This is the privacy notice of Futureminds Psychology Services Ltd and Futureminds Social Enterprise Ltd. In this document, "we", "our", or "us" refer to Futureminds Psychology Services Ltd and Futureminds Social Enterprise Ltd.
1. This is a notice to inform you of our policy about all information that we record about you. It sets out the conditions under which we may process any information that we collect from you, or that you provide to us. It covers information that could identify you (“personal information”) and information that could not. In the context of the law and this notice, “process” means collect, store, transfer, use or otherwise act on information.
2. We take seriously the protection of your privacy and confidentiality.
3. We undertake to preserve the confidentiality of all information you provide to us, and hope that you reciprocate.
4. Our policy complies with UK law accordingly implemented, including that required by the EU General Data Protection Regulation (GDPR).
5. The law requires us to tell you about your rights and our obligations to you in regards to the processing and control of your personal data
6. Except as set out below, we do not share, or sell, or disclose to a third party, any information collected through our website or through our work with you.
The way we process information about you
1. The law requires us to determine under which of six defined bases we process different categories of your personal information, and to notify you of the basis for each category.
2. If a basis on which we process your personal information is no longer relevant then we shall immediately stop processing your data.
3. If the basis changes then if required by law we shall notify you of the change and of any new basis under which we have determined that we can continue to process your information.
1. Information we process because we have a contractual obligation with you
When you contact us to provide a service from us, or otherwise agree to our terms and conditions, a contract is formed between you and us. When we start working with you then you will asked to sign a consent form which outlines specifically what information we keep, where it is kept and for how long.
In order to carry out our obligations under that contract we must process the information you give us. Some of this information may be personal information.
We may use it in order to:
- verify your identity for security purposes
- provide you with our services
We process this information on the basis there is a contract between us, or that you have requested we use the information before we enter into a legal contract.
Additionally, we may collate this information in a general way and use it to provide information, to monitor our performance with respect to a particular service we provide. If we use it for this purpose, you as an individual will not be personally identifiable.
We shall continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract.
2. Information we process with your consent
Through certain actions when otherwise there is no contractual relationship between us, such as when you browse our website or ask us to provide you more information about our business, including our services, you provide your consent to us to process information that may be personal information.
Sometimes you might give your consent implicitly, such as when you send us a message by e-mail to which you would reasonably expect us to reply.
Except where you have consented to our use of your information for a specific purpose, we do not use your information in any way that would identify you personally.
We continue to process your information on this basis until you withdraw your consent or it can be reasonably assumed that your consent no longer exists.
You may withdraw your consent at any time by instructing us email@example.com
3. Information we process because we have a legal obligation
We are subject to the law like everyone else. Sometimes, we must process your information in order to comply with a statutory obligation.
For example, we may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order.
This may include your personal information.
We also have a duty of care to report to the relevant agency if we are concerned about significant risk to yourself or others.
4. Information provided on the understanding that it will be shared with a third party
In posting personal information on our face book page, it is up to you to satisfy yourself about the privacy level of every person who might use it.
Once your information enters the public domain, we have no control over what any individual third party may do with it. We accept no responsibility for their actions at any time.
5. Sending a message
When you contact us, whether by telephone, through our website or by e-mail, we collect the data you have given to us in order to reply with the information you need.
We record your request and our reply in order to increase the efficiency of our business
We keep personally identifiable information associated with your message, such as your name and email address so as to be able to track our communications with you to provide a high quality service.
6. Disclosure and sharing of your information
Our website is hosted in the United Kingdom
We DO NOT pass you details on to a third party without your written consent and permission with the exception of legal obligations as in section 3.
7. Access to your own information
Access to your personal information
At any time you may review or update personally identifiable information that we hold about you, by requesting this in writing/email to firstname.lastname@example.org.
All counselling notes are the responsibility of associates and your request will be sent to them.
After receiving the request, we will tell you when we expect to provide you with the information which will be within 4 weeks
Verification of your information
When we receive any request to access, edit or delete personal identifiable information we shall first take reasonable steps to verify your identity before granting you access or otherwise taking any action. This is important to safeguard your information.
8. Other matters
Working with children
We provide services for children and require permission from a parent or legal guardian to do this. When a child is 13 years or over they are able to sign their own consent form to agree to a service or indeed refuse a service
Retention period for personal data
Except as otherwise mentioned in this privacy notice, we keep your personal information only for as long as required by us:
- to provide you with the services you have requested;
- to support a claim or defence in court.
We may update this privacy notice from time to time as necessary. The terms that apply to you are those posted here on our website on the day you use our website. We advise you to print a copy for your records.
If a dispute is not settled then we hope you will agree to attempt to resolve it by engaging in good faith with us in a process of mediation or arbitration.
If you are in any way dissatisfied about how we process your personal information, you have a right to lodge a complaint with the Information Commissioner's Office. This can be done at https://ico.org.uk/concerns/