Watson House Privacy Policy

Background

Watson House is a Complementary Health Clinic and the information contained in this policy relates to any information held and recorded by watson House in order to manage and process services delivered to you. All treatments at Watson House are carried out by Self Employed Therapists who are all bound by separate regulatory requirements on how they provide, deliver and record services offered to you. This privacy policy does not override any of those other regulatory or clinical requirements.

This privacy policy sets out how Watson House uses and protects any information that you give when attending Watson House Clinic or using its online services including the website.

Watson House Complementary Health Clinic is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when visiting Watson House Complementary Health Clinic or its website, then you can be assured that it will only be used in accordance with this privacy statement.

Changes to our privacy policy

Watson House Complementary Health Clinic may change this policy from time to time by updating this page. You should check this page periodically to ensure that you are happy with any changes. This policy is effective from 16th April 2019.

What type of information we collect

When you provide us with information about yourself and your family, this data is used and stored by Watson House Complementary Health Clinic. The main reason for this is to enable us to provide relevant products and services to you. We may also collect the information detailed below when you register with us, contact us with a general enquiry regarding therapy or practitioner room use or to place an order for our products and services:

We receive, collect and store any information you enter on our website or provide us with in any other way including when you visit or call the Clinic. In addition, we collect the Internet protocol (IP) address used to connect your computer to the Internet; login; e-mail address; password; computer and connection information and purchase history. We may use software tools to measure and collect session information, including page response times, length of visits to certain pages, page interaction information, and methods used to browse away from the page. We also collect personally identifiable information (including name, email, password, communications); payment details (including credit card information), comments, feedback, product reviews, recommendations, and personal profile when such information is provided.

We will also collect data on the services you use and we may also use personal information for marketing purposes.

How we collect information

When you conduct a transaction on our website, or contact Watson House via phone, email or visit, as part of the process, we collect personal information you give us such as your name, address and email address.

Why we collect personal information

To provide and operate the Services
To provide our Users with ongoing customer assistance and technical support.
To be able to contact our Visitors and Users with general or personalised service-related notices and promotional messages
To create aggregated statistical data and other aggregated and/or inferred Non-personal Information, which we or our business partners may use to provide and improve our respective services;
To manage the products or services you have with us
To update your records
To perform and/or test the performance of our products, services and internal processes
To improve the operation of our business and that of our business partners
To follow guidance and best practice under the change to rules of governmental and regulatory bodies.
For management and auditing of our business operations including accounting
To monitor and to keep records of our communications with you and our staff
For market research and analysis and developing statistics
For direct marketing communications and related profiling to help us to offer you relevant products and service, including deciding whether or not to offer you certain products and service. We’ll send marketing to you by SMS, email, phone, post, social media and digital channels (for example, using Facebook Custom Audiences and Google Custom Match). Offers may relate to any of our products.
To provide personalised content and services to you, such as tailoring our products and services, our digital customer experience and offerings, and deciding which offers or promotions to show you on our digital channels
To develop new products and services and to review and improve current products and services
To comply with legal and regulatory obligations, requirements and guidance

How we store, use, share and disclose our site visitors' personal information

We collect this information about you to process your order, manage your records, provide you with access to the therapeutic services and if you agree, to contact you about other products and services and promotions which we think may be of interest to you. We require this information to understand your needs and provide you with better products and services, and in particular for the following reasons:

For internal record keeping and to maintain our records internally
To respond to any enquiries you make
To process training course bookings
For statistical analysis
To help signpost how you can access the therapies that you are interested in or which may be relevant to your needs
To investigate any complaints
To identify and protect those at risk of harm
To prevent and detect crime
For archiving purposes
We may use the information to improve our training and services and administer any events in which you participate or wish to participate in
We may periodically send promotional emails about new training courses, special offers or other information which we think you may find interesting using the email address which you have provided, if you have provided your consent to direct marketing.

