Privacy Policy
At Wellness in Minds we take your privacy very seriously and are committed to protecting the security of your personal information.
This Notice explains how we, Wellness in Minds, may collect and use the information you give us, the conditions under which we may disclose it to others and how we keep it secure.
We may change this Notice from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, you agree to be bound by this Notice.
Wellness in Minds has appointed a Data Protection Officer, who can help you with any queries about the information in this privacy notice: by email - info@wellnessinminds.co.uk or by post, marked for the attention of the Data Protection Officer at Wellness in Minds, Unit 8, Stow Court, Stow cum Quy, Cambridge, CB25 9AS.
1. Who we are
Wellness in Minds is a company limited by guarantee.
The information in this Privacy Notice relates to personal information which is obtained by the above entity and for which Wellness in Minds is the Data Controller under data protection legislation.
2. What type of personal information is collected from you
The personal information we collect from you is limited to what is necessary to enable us to carry out the purposes for which it is collected. The type of personal information we collect depends on the context of your interactions with Wellness in Minds and the choices you make, including your privacy settings.
The data we may collect, store and use can include the following:
Name and contact information. We may collect your first and last name, title, job title and company name, email address, postal address, phone number and other similar contact data.
Payment information. We collect data necessary to process your payment if you purchase one of our services, such as your payment instrument number (such as a credit card number or bank account number) and the security code associated with your payment instrument.
Any personal information which you choose to provide us with in correspondence with you.
We may collect other online identifiers including cookies information (for more information please see the section below (‘Cookies Policy’)), the internet browser and devices you are using and the pages you visited on our website and how long you visited us for.
You have choices about some of the personal information we collect. When you are asked to provide personal information, you may decline. Please note that if you choose not to provide personal information that is necessary to enable us to carry out your request - for instance, to purchase one of our services - we may not be able to fulfil that request.
We may provide links via Wellness in Minds websites to other websites. The privacy practices of these third-party websites are outside our control and in these cases, you should check the privacy notices of any third-party websites before disclosing any personal information.
3. How we collect your personal information
There are various ways you might share your personal information with Wellness in Minds, depending on how you interact with us. At present we offer the following channels of communication (though not all may be available to you and will depend on the reason for your contact with us):
Websites - online forms
Paper forms
Email
Text
Face to face
For instance, you might provide personal information through our websites, by text, by telephone or by completing an online form.
You might send us an e-mail requesting support with a product or service, and personal information might be collected by us to enable us to deal with your enquiry.
When you visit our website, we may use marketing analytics products and providers to measure the effectiveness of our websites, which may entail the collection of personal information in the form of online identifiers.
4. How we use your personal information
There are various ways in which we may use or process your personal information. We list these below and the legal basis we rely on in each case.
4a. Consent
Where you have provided your consent, we may use and process your personal information to:
Contact you from time to time about our courses and services which we reasonably think may be of interest to you. Please be assured that we will not spam you and such communications will be aligned to the consent you have given us.
Promote Wellness in Minds using a review or testimonial you have written, a case study about you, or photograph or video footage featuring you. These may be featured in social media, printed and digital media, television and radio communications.
You can withdraw your consent at any time by contacting us using the details provided within the section below (‘Your Right To Withdraw Consent To Processing Of Personal Information’) or, in relation to any marketing messages you receive, by using the unsubscribe option included in those messages.
4b. Contractual performance
We may use and process your personal information to perform a contract with you (or a contract made with someone else which requires us to provide services to you, such as a training course) and to fulfil and complete your orders for services, and other transactions entered into with us.
4c. Legitimate interests
We may use and process your personal information where it is necessary for us to carry out activities which are in our legitimate interests as a business charity. The main legitimate interests we rely on are :
(i) To operate lawfully and effectively and to administer all aspects of our business as a training, mentoring and therapy provider.
(ii) Supporting clients in booking training courses and with other enquiries
We will process your personal information to respond to any correspondence you send us and fulfil the requests you make to us, both before and after purchase. We will also process your personal information to carry out reasonable administration of your booking.
