Privacy Policy
At the Children’s Wellness Centre, we understand that we have a responsibility to protect and respect your privacy and look after your personal data.
This Privacy Notice, inclusive of our Terms & Conditions, explains what personal data we collect, how we use your personal data, reasons we may need to disclose your personal data to others and how we store your personal data securely.
Who are we?
The Kent Children’s Wellness Centre is based at 72 Grosvenor Road, Tunbridge wells, TN1 2AS
We are registered with the ICO (Information Commissioners Office).
The Children’s Wellness Centre work with a team of self-employed Clinical Practitioners, all of whom are individually registered with the ICO (Information Commissioners Office) to legally process and store data that is shared with them about your child for the benefit of the service they provide.
How the law protects you
Data protection laws state that we are only able to process personal data if we have valid reasons to do so. The basis for processing your personal data includes, but is not limited to, your consent, performance of a contract, to enable billing and remittance, and to contact you for customer service purposes.
How do we collect personal data from you?
We receive information about you from you when you use our website, complete forms on our website, if you contact us by phone, email, or otherwise in respect of any of our products and services or during the purchasing of any such product or service. Additionally, we collect information from you when you sign up, enter a competition, promotion or survey or when you inform us of any other matter.
If you provide us with personal data about a third party (for example when booking a service for a friend or sharing the details of an emergency contact for your child), you warrant that you have obtained the express consent from the third party for the disclosure and use of their personal data.
Your personal data may be automatically collected when you use our services, including but not limited to, your IP address, device-specific information, server logs, device event information, location information and unique application numbers.
What type of data do we collect from you?
The personal data that we may collect from you includes personal identification information, including your name, address, email address, phone numbers, payment information and IP addresses. When booking our services, we also collect medical information data about you or your child, including previous assessment reports that you may send to us to review. We may also keep details of your visits to our site including, but not limited to traffic data, location data, weblogs, and other communication data. We also retain records of your queries and correspondence, in the event you contact us.
How do we use your data?
The Data Protection Legislation seeks to ensure that personal data is processed lawfully, fairly, and transparently, without adversely affecting the rights of the data subject.
We use information about you in the following ways:
- To process bookings that you have submitted to us;
- To provide you with products and services;
- To comply with our contractual obligations we have with you;
- To help us identify you and any accounts you hold with us;
- To enable us to review, develop and improve the website and services;
- To provide customer care, including responding to your requests if you contact us with a query;
- To administer accounts, process payments and keep track of billing and payments;
- To detect fraud and to make sure what you have told us is correct;
- To carry out marketing and statistical analysis;
- To review job applications;
- To notify you about changes to our website and services;
- To provide you with information about products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes;
- To inform you of service and price changes.
Retention periods
We shall retain your data only for as long as necessary in accordance with applicable laws, which in line with guidance is until your child turns 25 years old. After this, we shall delete your data.
Your child’s individual Clinical Practitioner will retain records about their work with your child, as appropriate, and in line with their ICO registration will store and dispose of this, as appropriate.
Accuracy of Data and Keeping Data Up-to-Date
The Company shall ensure that all employee personal data collected, processed, and held by it is kept accurate and up to date. This includes, but is not limited to, the rectification of personal data at the request of an employee data subject.
The accuracy of employee personal data shall be checked when it is collected and at regular intervals thereafter. If any employee personal data is found to be inaccurate or out-of-date, all reasonable steps will be taken without delay to amend or erase that data, as appropriate.
It is the responsibility of individual to ensure that the personal data they have provided is kept up to date. If any such personal data changes, you should ensure that the relevant member of staff and/or department is informed as soon as is reasonably possible. The Company relies on the cooperation of individuals to help meet its obligations under the Data Protection Legislation.
Who has access to your personal data?
