Summary - Information we collect and how it is used:
On certain pages, we give users the option of providing us with contact information, including name, phone and email address, as a requirement. Providing this information is voluntary and we will only use it internally in order to respond to your enquiry. We will not pass or sell your information to any third party.
We send out email communication, related to appointment confirmation, schedule notices, and specifically contact you for reasons directly related your use of our services. We send out periodic broadcast emails that contain relevant health information and offers for our services you have used in the past. You may cancel participation in email newsletters by following the instructions on each newsletter. Information you provide may be used for our online marketing purposes, including but not limited to, one-off promotional emailing, direct mail and sales contacts.
We may collect and store financial information of our patients. This is given to us at the time of your initial booking, or in person when you arrive for your appointment. We offer an automatic charge facility and require your card details. These details once entered, only show the last 4 digits. We do not store your card CVV details. These details are held on a secure sever that is protected by regular vulnerability scans. We have a PCI and DSS certification through Trustwave and Security Metrics
We will honour all requests for list removal sent to us at email@example.com
1. This is a notice to inform you of our policy about all information that we record about you. It sets out the conditions under which we may process any information that we collect from you, or that you provide to us. It covers information that could identify you (“personal information”) and information that could not. In the context of the law and this notice, “process” means collect, store, transfer, use or otherwise act on information.
2. We regret that if there are one or more points below with which you are not happy, your only recourse is to leave our website immediately.
3. We take seriously the protection of your privacy and confidentiality. We understand that all our clients and visitors to our website are entitled to know that their personal data will not be used for any purpose unintended by them, and will not accidentally fall into the hands of a third party.
4. We undertake to preserve the confidentiality of all information you provide to us, and hope that you reciprocate.
5. Our policy complies with UK law accordingly implemented, including that required by the EU General Data Protection Regulation (GDPR).
6. The law requires us to tell you about your rights and our obligations to you in regards to the processing and control of your personal data. We do this now, by requesting that you read the information provided at www.knowyourprivacyrights.org
7. Except as set out below, we do not share, or sell, or disclose to a third party, any information collected through our website.
The law requires us to determine under which of six defined bases we process different categories of your personal information, and to notify you of the basis for each category.
If a basis on which we process your personal information is no longer relevant then we shall immediately stop processing your data.
If the basis changes then if required by law we shall notify you of the change and of any new basis under which we have determined that we can continue to process your information.
1. Information we process because we have a contract with you
When you become our client, a contract is formed between you and us.
The service we provide to you as a client necessarily entails you providing us with personal information.
We process this information on the basis there is a contract between us, or that you have requested we use the information before we enter into a legal contract.
Additionally, we may aggregate this information generally use it to provide class information, for example to monitor the performance of a particular service we provide. If we use it for this purpose, you as an individual will not be personally identifiable.
We shall continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract. As required by law we need to hold on to your medical records for a period of 8 years.
2. Information we process with your consent
Through certain actions when otherwise there is no contractual relationship between us, such as when you browse our website or ask us to provide you more information about our services, you provide your consent to us to process information that may be personal information.
Wherever possible, we aim to obtain your explicit consent to process this information.
Sometimes you might give your consent implicitly, such as when you write to us requesting a response.
Except where you have consented to our use of your information for a specific purpose, we do not use your information in any way that would identify you personally. We may aggregate it in a general way and use it to provide class information.
If you have given us explicit permission to do so, we may from time to time pass your name and contact information to selected associates whom we consider may provide services or products you would find useful. Like contact acting your GP, consultant of another health professional
We continue to process your information on this basis until you withdraw your consent or it can be reasonably assumed that your consent no longer exists.
You may withdraw your consent at any time by writing to us at our registered office or by e-mail at firstname.lastname@example.org. If you do so, we shall not be able to provide our services further.
3. Information we process for the purposes of legitimate interests
We may process information on the basis there is a legitimate interest, either to you or to us, of doing so.
Where we process your information on this basis, we do after having given careful consideration to:
· whether we could achieve the same objective by other means
· whether processing (or not processing) might cause you harm
· whether you would expect us to process your data, and whether you would, in the round, consider it reasonable to do so
For example, we may process your data on this basis for the purposes of:
· record-keeping for the proper and necessary administration of our business
· protecting and asserting your rights, our rights, or the rights of any other third party
· insuring against or obtaining professional advice that is required to manage business risk
· protecting your interests where we believe we have a duty to do so.
4. Information we process because we have a legal obligation
We are subject to the law like everyone else. Sometimes, we must process your information in order to comply with a statutory obligation.
For example, we may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order.
This may include your personal information.
5. Information relating to your method of payment
Payments are made by cash, cheque or credit/debit card at the time of your appointment. We use Mindbody Online to process transactions through this website. You will be redirected to their interface to conclude any transactions. Please note that when you create your account with us online, please click that you have accepted the terms and conditions of purchase. Details of these terms are available when you create your account.