(iii) Processing necessary for us to understand and respond to clients’ needs
We may process personal information to analyse, evaluate and improve our services (we will generally use data amalgamated from many people so that it doesn’t identify you personally).
You may choose to give us feedback on any of your experiences with Wellness in Minds, and your feedback together with any personal information you provide will enable us to analyse, evaluate and improve your client experience and to respond to you as appropriate.
(iv) Communicating with our existing and potential clients
Processing necessary for us to promote our business and services, and measure the reach and effectiveness of our campaigns
We may send you marketing information from time to time after you have purchased a service from us or made a purchasing enquiry, or requested other information of interest in a business context. We will only contact you with information about our own services and any other information we believe may be of interest to you (and in ways the law allows), which we hope you will like. You have the right to object to us sending you this information at any time. Please see the section below for information on how to do this (‘Your Rights in Connection with Personal Information’).
We may also contact you from time to time with marketing information (unless you object) if you are acting on behalf of a business or where we have obtained your business contact details from a data broker or public business directory. In relation to any such information we send by email or SMS, we will include an option allowing you to object to receiving future messages by unsubscribing.
We may contact you with targeted advertising delivered online through social media and other platforms operated by other companies, unless you object. You may receive advertising based on information about you that we have provided to the platform or because, at our request, the platform has identified you as having similar attributes to the individuals whose details it has received from us. To find out more, please refer to the information provided in the help pages of the platforms on which you receive advertising from us.
We may process your personal information to identify and record when you have received, opened or engaged with our website or electronic communications. Please see the section below (‘Use of Cookies’) for more information.
We may use photographs or video footage which feature you, but which do not identify you by name, to promote Wellness in Minds®.
(v) Processing necessary for us to operate the administrative and technical aspects of our business efficiently and effectively
We may have to verify the accuracy of information that we hold about you and create a better understanding of you as a client.
We may process your personal information for network and information security purposes, for example, for us to take steps to protect your information against loss, damage, theft or unauthorised access.
We may process your personal information to comply with a request from you in connection with the exercise of your rights. For example, where you have asked us not to contact you for marketing purposes, we will keep a record of this on our suppression lists in order to be able to comply with your request.
We may process your personal information to inform you of updates to our terms and conditions and policies.
(vi) Legal obligation
We may process your personal information to comply with our legal requirements.
4d. Other grounds for processing
(i) Vital interest
Sometimes we will need to process your personal information for life saving medical diagnosis and treatment purposes.
(ii) Change of purpose
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or consent, in accordance with this Notice, where this is required or permitted by law.
5. Your right to withdraw consent to processing of personal information
If you have consented to the collection, processing and transfer of your personal information for a specific purpose(s), you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact our Data Protection Officer by email - info@wellnessinminds.co.uk or by post, marked for the attention of the Data Protection Officer at Wellness in Minds, Unit 8, Stow Court, Stow cum Quy, Cambridge, CB25 9AS
As quickly as possible and in any event within 30 days of receiving notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to (unless we have another legitimate basis for doing so in law). Please note that if you ask us to stop sending marketing information we will update our records to stop further mailings as quickly as we can, but you may still receive further mailings which were already in progress prior to your asking us to stop for up to 2 months.
The withdrawal of your consent will not affect the lawfulness of our processing based on your consent before you withdrew your consent.
6. Data Sharing
We will not sell or rent your information to third parties.
We may have to share your data with third parties, as described below. If we do, you can expect a similar degree of protection in respect of your personal information to that provided by us. We require third parties to respect the security of your data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
We may pass your personal information to our third-party service providers, including contractors and designated agents, and other associated organisations for the purposes of completing tasks on our behalf (for example to process donations and payments, to fundraise, send you Wellness in Minds® communications, to supply you with goods and services, to resolve product queries or issues and to assist us with marketing analysis). However, when we use third party service providers, we disclose only the personal information that is reasonably necessary to deliver the service.
We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or re-organisation, or if we’re under a legal duty to disclose or share your personal data in order to comply with or enforce any legal obligation or rights or to enforce or apply our terms of use or to protect the rights, property or safety of our supporters and customers. However, we will aim to protect your privacy.
