Here at Changes, we aim to be as clear as possible about how and why we use personal information about you
Changes is committed to protecting your personal information and respecting your privacy in everything we do. This Policy lets you know what data we may collect about you, how we use it and gives you information about your rights and how you can get in touch with us.
What information do we collect about you?
We collect name and contact details (such as email, address and telephone number and sometimes what you’re interested in) when you submit an on line form. If you call us to book an appointment we may also collect additional data about you to help us in the process.
When visiting this website, we collect your IP address, data showing when you visited, which pages you looked at, information about your operating system, device and browser version. This data is gathered using commonly used tools such as cookies.
Changes compares information about you in our database with external sources and enriches the data we hold about you. This helps us tailor our communications with you and helps us only offer products and services that you would be interested in, if you choose to receive marketing. It also informs us of some changes, for example when email addresses are no longer valid or mail has been returned, so that we can stop sending marketing.
Why we collect personal information about you and what we do with it?
Where we have your permission (‘consent’)
- To provide you with news about exciting offers and deals that we think will be interesting to you. We will only contact you in the ways you have given us permission to do so. You can change your mind at any time by emailing firstname.lastname@example.org or calling 02392382000.
Where we have a justifiable reason (‘legitimate interests’)
- To enhance or improve your experience with us. This may mean that we learn about your preferences and habits and then tailor our communications with you to make sure that what we send is relevant to you (‘profiling’).
- To put your information together with other customers data and external non personal information so that we better understand our market through analysis to ensure that we keep offering competitive products and services and improve our website.
- To send you marketing materials where we can demonstrate a relationship with you and you have not told us that you do not want to receive these.
- To maintain our list of people who have asked not to receive direct marketing material from us.
- To help keep our website safe and secure.
- To allow our internal business processes to function- for example transacting with our partners, carrying out audits, producing management information and dealing with complaints.
- To undertake market research.
- To request feedback on our performance.
- To assist in training, quality assurance and compliance.
Where we have to do something by law (‘legal obligation’)
- To ensure that your rights are met under the UK Data Protection Act.
- To meet our obligations with law enforcement agencies, courts and other organisations.
- To comply with anti-money laundering regulations.
In exceptional circumstances (‘vital interests’)
- We may use your information in rare situations where vital interests of yourself or another person needs protecting, for example, to trace a missing person or if someone’s life could be in danger.
Who we share your information with?
We do not sell your information to anyone and only use it if we need to with our practitioner partners as part of your treatment enquiry.
We may pass your information to:
- Practitioners who work in the Clinic who are part of the treatment, audit, or continuous improvement process.
- Regulatory bodies, courts and law enforcement agencies.
How long do we keep your personal information?
- We keep records of any dealings you have with us or our partner companies for up to six years after the last contact. This is so that we can respond to any complaints or disputes that may arise.
- We will keep other personal information about you if it is necessary for us to do so to comply with the law.
- Data collected from using the website such as IP address is deleted after 28 days.
Transferring information outside of the EEA
Your personal information may be processed outside the European Economic Area (EEA) where privacy laws may not provide protection to the same level as in the UK. Before any transfer takes place we will take steps to ensure that your personal information will be adequately protected as required by the UK Data Protection Act and that safeguards such as standard contractual clauses are in place.
Your Rights and Choices
Direct Marketing: You have the right to object to direct marketing. This is done by completing emailing email@example.com or by calling 02392382000 or by writing to Changes Clinic, 1000 Lakeside, Western Road, Portsmouth PO6 3EN.
Consent: Where we use your information on this basis, you have the right to withdraw that consent.
Access: You can request a copy of all the personal information we hold about you and other data relating to how we use your information by contacting us.
Correction (“Right to Rectification”): We always want to use the most up to date information about you so please get in touch if you think we don’t have that.
Deletion (“Right to be Forgotten”): In some circumstances, including where we are relying on your consent to use your data, you have a right to request us to delete your information.
“Right to Portability”: If we have collected your data because you have given us consent, or because we need it in order to provide you with a product or service (under a contract), you have the right to receive the information you gave to us back in a ‘machine-readable’ format.
“Right to Object” and “Right to restriction of processing”: If we are using your data for activities under the ‘legitimate interest’ justification and in other circumstances, then you have a right to request restriction of processing and also a right to object to that processing.
Right to obtain human intervention where automated processing has taken place where consent has been given or under a contract and where the processing has a legal or similarly significant effect.
Complain: you have the right to lodge a complaint with the Information Commissioner’s Office if you think that our use of your information doesn’t meet the law. For more information, visit the ICO website.
For further information about our privacy practices and to request any of these rights then please contact us. To contact the team, you can:
- Write in: 1000 Lakeside, Western Road, Portsmouth, PO6 3EN
- Email: firstname.lastname@example.org
Keeping your personal information secure
We take the security of your personal information seriously. We’ve implemented technology and security policies, rules and measures to protect the personal information we have under our control, both on and offline, from improper access, use, alteration, destruction and loss.
We will take all reasonable and proportionate steps to protect your personal information.
A cookie is a small text file that is saved to the hard drive of your computer when you use a website.
What are cookies, and how do they work?
Cookies relate to any data, including personal data, and send information back to any website that you visit that recognises the cookie stored in your device.
There are several different types of cookie used for different purposes. Some of these are for our benefit, to help us improve our website and improving the user experience. Others are to ensure security and help prevent fraud, and are strictly necessary to provide the “information society service” (requesting content to load on a webpage/a service over the internet) requested by you. Other types of cookie are more aligned to your preferences, such as what we think you might like to see in terms of adverts.
Cookies allow us to distinguish you from other users of the website. We understand that everyone is unique and has different preferences. By using cookies, we can tailor the adverts that you see, and we can understand the webpages you may be most interested in so your browsing experience is better for you. We can give you more choices when using cookies, such as saving your username so you do not have to type this in every time you log into your account.
When we place a cookie on your device, it is retrieved by the website that placed it there in the first place, or any other website, which may use that specific cookie.
How do I give permission “Consent” for using cookies?
There are a few ways in which you can give Consent for using Cookies that need your consent.
- You can click the box or boxes that pop up to allow us to use them when you first visit our website, and periodically when you continue to use our website.
- You can choose your preferences by enabling and disabling cookies within the browser you are using, for example, within Google Chrome, Safari or Mozilla Fire Fox.
How do I withdraw permission ‘Consent’ for using cookies?
To withdraw consent for cookies
- You can go into your browser settings and change the Cookie choices you have made.
- You may need to remove the persistent cookie text files that have an expiry date in the future.
- Deselect or reselect alternative choices, with tick boxes, where those options exist.