Our company is hosted on the Wix.com platform. Wix.com provides us with the online platform that allows us to sell our products and services to you. Your data may be stored through Wix.com’s data storage, databases and the general Wix.com applications. They store your data on secure servers behind a firewall.

All direct payment gateways offered by Wix.com and used by our company adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, MasterCard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of credit card information by our store and its service providers.

We also use Shedul and Fresha their online platform to process your personal data for making bookings, appointments and other transactions. Full terms and conditions on Shedul and Fresha can be found here https://www.shedul.com/privacy.html

Full terms and conditions on Wix.com can be found here: https://support.wix.com/en/about- wix/privacy

We may also use Mailchimp for direct marketing purposes. Details of their privacy policy can be found here: https://mailchimp.com/legal/privacy/

No sensitive information, for example health or medical related information or treatment records, are held online or in any third party applications unless we need to record this information to ensure you receive safe care or are legally required to. Sensitive information and treatment records are either held securely on paper files locked on the premises or held electronically on a secure and encrypted server which is firewall protected and held in the UK under the direct control of the Watson House Business Owner.

Information held on you, the services you receive and any sensitive information recorded electronically are regularly backed-up onto a secure and encrypted server which is firewall protected and held in the UK under the direct control of the Watson House Business Owner.

Who has access to your information?

There may be occasions when you ask us to pass on information about you to one of our self employed independent practitioners (who work out of Watson House Complementary Health Clinic) to provide access to therapeutic services, or we may volunteer to pass such information on. We will obtain your consent for us to do so in advance. You should note that all our practitioners sign-up to the watson House Code of Conduct but we do not have direct control over the policies of all the practitioner. All data held by Watson House for our use or on behalf of the therapists will be maintained according to this policy. However some therapists maintain and retain their own records and, therefore, we cannot be responsible for the protection and privacy of any information which you provide to those practitioners, as these are not governed by this privacy statement.

We advise you to ask the practitioner for details of their own privacy policy if you are concerned how they will treat your personal data.

If you disclose information that leads us to believe someone is at risk of serious harm, particularly if it involves a child, we may be required to break confidentiality in order to protect those at risk.

Marketing

If you have consented to receive marketing, we would like to send you information about products and services of ours (including training courses) which may be of interest to you.

There are several ways you might opt – in to receive marketing from us, for example:

Using an online form;
Verbal consent over the telephone or in person;
Giving your details to staff at Watson House Complementary Health Clinic in writing;
When booking onto training courses or workshops

You have the right at any time to stop us from contacting you for marketing purposes. If you no longer wish to be contacted for marketing purposes, please email info@watson-housemorpeth.co.uk or unsubscribe online from our direct marketing database. Please note that we may need to keep a record of your withdrawal of consent for a period of time to maintain our suppression records so that we can comply with direct marketing rules.

What are the legal grounds for processing your information?

Watson House Complementary Health Clinic is a data controller. We are responsible for collecting and processing your personal information. Processing includes the organisation, retrieval, consultation, use, storing and destruction of information and its disclosure to other parties. The information you provide will be processed mainly in connection with the administration of appointments, services, training or in relation to providing therapeutic services.

The legal basis we use for processing your data is called ‘legitimate interests’ under Article 6 and ‘explicit consent’ under Article 9. The grounds are as follows:

Where it is needed to provide you with our products or services, such as:

Managing products and services you hold with us, or an application for one
Updating your records, tracing your whereabouts to contact you about your account and doing this for recovering debt (where appropriate)
Sharing your personal information with business partners and services providers when you purchase a product to help manage your product
All stages and activities relevant to managing the product or service including enquiry, application, administration and management of accounts

