The Wellbeing Centre 

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Website privacy policy

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This website is operated by The Wellbeing Centre 

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The privacy of our users is extremely important to us and therefore we encourage all users to read this policy very carefully because it contains important information regarding:

• who we are;

• how and why we collect, store, use and share personal information;

• your rights in relation to your personal information; and

• how to contact us and supervisory authorities in the event that you have a complaint.

Who we are

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The Wellbeing Centre collects, uses and are responsible for storing certain personal information about you. When we do so, we are regulated under the General Data Protection Regulation which apply across the European Union (including the United Kingdom) and we are responsible as a ‘controller’ of that personal information for the purposes of those laws.

The personal information we collect and use

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Personal information you provide to us

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We collect the following personal information that you provide to us:

Name, email address, date of birth, contact number, address, who your GP is and their address and any medication you maybe taking.

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Some examples of when we collect this information include:

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When signing up to newsletters or when you first register to see a Counsellor.

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Sensitive personal information

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Sensitive personal information includes any information which relates to the following:

• your genetic data;

• your biometric data;

• your ethnic origin;

• your political opinions;

• your religious beliefs;

• whether you belong to a trade union;

• your physical or mental health or condition;

• your sexual orientation; and

• whether you have committed a criminal offence.

 

We may request that you provide sensitive information, but if we do, we will in every instance explain why we are requesting it and how we intent to use it. We will only collect your sensitive personal information with your explicit consent.

Some examples of when we may request sensitive personal information include:

Recording accessibility requirements prior to treatment, communication on health symptoms through email or web messaging services.

Personal information you provide about third parties

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If you give us information about another person, you confirm that the other person has appointed you to act on their behalf and agreed that you:

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• shall consent on their behalf to the processing of their personal data;

• shall receive any data protection notices on their behalf;

• shall consent on their behalf to the transfer of their personal data abroad; and

• shall consent on their behalf to the processing of their sensitive personal data

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​Monitoring and recording communications

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We may monitor communications such as emails and telephone calls for the following purposes:

Quality assurance, training, archive emails regarding health conditions and enquiries. This will be carried out in the strictest of confidence. 

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Cookies and similar technologies

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A cookie is a small text file which is placed onto your computer or electronic device when you access our website. Similar technologies include web beacons, action tags, local shared objects (‘flash cookies’) and single-pixel gifs. Such technologies can be used to track users’ actions and activities, and to store information about them. We use these cookies and/or similar technologies on this website.

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In addition it should be noted that in some cases our cookies or similar technologies may be owned and controlled by third parties who will also collect personal information about you.

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The following examples illustrate how we may use cookies to monitor and/or collect the following information:

How may times a user visits the site, location data, traffic

This information helps us to build a profile of our users. Some of this information may be aggregated or statistical, which means that we will not be able to identify you individually.

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On the first occasion that you use our site we will ask whether you consent to our use of cookies. If you do not, cookies will not be used. Thereafter you can opt-out of using cookies at any time or you can set your browser not to accept cookies and the websites below tell you how to remove cookies from your browser. However, some of our website features may not function as a result.

For further information on our use of cookies, please see our Website cookie policy.

For further information on cookies generally visit www.aboutcookies.org or www.allaboutcookies.org.

How we use your personal information

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We collect information about our users for the following purposes:

Manage accounts and statistics

Who your information may be shared with

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We may share your information with:

• Law enforcement agencies in connection with any investigation to help prevent unlawful activity;;

• Personal data and consent forms will be shared with the chosen practitioners with whom bookings are made with.

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We will not share you personal information with any other 3rd parties.

Marketing

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We would like to send you information about products, services, offers, competitions and our business which may be of interest to you. Such information could be sent by post, email, telephone, text message or automated call.

We will ask whether you would like us to send you marketing messages on the first occasion that you provide any relevant contact information (i.e. on purchase, signing up to a newsletter, entering a competition etc). If you do opt in to receive such marketing from us you can opt out at any time (see ‘What rights do you have?’ below for further information). If you have any queries about how to opt out, or if you are receiving messages you do not want you can contact us using the details provided below.

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How long your personal information will be kept

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We will hold your personal information for the following periods:

Name and address 6 years to satisfy U.K. tax law.

Session notes are to be kept for 8 years as instructed by our insurance company. 

These periods are no longer than necessary in each case.

 

Your records are stored securely.  They will be accessible only by your Counsellor or therapist. Your notes cannot be passed on to anyone else, including other medical professionals or solicitors, without your written consent.

 

Your personal information is a necessary precursor to any treatment. Failure to work with a complete medical history goes against the Practice Standards, therefore you will not be treated if you do not provide the necessary information.

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Reasons we can collect and use your personal information

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We rely on the following as the lawful basis on which we collect and use your personal information:

(1). consent;

(2). legal obligation.

The basis upon which we process your sensitive information (i.e. special category as defined in the GDPR) is:

(1). the explicit consent of users;

(2). for employment, social security or social protection reasons;

(3). it is necessary for the provision of health or social care;

(4). it is in the interests of public health;

(5). it is for relevant archiving, research and statistical data in the public interest.

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Keeping your information secure

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At The Wellbeing Centre we have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way.

 

Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

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Each individual Therapist is responsible for the security of their Clients personal information and any session notes.

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We will also use technological and organisation measures to keep your information secure. These measures may include the following examples:

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While we will use all reasonable efforts to secure your personal data, in using our site you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that are transferred from you or to you via the internet. If you have any particular concerns about your information, please contact us using the details below.

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Children and the validity of consent

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Where we obtain consent from any user we will take reasonable steps to ascertain whether the user is over 11 years of age and whether the child is sufficiently informed to give valid consent. If the user is not, parental consent will be required to provide consent for the processing of any personal information.

What rights do you have?

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Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:

• fair processing of information and transparency over how we use your use personal information

• access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address

• require us to correct any mistakes in your information which we hold

• require the erasure of personal information concerning you in certain situations

• receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations

• object at any time to processing of personal information concerning you for direct marketing

• object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you

• object in certain other situations to our continued processing of your personal information

• otherwise restrict our processing of your personal information in certain circumstances

• claim compensation for damages caused by our breach of any data protection laws

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For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individual’s rights under the General Data Protection Regulations (http://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/)

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If you would like to exercise any of these rights please:

• email, call or write to us

• let us have enough information to identify you

• let us have proof of your identity (a copy of your driving license, passport or a recent credit card/utility bill)

• let us know the information to which your request relates

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From time to time we may also have other methods to unsubscribe (opt-out) from any direct marketing including for example, unsubscribe buttons or web links. If such are offered, please note that there may be some period after selecting to unsubscribe in which marketing may still be received while your request is being processed.

Do you need extra help?

If you would like this policy in another format (for example: audio, large print, braille) please contact us using the details below.

How to complain

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We hope that we can resolve any query or concern you raise about our use of your information.

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The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.

Changes to the privacy policy

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This privacy policy was published on 1st December 2020 and updated on 8th March 2022.

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We may change this privacy policy from time to time. You should check this policy occasionally to ensure you are aware of the most recent version that will apply each time you access this website.

Contacting us

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If you have any questions about this policy or the information we hold about you, please contact us by:

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Email:

 

thewellbeingcentrebrackley@gmail.com

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Post:

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The Wellbeing Centre

Croft Lodge

39 High Street

Brackley

Northants

NN13 7BW

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