, and analyse findings to support organisational improvement. These interests include providing the programme requested by participating organisations, assessing progress and improving the service.

When relying on legitimate interests, we assess whether processing is necessary and balance our interests against individuals’ rights and reasonable expectations. Where applicable, we also process information to meet legal obligations.

5. Confidentiality and reporting

Individual responses and reports are treated as confidential business information. Access is limited to authorised people who need it to deliver the service or receive the participating organisation’s report.

For the Bluebird Care programme, HQ receives aggregated assessment findings to identify network-wide strengths, risks and support priorities. Individual participant names are excluded. Results will be combined or withheld where necessary to prevent identification through small groups or distinctive information.

Individual reports or identifiable results will not be provided to HQ as part of aggregate reporting. Any proposed sharing of these materials will be explained and agreed separately with the participating organisation before disclosure, with an appropriate lawful basis where personal information is involved.

We retain identifiable records where necessary to administer participation and compare progress. These internal records are not anonymous.

Externally shared benchmarking and public trend reporting will not identify individual participants, providers or services. We will aggregate findings and take steps to prevent identification. Named case studies, testimonials or individual results will only be published with appropriate permission.

6. Storage and service providers

We use Google Workspace, including Google Forms, Sheets and Docs, to collect responses, manage records and prepare reports. Google processes information on our behalf under its applicable service and data processing terms.

Google’s arrangements may involve processing outside the UK. Where international transfers occur, applicable UK data protection requirements must be met, including an adequacy arrangement or appropriate contractual safeguards. You can contact us for information about the arrangements relevant to your data.

We use appropriate technical and organisational measures to protect information against unauthorised access, loss or misuse.

7. Retention

We retain participant names and business contact details for the duration of their involvement in PRI, including annual assessments, reporting, progress reviews and related communications. These details are reviewed at renewal and when participation ends, and deleted when no longer required. Where information must be retained for a legal obligation or to establish, exercise or defend legal claims, it will be limited to what is necessary for that purpose.

Assessment responses and scores are retained for up to six years from each assessment to support progress comparisons, benchmarking and trend analysis. Personal identifiers are removed when no longer required, including from retained reports and associated records where applicable. Removing a name alone does not make a record anonymous; any remaining personal information continues to be protected under this notice.

At the end of the retention period, records are securely deleted or effectively anonymised. Statistics that have been effectively anonymised may be retained for longer-term analysis.

8. Your rights

Depending on the circumstances and applicable legal conditions, you may have the right to:

  • Access your personal information.

  • Request correction of inaccurate information.

  • Request deletion or restriction of processing.

  • Receive certain information in a portable format, where that right applies.

You have the right to object to processing based on legitimate interests.

To exercise your rights, contact hello@fletcheroakmont.co.uk. These rights concern personal information; they do not automatically apply to all information about a limited company.

You may also complain to the Information Commissioner’s Office at https://ico.org.uk. We welcome the opportunity to address your concerns first.

9. Changes to this notice

We may update this notice to reflect changes to PRI or our information handling practices. The date above shows the latest update. Material changes will be brought to participants’ attention where required.