This section tells you what personal data we may collect from you and why we need it when you use our services and what other personal data we may receive from other sources.
We require information to understand your needs and provide a better service, the information gathered from the following service: Health Assessment (Health Check) on a 1-2-1 basis is used for the following:
Individuals receiving a treatment are required to sign a consent form. Your name and signature will be collected but no medical information is recorded. Practitioners provide services for TWE on a freelance basis and it is the individual practitioner’s responsibility to collect and store consent forms.
Where any health issues, medical conditions or considerations which may affect your treatment are disclosed to the practitioner all information shared will be kept strictly confidential and shall only be used for the purpose for which you provide it.
Occasionally, TWE, practitioners or event organisers may take pictures of our practitioners or our customers. This is generally for promotional purposes and for use on our website or social media platforms. We will ask for consent at the time the photograph is taken and it will be separate from our usual terms and conditions. Consent for a client or customer to have their picture taken is not a precondition of signing up to our services.
Here we explain the choices you have when it comes to receiving marketing communications and being invited to take part in market research.
4.1. We use secure third-party systems to store and manage customer data including Zoho systems, Acuity Sheduling and Fitech.
4.2. We will send you relevant offers and news about our products and services in a number of ways including by email, but only if you have previously agreed to receive these marketing communications.
4.3. When you register with us we will ask if you would like to receive marketing communications, and you can change your marketing choices online such as unsubscribe at any time via the links in our emails or over the phone or in writing at any time.
4.4. We also like to hear your views to help us to improve our services, so we may contact you to invite you to take part in market research. You always have the choice about whether to take part in our market research.
4.5. Our email marketing provider (Zoho Systems) may transfer data outside of the EEA and when doing so they ensure that they have adequate levels of protection in place to comply with data protection requirements.
4.6. You may see online adverts in social media channels or through customised online marketing as a result of showing interest in our products and services. See the Cookie Policy section below for more information.
4.7. Payments we take online are processed by Stripe or PayPal. All payment information is taken through these payment processors and we are not exposed to and do not store any of your financial information. If you make a payment over the phone, we will ask for your credit or debit card details for the purpose of processing the immediate transaction only. We do not store any of your financial details.
4.8. We advise you to make sure you are happy with the privacy policies of Stripe, PayPal, Zoho and Acuity Scheduler. We are not responsible for the manner of use or misuse of information made available by you at such other websites. We encourage you not to provide personal information, without assuring yourselves of the Privacy Policy Statements of the other websites.
5.1. We may make use of profiling to produce more relevant and tailored communications by having a deeper understanding of your interests, behaviours and personal preferences. This information helps us provide a better experience for our customers.
5.2. Profiling can help us target our resources more effectively through gaining an insight into the background of our customers and helping us to build relationships that are appropriate to their interests.
5.3. To do this we may use additional external sources of data to increase and enhance the information we hold about you. This may include obtaining details of changes of address, date of birth, telephone numbers and other contact details, information related to your consumption and demographic data generated through software tools such as Acorn.
5.4. If you have any questions in relation to how your information is processed, then please contact us using the information in point 13.
We have a number of lawful reasons that we can use (or ‘process’) your personal data. One of these lawful reasons is called ‘legitimate interests’.
Broadly speaking legitimate interests means that we can process your personal information if:
The following are some examples of when and why we would use this approach during our normal course of business:
6.1. To improve and enhance our services: When we do process your data, we will use it to benefit you and to make your experience better and to improve our products and services.
6.2. Your best interest: Processing your information to protect you against fraud when transacting on our website or through our website, and to ensure our websites and systems are secure.
6.3. Personalisation: Where the processing enables us to enhance, modify, personalise or otherwise improve our services/communications for the benefit of our customers.
6.4. Analytics: To process your personal data for the purposes of customer analysis, assessment, profiling and direct marketing, on a personalised or aggregated basis, to help us with our services and to provide you with the most relevant information as long as this does not harm any of your rights and interests.
6.5. Research: To determine the effectiveness of promotional campaigns and advertising and to develop our products, services, systems and relationships with you.
6.6. Due Diligence: We may need to conduct investigations on existing customers, potential customers and business partners to determine if those companies and individuals have been involved or convicted of offences such as fraud, bribery and corruption.
