1.1. We respect your privacy and are committed to protecting your Personal Data. This privacy notice will inform you as to how we look after your Personal Data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.
2. Important Information and who we are
2.1. We specialise in providing independent specialist mental health services for adults and Nursing Care.
3.1. This privacy notice aims to give you information on how we collect and processes your Personal Data through your use of this website, including any data you may provide through this website when you sign up to our newsletter, purchase a product or service or take part in a competition.
3.2. This website is not intended for children and we do not knowingly collect data relating to children.
3.3. It is important that you read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing Personal Data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.
4.1. Windsor Clinical & Home Care Services Director is the controller and responsible for this website and your Personal Data (collectively referred to as “we”, “us” or “our” in this privacy notice).
4.2. We have appointed a data protection specialist/officer who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact them using the details set out below.
5.1. Our full details are:
5.1.1. Full name of legal entity: Windsor Clinical & Home Care Services
5.1.2. Name or title of data protection specialist: Windsor Clinical & home Care Services director.
5.1.3. Email address: firstname.lastname@example.org .uk
5.1.4. Postal address: Apple Hill Hospital, Henley Road, Maidenhead SL6 5LH
5.1.5. Telephone number: 01628 823 200
5.2. 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 www.ico.org. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
6.1. This version was last updated on 16st May 2018.
6.2. It is important that the Personal Data we hold about you is accurate and current. Please keep us informed if your Personal Data changes during your relationship with us.
7.1. This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
8.1. Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
8.2. We may collect, use, store and transfer different kinds of Personal Data about you which we have grouped together follows:
8.2.1. Identity Data includes first & last name, Company, job title
8.2.2. Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
8.2.3. Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
8.2.4. Usage Data includes information about how you use our website, products and services.
8.3. We do not collect any Special Categories of Personal Data about you whilst you visit our website (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
9.1. We use different methods to collect data from and about you including through:
9.1.1. Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes Personal Data you provide when you:
9.1.2. apply for our products or services;
9.1.3. subscribe to our service or publications;
9.1.4. request marketing to be sent to you;
9.1.5. enter a competition, promotion or survey; or
9.1.6. give us some feedback.
9.2. Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this Personal Data by using cookies and other similar technologies.
10.1. We will only use your Personal Data when the law allows us to. Most commonly, we will use your Personal Data in the following circumstances:
10.1.1. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
10.1.2. Where we need to comply with a legal or regulatory obligation. (see below to find out more about the types of lawful basis that we will rely on to process your Personal Data)
10.2. Generally we do not rely on consent as a legal basis for processing your Personal Data.
11.1. We have set out below a description of the ways we may use your Personal Data. We must use your data only on a lawful basis and may do so to fulfil a contract we have with you; to comply with legal obligations; to lawfully gain information to help us develop our services; to monitor how our website is being used; for marketing and communications purposes to keep you informed of developments and new products; to identify issues with our website etc. that we need to fix.
11.2. We undertake the following activities (this is not an exhaustive list) which may involve your data:
11.2.1. We register you as a referrer
11.2.2. We can contact you to discuss our services or the progress of particular tasks we’re undertaking for you
11.2.3. We can use software analytics to evaluate the performance of our site and improve the customer experience
12.1. We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).
12.2. You will receive marketing communications from us if you have requested information from us or purchased services from us or if you provided us with your details, in each case, you have not opted out of receiving that marketing.
12.3. We will not supply your details to any company outside for marketing purposes. Currently only we will contact you for marketing purposes.
13.1. You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you by contacting us at email@example.com
13.2. Where you opt out of receiving these marketing messages, this will not apply to Personal Data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions. Please see right of erasure.
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity. For further information visit www.aboutcookies.org or www.allaboutcookies.org
15.1. We will only use your Personal Data 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 you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
15.2. If we need to use your Personal Data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
15.3. Please note that we may process your Personal Data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
16.1. When you visit our website we do not envisage needing to disclose your Personal Data to any third parties unless of course you are here for recruitment purposes and in that case please see our Privacy Notice for Candidates.
16.2. If the need arises, and there is a lawful basis for doing so, we require all third parties to respect the security of your Personal 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 and only permit them to process your Personal Data for specified purposes and in accordance with our instructions.
17.1. We do not transfer your Personal Data outside the European Economic Area (EEA).
18.1. Our Data Protection Policy describes the security measures we have taken to prevent your Personal Data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your Personal Data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your Personal Data on our instructions and they are subject to a duty of confidentiality.
18.2. We have put in place procedures to deal with any suspected Personal Data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
19.1. We will only retain your Personal Data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
19.2. To determine the appropriate retention period for Personal Data, we consider the amount, nature, and sensitivity of the Personal Data, the potential risk of harm from unauthorised use or disclosure of your Personal Data, the purposes for which we process your Personal Data and whether we can achieve those purposes through other means, and the applicable legal requirements.
19.3. Details of retention periods for different aspects of your Personal Data are available in our retention policy which you can request from us by Contacting us
19.4. By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.
19.5. In some circumstances you can ask us to delete your data: see below for further information.
19.6. In some circumstances we may anonymise your Personal Data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
20.1. Under certain circumstances, you have rights under data protection laws in relation to your Personal Data including to:
20.1.1. Request access to your Personal Data.
20.1.2. Request correction of your Personal Data.
20.1.3. Request erasure of your Personal Data.
20.1.4. Object to processing of your Personal Data.
20.1.5. Request restriction of processing your Personal Data.
20.1.6. Request transfer of your Personal Data.
20.1.7. Right to withdraw consent.
20.2. A little more detail on each:
20.2.1. Requesting access to your Personal Data (commonly known as a “data subject access request”) enables you to receive a copy of the Personal Data we hold about you and to check that we are lawfully processing it.
20.2.2. Requesting correction of the Personal Data that we hold about you enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
20.2.3. Requesting erasure of your Personal Data enables you to ask us to delete or remove Personal Data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your Personal Data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your Personal Data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
20.2.4. Objecting to processing of your Personal Data - where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your Personal Data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
20.2.5. Requesting a restriction of processing of your Personal Data enables you to ask us to suspend the processing of your Personal Data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
20.2.6. Requesting the transfer of your Personal Data to you or to a third party means we will provide to you, or a third party you have chosen, your Personal Data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
20.2.7. You can withdraw your consent at any time where we are relying on consent to process your Personal Data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights set out above, please Contact us.
21.1. You will not have to pay a fee to access your Personal Data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
22.1. We may need to request specific information from you to help us confirm your identity and ensure your right to access your Personal Data (or to exercise any of your other rights). This is a security measure to ensure that Personal Data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
23.1. We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
24.1. Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your Personal Data for our legitimate interests. We do not use your Personal Data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
24.2. Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
24.3. Comply with a legal or regulatory obligation means processing your Personal Data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
25.1. Service providers acting as processors based in the United Kingdom who provide IT, cloud-based software and system administration services.
25.2. HM Revenue & Customs, Disclosure and Barring Service, regulators and other authorities acting as processors or joint controllers based in the United Kingdom [who require reporting of processing activities in certain circumstances.]