Your debit or credit card number and other payment information is never taken by us or transferred to us either through our website or otherwise. When you pay in person the full long card number is not visible. On Mind Body Online, we are able to store information about your debit or credit card or other means of payment when you first provide it to us. We are unable to see the full card details. We store this payment information in order both to make repeat purchasing of our services easier, and to help us prevent fraud.
We take the following measures to protect your payment information:
5.1. We keep your payment information encrypted
5.2. We do not keep all your payment information so as:
5.2.1 to prevent the possibility of our duplicating a transaction by accident
5.2.2 to prevent any other third party from carrying out a transaction without your consent
5.3. Access to your payment information is restricted to authorised staff only.
We automatically delete your payment information when a credit or debit card expires.
6. Payments by Direct Debit
If you pay us by Direct Debit, the information you give to us is passed to our own bank for processing according to our instructions. We do not keep a copy.
We keep this information only for the duration of the Direct Debit arrangement.
We are registered under the Direct Debit guarantee scheme. This provides for the customer's bank to refund disputed payments without question, pending further investigation. Direct Debits can only be set up for payments to beneficiaries that are approved originators. In order to be approved, these beneficiaries are subjected to careful vetting procedures. Once approved, they are required to give indemnity guarantees through their banks.
7. Job application and employment
If you send us information in connection with a job application, we may keep it for up to three years in case we decide to contact you at a later date.
If we employ you, we collect information about you and your work from time to time throughout the period of your employment. This information will be used only for purposes directly relevant to your employment. After your employment has ended, we will keep your file for six years before destroying or deleting it.
8. Contacting us
When you contact us, whether by telephone, by post, through our website or by e-mail, we collect the data you have given to us in order to reply with the information you need.
We record your request and our reply in order to increase the efficiency of our business.
We may keep personally identifiable information associated with your message, such as your name, telephone and email address so as to be able to track our communications with you to provide a high quality service.
When we receive a complaint, we record all the information you have given to us.
We use that information to resolve your complaint.
If your complaint reasonably requires us to contact some other person, we may decide to give to that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give information, and if we do, what that information is.
We may also compile statistics showing information obtained from this source to assess the level of service we provide, but not in a way that could identify you or any other person.
If you complain about any of the content on our website or in any brochure, we shall investigate your complaint. If we feel it is justified or if we believe the law requires us to do so, we shall remove the content while we investigate.
If we think your complaint is vexatious or without any basis, we shall not correspond with you about it.
Cookies are small text files that are placed on your computer's hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalised experience and the website owner with statistics about how you use the website so that it can be improved.
Some cookies may last for a defined period of time, such as one day or until you close your browser. Others last indefinitely.
Your web browser should allow you to delete any you choose. It also should allow you to prevent or limit their use.
10.1. to track how you use our website
10.2. to record whether you have seen specific messages we display on our website
10.3. to keep you signed in our site
10.4. to record your answers to surveys and questionnaires on our site while you complete them
10.5. to record the conversation thread during a live chat with our support team
11. Personal identifiers from your browsing activity
Requests by your web browser to our servers for web pages and other content on our website are recorded through google analytics.
We record information such as your geographical location, your Internet service provider and your IP address. We also record information about the software you are using to browse our website, such as the type of computer or device and the screen resolution.
We use this information in aggregate to assess the popularity of the webpages on our website and how we perform in providing content to you.
If combined with other information we know about you from previous visits, the data possibly could be used to identify you personally, even if you are not signed in to our website.
12. Information we obtain from third parties
Although we do not disclose your personal information to any third party (except as set out in this notice), we sometimes receive data that is indirectly made up from your personal information from third parties whose services we use.
No such information is personally identifiable to you.
13. Credit reference
To assist in combating fraud, we share information with credit reference agencies, so far as it relates to clients or customers who instruct their credit card issuer to cancel payment to us without having first provided an acceptable reason to us and given us the opportunity to refund their money.
Access to your own information
14. Access to your personal information
14.1. At any time you may review or update or request that we remove personally identifiable information that we hold about you. To obtain a copy of any information that is not provided on our website you may send us a request at email@example.com
14.2. After receiving the request, we will tell you when we expect to provide you with the information, and whether we require any fee for providing it to you.
14.3. When we receive any request to access, edit or delete personal identifiable information we shall first take reasonable steps to verify your identity before granting you access or otherwise taking any action. This is important to safeguard your information.
15.2. If a dispute is not settled then we hope you will agree to attempt to resolve it by engaging in good faith with us in a process of mediation or arbitration.
15.3. If you are in any way dissatisfied about how we process your personal information, you have a right to lodge a complaint with the Information Commissioner's Office. This can be done at https://ico.org.uk/concerns/
16. Retention period for personal data
Except as otherwise mentioned in this privacy notice, we keep your personal information only for as long as required by us:
16.1. to provide you with the services you have requested;
16.2. to comply with other law, including for the period demanded by our tax authorities;
16.3. to support a claim or defence in court.
17. Compliance with the law
We may update this privacy notice from time to time as necessary. The terms that apply to you are those posted here on our website on the day you use our website. We advise you to print a copy for your records.