Who we are: We are Free Choices
We provide: Psychological Health & Wellbeing Support, Professional Personal Development Training, Consultation, Coaching, Workplace Mediation and Workplace Facilitation Services You can contact us on:
E-Mail: firstname.lastname@example.org or Telephone 0203 633 0907 / 07711 840 737
Information we collect from you in our secure database:
We collect information including: your name, your company, address, email address, telephone numbers, request of services. In some cases, this may include your bank details.
How we use that information:
- To provide you with a service, if you are a customer.
- To manage our working relationship, if you are an Associate or Professional.
- To ensure we communicate with you in the most effective manner.
- To deal with your service enquires, delivery or transactions.
If you agree, we can send you information on future business developments that may be of interest to you.
1.1 We are committed to safeguarding the privacy of our website visitors and service users.
1.2 This policy applies where we are acting as a data controller with respect to the personal data of [our website visitors and service users]; in other words, where we determine the purposes and means of the processing of that personal data.
2. How we use your personal data
2.1 In this Section 2 we have set out:
(a) the general categories of personal data that we may process;
(b) the purposes for which we may process personal data; and
(c) the legal bases of the processing.
We may process data about your use of our website and services ("usage data"). The usage data may include your browser type and version, operating system, referral source, page views and website navigation paths. The source of the usage data is our analytics tracking system. This usage data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and service.
2.2 We may process your personal data that are provided in the course of the use of our services ("service data"). The service data may include type of service, use of service, goals of the services requested, service location. The source of the service data is you. The service data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is our legitimate interests, namely the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.
2.3 We may process information contained in any enquiry you submit to us regarding services ("enquiry data"). The enquiry data may be processed for the purposes of offering, services to you. The legal basis for this processing is consent.
2.4 We may process information relating to our customer relationships, including customer contact information ("customer relationship data"). The customer relationship data may include your name, your job title or role, your contact details, and information contained in communications between us and you. The source of the customer relationship data is you. The customer relationship data may be processed for the purposes of managing our relationships with customers, communicating with customers, keeping records of those communications and promoting our products and services to customers. The legal basis for this processing is namely the proper management of our customer relationships.
2.5 We may process [information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters ("notification data"). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is consent
2.6 We may process information contained in or relating to any communication that you send to us ("correspondence data"). The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely [the proper administration of our website and business and communications with users.
2.7 We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights.
2.8 In addition to the specific purposes for which we may process your personal data set out in this Section 3, we may also process [any of your personal data] where such processing is necessary for compliance with a legal obligation to which we are subject, or] in order to protect your vital interests or the vital interests of another natural person.
2.9 Please do not supply any other person's personal data to us, unless we prompt you to do so.
3. Who might we share this information with?
3.1. Free Choices does not sell your information. We offer a confidential service. We do not share your information with third parties unless obliged to do so by law, or if it will be of benefit to you. In the latter we will only progress with your express permission.
4. How long do we keep hold of your information?
4.1. We keep basic information, such as your name and contact details for six years. Information relating to complaints is kept for as long as it is relevant. Some information is destroyed when it is no longer required. If we carry out an assessment, workplace mediation or facilitation for you then it is on the understanding that we keep the referral documents and final agreement documentation for six years.
4.2. We securely destroy all financial information once we have used it and no longer need it.
4.3. We will review your personal data at the end of the following financial year and dispose of data that is no longer relevant for us to retain.
5. How can I access the information you hold about me?
5.1. We will seek your consent on our data gathering forms. This includes the email template on this webpage.
5.2. You may withdraw your consent at any time by contacting us by e-mail to tell us you no longer wish for your details to appear in our private database.
6. How we protect your personal data
6.1. We will not transfer your personal data outside the EU without your consent.
6.2. We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
6.3. Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure. The same conditions apply for information that we transmit over the internet from our IT systems to yours.
6.4. For any payments which we take from you online we will use a recognised online secure payment system.
6.5. We will notify you promptly in the event of any breach of your personal data, this will occur when we become aware of that fact . If you are exposed to risk we will tell you and the Information Commissioner's Office what measures we have taken, or plan to take, to mitigate that risk.
6.6 To prevent the possibility of a breach of information transmission over the internet you may wish to discuss with us the setting up of secure password protested transmission systems or other security arrangements.
7. You have rights under the GDPR:
(a) to access your personal data. You can make a written request by email to request the records we hold about you in line with guidance set out by the Information Commissioner’s Office.
(b) to be provided with information about how your personal data is processed
(c) to have your personal data corrected
(d) to have your personal data erased in certain circumstances
(e) to object to or restrict how your personal data is processed
(f) to have your personal data transferred to yourself or to another business in certain circumstances.
You have the right to take any complaints about how we process your personal data to the Information Commissioner:
Telephone : 0303 123 1113
Information Commissioner's Office
For more details, please address any questions, comments and requests regarding our data processing practices to Free Choices at email: email@example.com or telephone 0203 633 0907 / 07711 840 737