Privacy Policy

White Poppy Somatics customer privacy notice This privacy notice tells you what to expect us to do with your personal information. Contact details What information we collect, use, and why Lawful bases and data protection rights Where we get personal information from How long we keep information Who we share information with How to complain Contact details Telephone 07423 632057 Email Hello@whitepoppysomatics.com What information we collect, use, and why We collect or use the following information to provide and improve products and services for clients: Names and contact details Addresses Gender Pronoun preferences Occupation Date of birth Marital status Third party information (such as family members or other relevant parties) Payment details (including card or bank information for transfers and direct debits) Financial data (including income and expenditure) Transaction data (including details about payments to and from you and details of products and services you have purchased) Usage data (including information about how you interact with and use our website, products and services) Employment details (including salary, sick pay and length of service) Health information (such as medical records or health conditions) Information relating to compliments or complaints Video recordings Audio recordings (eg calls) Records of meetings and decisions Website user information We also collect or use the following special category information to provide and improve products and services for clients. This information is subject to additional protection due to its sensitive nature: Racial or ethnic origin Political opinions Religious or philosophical beliefs Genetic information Health information Sex life information Sexual orientation information We collect or use the following personal information for the operation of client or customer accounts: Names and contact details Addresses Purchase or service history Account information, including registration details Information used for security purposes Marketing preferences Technical data, including information about browser and operating systems We collect or use the following personal information for information updates or marketing purposes: Names and contact details Addresses Profile information Marketing preferences Purchase or account history Website and app user journey information We collect or use the following personal information to comply with legal requirements: Name Contact information Client account information Health and safety information Any other personal information required to comply with legal obligations Safeguarding information Criminal offence data We also collect or use the following special category information to comply with legal requirements. This information is subject to additional protection due to its sensitive nature: Religious or philosophical beliefs Health information Sex life information We collect or use the following personal information to protect client welfare: Names and contact information Client account information Health and wellbeing information Emergency contact details We also collect or use the following special category information to protect client welfare. This information is subject to additional protection due to its sensitive nature: Racial or ethnic origin Political opinions Religious or philosophical beliefs Trade union membership Genetic information Health information Sex life information Sexual orientation information We collect or use the following personal information for dealing with queries, complaints or claims: Names and contact details Addresses Payment details Account information Witness statements and contact details Customer or client accounts and records Financial transaction information Information relating to health and safety (including incident investigation details and reports and accident book records) Correspondence We also collect or use the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature: Racial or ethnic origin Political opinions Religious or philosophical beliefs Trade union membership Genetic information Health information Sex life information Sexual orientation information Lawful bases and data protection rights Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website. Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website: Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access. Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification. Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure. Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing. Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing. Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability. Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent. If you make a request, we must respond to you without undue delay and in any event within one month. To make a data protection rights request, please contact us using the contact details at the top of this privacy notice. Our lawful bases for the collection and use of your data Our lawful bases for collecting or using personal information to provide and improve products and services for clients are: Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability. Our lawful bases for collecting or using personal information for the operation of client or customer accounts are: Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability. Our lawful bases for collecting or using personal information for information updates or marketing purposes are: Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability. Our lawful bases for collecting or using personal information to comply with legal requirements: Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability. Our lawful bases for collecting or using personal information to protect client welfare are: Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability. Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are: Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability. Where we get personal information from Directly from you How long we keep information My personal notes from sessions will be stored up to 5 years in a secure, locked facility where only I hold access. For more information, see our guidance on how long you should store information (opens in a new window).] Who we share information with Others we share personal information with Professional or legal advisors Organisations we’re legally obliged to share personal information with Publicly on our website, social media or other marketing and information media How to complain If you have any concerns about our use of your personal information, you can make a data protection complaint to us: Email: Hello@whitepoppysomatics.com If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. The ICO’s address: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Helpline number: 0303 123 1113 Website: https://www.ico.org.uk/make-a-complaint