6.7. Direct Marketing: We may send postal marketing. We will also make sure our postal marketing is relevant for you and tailored to your interests. You also have the right to opt-out of receiving this information at anytime.
6.8. When we process your personal information for our legitimate interests, we will consider and balance any potential impact on you and your rights under data protection and any other relevant law. Our legitimate business interests do not automatically override your interests – we will 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).
The only time we share your information with third parties is where it is necessary to fulfil your service we provide.
7.1. We may share your data with our consultants in order to better deliver our services to you or we will give your details to the practitioner visiting your company or giving your treatment.
7.2. In order to provide you with our services, we only share your data with 3rd parties in the following circumstances:
7.3. Sharing data with any organisations other than our partners or suppliers. We do not share your data with any organisations other than our partners or suppliers unless:
7.4. We’ll never make your personal data available to anyone outside The Wellbeing Edit Ltd for them to use for their own marketing purposes without your prior consent.
8.1. The EEA is the European Economic Area, which consists of the EU Member States, Iceland, Liechtenstein and Norway. If we transfer your personal data outside the EEA we have to tell you.
8.2. Limited personal data that we collect from you may be transferred to and processed in a destination outside of the EEA. In these circumstances, your personal data will only be transferred on one of the following bases:
Purpose of Processing: Event administration.
Nature of the Data: Name and contact details.
3rd Party: Eventbrite, Inc. t/a “Eventbrite”
Location: USA
Appropriate and Suitable Safeguard: Standard Contractual Clauses (SCCs)
8.3. To find out more about how your personal data is protected when it is transferred outside the EEA (and if you wish to obtain a copy of the appropriate and suitable safeguards), please contact our Office using the details above.
We will protect the data that you entrust to us via appropriate security measures and controls. We’ll also ensure through the contracts we have in place, that other businesses we work with are just as careful with your data. Below are some of the measures we take to keep your data safe:
9.1. We will always take appropriate technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
9.2. We use safeguards such as data encryption when we transfer your data through The Wellbeing Edit Ltd website and online applications using SSL (you see this as a padlock in your web browser and “https” in the website address).
9.3. We will continually test, audit and monitor our compliance with Information Security standards and relevant Data Protection regulations.
9.4. We may occasionally ask for proof of identity before we share your personal data with you.
9.5. We require our suppliers to uphold data protection regulations and have appropriate systems and practices in place to safeguard your information.
9.6. However, whilst we take appropriate technical and organisational measures to safeguard your personal data, please note that we cannot guarantee the security of any personal data that you transfer over the internet to us.
9.10. Unfortunately, no data transmission or storage submission can be guaranteed to be 100% secure. TWE uses reasonable measures to protect your data against loss misuse, unauthorised access, disclosure and alteration. Security measures TWE take include firewalls, virus protection, physical access controls to computers and securely locked filing cabinets to paper files.
9.11. If you have reason to believe that the data we have for you or your interaction with us is not secure, please contact us immediately at office@thewellbeingedit.co.uk. We are not responsible for protecting any personal data we share with a third party based on an account connection that you have authorised.
The length of time we keep your information will depend on what type of information you have provided and for what purpose.
Once your information is no longer required (see below for specific details) we will either delete or anonymise your information (remove all personal identifiable information keeping only information needed for statistical purposes).
If it is not possible to delete your data (for example, because the information has been stored in backup archives), then we will securely store your information and isolate it from any further use until deletion is possible.
10.1. Your account information
10.2. E-commerce information
10.3. Online programme information
10.4. 1-2-1 programme
10.5. Enquiries and form submissions through our website
11.1. Right to be Informed: We will always be transparent in the way we use your personal data. You will be fully informed about the processing through relevant privacy notices.
11.2. Right to Access: You have a right to request access to the personal data that we hold about you and this should be provided to you. If you would like to request a copy of your personal data, please contact our Office via point 13.
11.3. Right to rectification: We want to make sure that the personal data we hold about you is accurate and up to date. If any of your details are incorrect, please let us know and we will amend them.
