Phoenix Health and Wellbeing is committed to protecting and respecting your privacy. This notice explains why we collect your personalinformation and how we use it when you enquire about or use our services.
What personal information do we collect from or about you?
When you make an enquiry about our services or book an appointment, we will collect and retain information that you have provided to us, including:
- your contact details (name, email, phone numbers, address)
- your communication preferences
- the services you are interested in
- some demographic information about you including age range, profession
- the source of your enquiry
We require this information to effectively follow up your enquiry and meet your needs. If you do not provide adequate information, we may not be able to do this.
If you enquire via a 3rd-party (e.g. Treatwell), the 3rd party provider, with your permission, will pass the details you gave them to us in order that we may provide you with further information.
As we follow up your enquiry, we will process further information including:
- the services you are interested in
- notes on conversations and meetings you have had with us, including our counsellors or therapists
- any correspondence we send and/or have received from you
If you use any of our services we will process information on the nature of the service provided and any relevant medical information you may provide such as allergies, disease, disabilities etc..
How do we use your personal information?
We are required to have a legal basis for processing your personal information. These are most commonly:
- to perform or take steps to enter into a contract with you
- to comply with a legal obligation
- where we have your explicit consent, freely given
- where it is necessary for our legitimate interests and these are not overridden by your rights and interests
When you make an enquiry, we will use the personal information we hold about you to take steps towards entering into a contract with you such as to:
- follow up your enquiry and provide further information you have requested about the services you have shown an interest in
- we will make you aware of new services and other marketing information based on your consent
- we will use your personal information to tailor our services, understand how you heard about us, improve our website and adapt our marketing channels as we have a legitimate interest to do this
If you book or attend an appointment with us, we will use your personal information, including passing it to 3rd-parties, to:
- mange your booking
- provide your counsellor or therapist with background information relevant to the service they will provide
We will also use your personal information to comply with our legal obligations, for example to:
- establish your identity
- comply with requests from statuary authorities, police etc
We may use your information to tailor our marketing activity based on your interests and preferences. We will not use your information to carry out any automated profiling that could have a legal effect on you.
What is our policy on retaining your information?
You may unsubscribe from our marketing activities, and/or state that you are no longer interested in our homes, at any time by using the “unsubscribe” link in each email we send you, or by emailing firstname.lastname@example.org.
If you have enquired about or used our services we will keep all the information you have provided for 3 years in case you would like to use our services within that time frame, after that it will be permanently deleted. We will also remove your personal information:
- if you unsubscribe from all our marketing activities, or
- tell a member of staff you are no longer interested in our services
However, we will retain records of your name, postcode, the date of your first enquiry, the names and dates of the counsellors or therapists whose services you have used, the history of the consents you have given and our communications (including any email correspondence between you and Redrow concerning your enquiry) for a further period of seven years in accordance with our Data Retention Policy.
We will generally retain emails for seven years and this may include any sensitive information, medical, financial or otherwise, that you have provided.
Who we share your personal information with?
We will take reasonable steps to ensure that any 3rd party we pass your personal information to protects and respects your information and complies with the relevant regulations.
We may pass your contact details to a third-party website to manage the bookings of our services
We may pass your contact details to 3rd-parties to provide feedback from you on the services we have provided for our legitimate interests and industry-wide reporting unless you exercise your right to object.
In accordance with the EU General Data Protection Regulations (GDPR) and the UK Data Protection Act (2018), you have the right to access the information we hold about you, to correct it, erase it, ask us to discontinue or restrict processing it, to object to how we are using it, the right to data portability and the right to withdraw any consent previously given.
Not all of these rights are absolute rights and they may be subject to exceptions. Also, it is unlikely that the right to data portability will apply to personal information regarding you that we process. However, the right to withdraw any consent previously provided or to object to direct marketing are absolute rights.
You may see information we hold about you, correct it and change your communications preferences by contacting the Counsellor or Therapist you have been dealing with. Alternatively, you may write to us providing a) details of the information you wish to see, correct or have removed and b) a means by which we may verify your identity.
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
You may contact us as the data controller if you have any concerns regarding how we use your personal information at email@example.com or by writing to us at: Phoenix Health and Wellbeing, Lower Ground Floor, 30 Park Place, Leeds LS1 2SP.
If you still have a concern about how we process your personal information you also have the right to report it to the Information Commissioner’s Office (ICO) – see https://ico.org.uk/concerns.
You can at any time change or withdraw your consent from the Cookie Declaration on our website.
Your consent applies to the following domains: www.phoenixhealthandwellbeing.org.uk
What are cookies ?
Cookies are small text files that are used to store small pieces of information. The cookies are stored on your device when the website is loaded on your browser. These cookies help us make the website function properly, make the website more secure, provide better user experience, and understand how the website performs and to analyze what works and where it needs improvement.
The third-party cookies used on our websites are used mainly for understanding how the website performs, how you interact with our website, keeping our services secure, providing advertisements that are relevant to you, and all in all providing you with a better and improved user experience and help speed up your future interactions with our website.
What types of cookies do we use ?
Essential: Some cookies are essential for you to be able to experience the full functionality of our site. They allow us to maintain user sessions and prevent any security threats. They do not collect or store any personal information. For example, these cookies allow you to log-in to your account and add products to your basket and checkout securely.
Statistics: These cookies store information like the number of visitors to the website, the number of unique visitors, which pages of the website have been visited, the source of the visit etc. These data help us understand and analyze how well the website performs and where it needs improvement.
Marketing: Our website displays advertisements. These cookies are used to personalize the advertisements that we show to you so that they are meaningful to you. These cookies also help us keep track of the efficiency of these ad campaigns.
The information stored in these cookies may also be used by the third-party ad providers to show you ads on other websites on the browser as well.
Functional: These are the cookies that help certain non-essential functionalities on our website. These functionalities include embedding content like videos or sharing contents on the website on social media platforms.
Preferences: These cookies help us store your settings and browsing preferences like language preferences so that you have a better and efficient experience on future visits to the website.
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How can I control the cookie preferences ?
In addition to this, different browsers provide different methods to block and delete cookies used by websites. You can change the settings of your browser to block/delete the cookies. To find out more out more on how to manage and delete cookies, visit wikipedia.org, www.allaboutcookies.org.