2. Where it is in our legitimate interests to do so, such as:

Managing your products and services relating to that, updating your records, tracing your whereabouts to contact you about your account and doing this for recovering debt (where appropriate)
To perform and/or test the performance of, our products, services and internal processes
To follow guidance and recommended best practice of government and regulatory bodies
For management and audit of our business operations including accounting
To carry out monitoring and to keep records of our communications with you and our staff (see below)
For market research and analysis and developing statistics
For direct marketing communications and related profiling to help us to offer you relevant products and services, including deciding whether or not to offer you certain products and service. We will send marketing to you by SMS, email, phone, post and social media and digital channels (for example, using Facebook Custom Audiences and Google Custom Match
Subject to the appropriate controls, to provide insight and analysis of our customers to business partners either as part of providing products or services, helping us improve products or services, or to assess or to improve the operating of our businesses
Where we need to share your personal information with people or organisations in order to run our business or comply with any legal and/or regulatory obligations

3. To comply with our legal obligations

4. With your consent or explicit consent:

For some direct marketing communications
For some of our processing of special categories of personal data such as about your health, if you are a vulnerable customer or some criminal records information

5. For a public interest, such as:

Processing of your special categories of personal data such as about your health, or if you are a vulnerable customer or if you are considered at risk or pose a risk to others

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We may only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

How we communicate with you

We may contact you to notify you regarding your account, to troubleshoot problems with your account, to resolve a dispute, to collect fees or monies owed, to poll your opinions through surveys or questionnaires, to send updates about our company, or as otherwise necessary to contact you to enforce our User Agreement, applicable national laws, and any agreement we may have with you. For these purposes we may contact you via email, telephone, text messages, and postal mail.

We will not sending marketing emails unless you have opted-in to receive such communication.

Is your personal information transferred outside the UK or the EEA?

We’re based in the UK and all of your personal data is regularly backed-up to servers held in the uk. Sometimes your personal information may be transferred outside the European Economic Area by third party partners such as Wix, Shedul or Fresha. If we do so we’ll make sure that suitable safeguards are in place, for example by seeking assurances that these companies hold, store and process all data according to relevant requirements and obligations.

How long do we hold your data for?

Unless we explain otherwise to you, we’ll hold your personal information based on the following criteria:

For as long as we have reasonable business needs, such as managing our relationship with you and managing our operations
For as long as we provide goods and/or services to you and then for as long as someone could bring a claim against us; and/or
Retention periods in line with legal and regulatory requirements or guidance for our business or the services we provide.

What rights do you have under Data Protection Laws?

Here is a list of the rights that all individuals have under data protection laws. They don’t apply in all circumstances. If you wish to use any of them, we’ll explain at that time if they are engaged or not. The right of data portability is only relevant from May 2018.

The right to be informed about the processing of your personal information
The right to have your personal information corrected if it is inaccurate and to have incomplete personal information completed
The right to object to processing of your personal information
The right to restrict processing of your personal information
The right to have your personal information erased (the “right to be forgotten”)
The right to request access to your personal information and to obtain information about how we process it
The right to move, copy or transfer your personal information (“data portability”)

You have the right to complain to the Information Commissioner’s Office which enforces data protection laws: https://ico.org.uk/.

What are your marketing preferences and what do they mean?

We may use your home address, phone numbers, email address and social media or digital channels (for example, Facebook, Google and message facilities in other platforms) to contact you according to your marketing preferences.

You can opt out of any email or text marketing by emailing us on info@watson-housemorpeth.co.uk or writing to us at FAO Business Owner, Watson House, 23 Oldgate, Morpeth, NE611QF

How to access your data, withdraw consent or request your data is deleted

If you wish to view a copy of the data we hold on you, as for it to be amended or deleted or you wish to withdraw your consent please contact us at info@watson-housemorpeth.co.uk.

Some personal or sensitive information including medical information may be subject to legal minimum retention requirements.

If you have any questions about this privacy notice, or if you wish to exercise your rights or contact the DPO, you can contact us by going to the contact us section of our website. Alternatively you can You can email us on info@watson-housemorpeth.co.uk or writing to us at FAO Business Owner, Watson House, 23 Oldgate, Morpeth, NE61 1QF