11.4. Right to erasure: You have the right to have your data ‘erased’ in the following situations:
If you would like to request erasure of your personal data, please contact our Office via point 13. Please note that each request will be reviewed on a case by case basis and where we have a lawful reason to retain the data or where exceptions exist within our retention policy, then it may not be erased.
11.5. Right to restrict processing: You have the right to restrict processing in certain situations such as:
11.6. Right to data portability: You have the right to data portability in certain situations. You have the right to obtain and reuse your personal data for your own purposes via a machine-readable format, such as a .CSV file. If you would like to request portability of your personal data, please contact our Office via point 13, this only applies:
11.7. Right to object: You have the right to object to the processing of your personal data in the following circumstances:
11.8. Rights in relation to automated decisions making including profiling: You have the right to not be subject to a decision when it is based on automated processing. If you have any questions in relation to how your information is processed in this way, then please contact our Office using the information in point 13.
12.1. If you feel that The Wellbeing Edit Ltd has not upheld your rights, we ask that you contact our Office whose details can be found in point 2.1 so that we can try and help.
12.2. If you are not satisfied with our response, or believe we are not processing your data in accordance with the law you have the right to lodge a complaint with the Information Commissioner’s Office (ICO). Their details are supplied below:
Address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone:
0303 123 1113
Website:
ico.org.uk
Registered office:
The Wellbeing Edit Ltd:
BM Centre
11 St. Martins Close
Winchester
Hampshire
SO23 0HD
Telephone:
07856 312948
Email:
office@thewellbeingedit.co.uk
Changes to this Privacy Policy
TWE may revise this privacy policy from time to time to reflect changes in our business or services or changes in the law. We will post the revised policy on our website. You should check this page occasionally to ensure you are happy with any changes made. If the revised version includes a substantial change, we will notify you of the change using email or other means.
We use cookies and similar technologies, such as tags and pixels (“Cookies”), to personalise and improve your customer experience as you use our website. This section provides more information about Cookies, including how we use them and how you can exercise your choices about our use of Cookies.
How we use Cookies
Cookies are small data files that allow a website to collect and store data on your desktop computer, laptop or mobile device.
Cookies help us to provide important features and functionality on our website and we use them to improve your experience. This is non-identifying and aggregate information to produce statistics about sales, traffic and customers that assist with our website design and marketing.
You will see a message on our site before we store a cookie on your computer. You may have options available to manage your cookies preferences. Your browser or internet device may allow you to delete, disable or block certain cookies and other tracking technologies.
If you choose to disable Cookies when using our website you may find that the site does not work as well as it is designed to for example you may see notifications multiple times.
To help our websites and online applications work well for you
Cookies allow us to remember your preferences and whether you have visited our website or seen a notification.
To improve how our Websites and online applications work
Cookies can help us identify whether our site is working as it is supposed to or if you receive an error message whilst you are using the site.
These types of cookies collect anonymous aggregated data and demonstrate how well our website is performing. E.g. we may collect data on how long visitors stay on our website and how many pages they visit whilst browsing.
Where we have advertised on another organisations’ website you will see the AdChoices icon and you can click on this icon for guidance on how to control your online advertising preferences
Tracking the performance of our online marketing activity
These Cookies may tell us how many times you have seen an advert or visited our website before getting in contact with us and can capture information such as your IP address, your search terms and what website you came from before you visited our website.
Most of the data collected is anonymised and aggregated as statistical information about how well our advertising and website is performing.
If you call us to discuss our services your call may be recorded for training purposes and any record of your call will be kept for up to 6 months pending your decision to instruct us or not.
We may also use Cookies to tell us whether or not you have opened an email we have sent you from our email marketing software e.g. where you have opted in to receive communications from us we will, where relevant, send you notifications when your certificate is due to expire or send you information on upcoming courses.
What can you do to control or manage what Cookies are used?
You can control the cookies on your device through your browser settings choosing to accept or reject new Cookies or delete existing Cookies. You can also manage whether or not you are notified when a website places Cookies on your device.
For more information about Cookies, how to manage them, reject them or delete them visit the All About Cookies website.
Version 2
Last updated 06 February, 2024
The Wellbeing Edit Ltd. is registered in England and Wales, Company No: 14902687
Registered and postal address: BM Centre, 11 St. Martins Close, Winchester, Hampshire, SO23 0HD