Your personal information will not be processed or stored outside the United Kingdom.
7. How long we keep your personal information for
We will only retain your personal information for as long as necessary for the purposes we collected it for, as set out in our Data Retention Schedule, including for the purposes of satisfying any legal, accounting or reporting requirements. To determine the appropriate retention period for personal information, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your data, the potential risk of harm from unauthorised use or disclosure of your data, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.
For further information about the retention period in a particular case, please contact our Data Protection Officer by email - info@wellnessinminds.co.uk, or by post, marked for the attention of the Data Protection Officer at Wellness in Minds, Unit 8, Stow Court, Stow cum Quy, Cambridge, CB25 9AS
8. How we keep your data safe
Wellness in Minds would like to reassure you that we use appropriate security measures to protect your personal information against unauthorised or unlawful processing and against accidental loss, destruction or damage. These measures may include, but are not limited to, a range of organisational safeguards such as staff training, and duties of confidentiality and the following technical safeguards listed below. We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach, where we are legally required to do so.
Secure log on/authentication
As well as requiring staff to enter usernames and passwords, our systems also check that a particular computer or program is authorised to access and manipulate data before allowing it to do so.
Access controls and role based access controls
Staff are prevented from accessing our systems unless they enter their user name and password. In addition, we restrict whose personal data each user can access depending on their role at Wellness in Minds and individual data files are password protected. Everyone with access to your personal information are subject to a duty of confidentiality and will only process your personal information on our instructions.
Data back-up and restoration
We regularly back-up our systems and data which means that we can restore or recover the system and data from a back-up file.
Device controls
We protect our devices by using Firewalls that only allow access between different networks based upon strict security criteria. For example, a Web Application Firewall filters, monitors and blocks any internet traffic to and from a web application such as webmail and online forms. It detects and blocks anything malicious.
9. Changes to your personal information
Please let us know if your contact information changes so that we can ensure that our records are accurate and up to date. You can request that we change your contact details by contacting our Data Protection Officer by email - info@wellnessinminds.co.uk, or by post, marked for the attention of the Data Protection Officer at Wellness in Minds, Unit 8, Stow Court, Stow cum Quy, Cambridge, CB25 9AS.
10. Your rights in connection with personal information
By law you have the right to:
Request access to your personal information. This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us to continue processing it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
Object to processing of your personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for process it.
Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please send a written request to our Data Protection Officer by email – info@wellnessinminds.co.uk, or by post- marked for the attention of the Data Protection Officer at Wellness in Minds, Unit 8, Stow Court, Stow cum Quy, Cambridge, CB25 9AS.
We will ask you for information to confirm your identity and, where applicable, to help us search for your personal information. Except in rare cases, we will respond to you within 30 days after we have received any request (including any identification documents requested).
11. Use of Cookies
What are cookies and how we use them
Cookies are text files containing small amounts of information which are downloaded to your computer or device and which do lots of different jobs.
When you first visited the website, you would have been given a choice about what cookies are set.
Some cookies are necessary to make the website work properly, for example allowing us to show you the right web page, and helping us to keep our website secure. Performance cookies help us to analyse and improve how our website works, and are optional. Marketing cookies help to ensure the adverts you see online are more relevant to you and your interests, and are optional.
Cookies which are set by us are called ‘first-party’ cookies. We also use third-party cookies – which are cookies from a domain different than the domain of the website you are visiting – for our advertising and marketing efforts.
You can see the full list of cookies on our website, and change your preferences, here. <hyperlink>
12. Organisation Contact
We have appointed a Data Protection Officer to oversee compliance with this Notice. If you have any questions about this Notice or how we handle your personal information, please contact our Data Protection Officer by email - info@wellnessinminds.co.uk, or by post, marked for the attention of the Data Protection Officer at Wellness in Minds, Unit 8, Stow Court, Stow cum Quy, Cambridge, CB25 9AS.
13. Right to make a complaint
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues. The contact details for the Information Commissioner’s Office, the data protection regulator in the UK, are below:
Post: Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Call: 0303 123 1113
Email: casework@ico.org.uk