Privacy Policy

The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

·     Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth, gender, photographs, videos and educational plans, employer or school information (where necessary), .

·       Contact Data includes billing address, delivery address, email address and telephone numbers.

·       Financial Data includes bank account and payment card details.

·       Transaction Data includes details about payments to and from you and other details of services you have purchased from us.

·       Profile Data includes purchases or orders made by you, your interests, preferences, feedback and survey responses.

·       Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We collect certain Special Categories of Personal Data about you. The special category data we collect about you is information about your health including reports and letters from healthcare professionals, solicitors reports and referral reports. We collect this information to be able to perform our contract with you and provide you with the relevant services that are specific to your needs. We do not collect any other special categories of personal data about you. Nor do we collect any information about criminal convictions and offences.                           

How we use your personal information

We use your personal information to:

•    contact you;

•    process and provide the services that you have contracted with us to receive;

•    manage payments;

•    collect and recover money owed to us;

•    carry out or exercise our rights and obligations arising from any contract for services;

•    ask you to leave a review or take a survey.

Who we share your personal information with

We may share personal information with the following external third parties:

•    law enforcement or other authorities if required by applicable law;

•    Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services; and

•    HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.

We will not share your personal information with any other third party.

Whether information has to be provided by you, and if so why

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with the services). In this case, we may have to cancel the contract for the provision of services you have with us but we will notify you if this is the case at the time.

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

Third-party marketing

We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.

Opting out

You can ask us or third parties to stop sending you marketing messages at any time by contacting us at any time.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product purchase, warranty registration, product experience or other transactions.

How long we keep your personal information for

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

In compliance with our professional regulatory body requirements we keep information about our customers who are minors (including Contact, Identity, Financial, Transaction and Special Categories of Data) for 7 years following their 18th birthday.

Reasons we can collect and use your personal information

We have set out below a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the information below.

1. Purpose/Activity -To register you as a new client

To process and provide you with our services including:

(a) Manage payments, fees and charges

(b) Collect and recover money owed to us

Type of data

(a) Identity

(b) Contact

(a) Identity

(b) Contact

(c) Financial

(d) Transaction

(e) Marketing and Communications

Lawful basis for processing including basis of legitimate interest

Performance of contract with you

(i) Performance of a contract with you

(ii) Necessary for our legitimate interests (to recover debts due to us)

2. Purpose/Activity - To provide you with information about our services and make suggestions to you about our services that best suit your specific needs

Type of data

(a) Identity

(b) Contact

(c) Financial

(d) Special Categories of Personal Data (Health Data)

Lawful basis for processing including basis of legitimate interest

Performance of a contract with you provided you give us your explicit consent

3. Purpose/Activity - To manage our relationship with you which will include:

(a) Notifying you about changes to our terms or privacy policy

(b) Asking you to leave a review or take a survey

Type of data

(a) Identity

(b) Contact

(c) Profile

(d) Marketing and Communications

Lawful basis for processing including basis of legitimate interest

(i) Performance of a contract with you

(ii) Necessary to comply with a legal obligation

(iii) Necessary for our legitimate interests (to keep our records updated)

4. Purpose/Activity - To make suggestions and recommendations to you about services that may be of interest to you

Type of data

(a) Identity

(b) Contact

(c) Technical

(d) Profile

(e) Marketing and Communications

Lawful basis for processing including basis of legitimate interest

Necessary for our legitimate interests (to develop our products and grow our business)

Data Transfer Outside the European Union We do not transfer your personal data outside the European Economic Area (EEA).

Your rights

Under the General Data Protection Regulation you have a number of important rights free of charge.                    

In summary, those include rights to:

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

·       Otherwise restrict our processing of your personal information in certain circumstances

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 individuals rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

·       Email, call or write to us;

·       Let us have enough information to identify you (e.g. name, address and telephone number);

·       Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and

·       Let us know the information to which your request relates, including any order numbers, if you have them

Keeping your personal information secure

We are committed to ensuring that your personal information is kept secure. In order to prevent unauthorised access or disclosure, we have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain

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

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 this privacy notice We may change this privacy notice from time to time, when we do we will inform you via email, telephone, post or hand-delivered post.

How to contact us Please contact us if you have any questions about this privacy notice or the information we hold about you.

If you wish to contact us, please send an email to sheena@sherwoodtherapyservices.com, write to Sherwood Therapy Services Ltd, 3 Maurice Drive, Nottingham, NG3 5GF or call 0115 8500433.