Our administration team, which may include our Clinical Director, Finance Manager, Practice Manager/s, Centre & Assessment Co-ordinator/s may have access to your data. Once you begin working with one of our Clinical Practitioners, they will additionally have access to your data. Additionally, your Clinical Practitioner will retain and store further information about the service they are providing separate to the information stored by The Children’s Wellness Centre.
Third Parties
For the avoidance of doubt, we do not and never shall sell your personal data to third parties for marketing or advertising purposes.
We may pass your personal data to companies on a room hire agreement with The Children’s Wellness Centre, with your consent, should you choose to access their services. We will only ever share information about you that is necessary to provide the service and we have specific contracts in place, which ensure your personal data is secure and will not be used for any marketing purposes.
We may share your information if we are acquired by a third party and therefore your data will be deemed an asset of the business. In these circumstances, we may disclose your personal data to the prospective buyer of our business, subject to both parties entering into appropriate confidentiality undertakings. Similarly, we may share your personal data if we are under a duty to disclose data in order to comply with any legal obligation or to protect the rights, property, or safety of The Children’s Wellness Centre, our customers, or others. This includes but is not limited to exchanging information with other companies and organisations for the purposes of fraud protection, credit risk reduction and dispute policies. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.
Your rights
In preventing the use or processing of your personal data, it may delay or prevent us from fulfilling our contractual obligations to you. It may also mean that we shall be unable to provide our services or process the cancellation of your service.
You have the right to object to our use of your personal data, or ask us to delete, remove or stop using it if there is no need for us to keep it. This is known as your right to be forgotten. There are legal and accountancy reasons why we will need to keep your data, but please do inform us if you think we are retaining or using your personal data incorrectly.
The Data Protection Legislation sets out the following key rights applicable to data subjects:
- the right to be informed;
- the right of access;
- the right to rectification;
- the right to erasure (also known as the ‘right to be forgotten’);
- the right to restrict processing;
- the right to data portability;
- the right to object; and
- rights with respect to automated decision-making and profiling.
Our Privacy Notice shall be made clear to you at the point of collection of your personal data.
You can view, edit or delete your personal data through the through our email marketing communications which are distributed via MailChimp, or by emailing us at hello@childrenswellnesscentre.co.uk.
You have the right to ask us not to process your personal data for marketing purposes. If you choose not to receive marketing communications from us about our products and services, you will have the choice not to choose these by ticking the relevant boxes situated on our email marketing communications or by emailing us at hello@childrenswellnesscentre.co.uk.
We will not contact you for marketing purposes unless you have given us your prior consent. You can change your marketing preferences at any time by emailing hello@childrenswellnesscentre.co.uk
Accessing your data
You have the right to access the information we hold about you. Please email your requests to hello@childrenswellnesscentre.co.uk so that we can obtain this information for you.
You have a right to access the information and records that your Clinical Practitioner holds about your or your child. Please email request directly to the Practitioner.
Use of cookies
Our cookies policy is available to view in our Terms and Conditions.
Links to other sites
www.childrenswellnesscentre.co.uk may provide links to third-party sites. Since we do not control those websites, we encourage you to review the privacy policies of these third-party sites. Any information that is supplied on these sites will not be within our control and we
cannot be responsible for the privacy policies and practices of these.
Where we store your personal data
Personal data that we collect from you via any contact forms or orders placed through our site will either be sent securely to our email addresses or will be stored on our servers inside the European Economic Area (“EEA”).
By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.
As the transmission of information via the internet is not completely secure, we cannot guarantee the security of your data transmitted to our site and any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Data Breaches
In the event of a data breach, we shall ensure that our obligations under applicable data protection laws are complied with where necessary.
Contact us
Please e-mail any questions or comments you have about privacy to hello@childrenswellnesscentre.co.uk
Your right to make a complaint
You have the right to make a complaint about how we process your personal data to the Information Commissioner. Our registration number is ZB548487.
Once you or your child accessed our services, please see further information on our Confidentiality Policy.
This policy will be reviewed as required, or if a situation occurs which necessitates any amendment.