Privacy Notice

This privacy notice covers Calming Minds – Therapy · Healing · Help (calmminds.co.uk) the data we collect from you when you use that site and when you contact us using the details on our contacts section.

It also covers the information we collect from you when you attend one of our therapy sessions.

These are our reasons for collecting it, what we do with it and what your rights are.

Who are we?

We are Ch’maine Robinson, The Royal Exchange Building, 225 Old Bank Street, Off St. Anns Square, Manchester, M2 7EF, trading as Calming Minds.  You can email us on calmingminds@mail.com or call us on 07514158004.

We are the data controller and are registered with the Information Commissioner’s Office (ICO).

Purpose of processing

We process your personal data to respond to enquiries about our services and to deliver the services that you then buy from us.

Basis of processing

When you are enquiring about our company, products and services you are giving your consent for us to process your data for those purposes.  You can change your mind and are free to withdraw your consent at any time, which you can do by contacting us or by unsubscribing from our emails.

When you buy our services we will process some data because we have a contract with you to provide our services, and we will also be relying on your consent to process information about your health and wellbeing so that we can deliver our service to you.

Special category data

There are additional rules we must follow if we collect certain types of more sensitive data, known as Special Category Data.  These include details of your ethnicity, beliefs, health and sexuality.  We will be collecting and processing information about your health when we deliver our service to you, we will do this on the basis of you consenting for us to do so.

What personal data do we collect?

We will collect and store the following data:

For Enquiries about our service:

  • Your name & contact details

To process a contract with you for our services:

  • Your name and contact details

To deliver our therapeutic services:

  • Your date of birth
  • Your marital status
  • Number and ages of your children
  • Your occupation
  • Your GP’s contact details
  • Your emergency contact’s details
  • Information about your physical and mental wellbeing

Do we ever share personal data?

We will share your data if required to do so by a legitimate law enforcement agency.

We will also share your data if we are required to do so under safeguarding requirements, in particular to protect your vital interests or the vital interests of another person.  We would always discuss this with you prior to sharing the information.

When we respond to your email enquiry we will be sharing your personal data with our email provider.

Beyond these cases we will never share or sell your data to third parties without your permission.

How do we keep your data secure?

We take sensible steps to keep your data secure:

  • All data sent between your browser and our website is encrypted in transit via https
  • All data we hold in our computers are encrypted at rest
  • Most of the data we retain is held on paper forms which we securely retain within locked filing cabinets.

Your Rights

You have a number of rights relating to the processing of your data, if you would like to use them then please contact us at the above address or email us at calmingminds@mail.com.

We won’t charge you for doing any of the following, however we may make a charge in the case of frequent repeat requests:

  • Access: You have the right to a copy of the data we hold about you
  • Rectification: If you think some of the data we hold is wrong then you have the right to ask us to correct it
  • Erasure: You have the right to ask us to delete the data we hold about you.  Where we are holding the data to fulfil a contract with you then we will need to retain the data in accordance with the data retention requirements shown below
  • Restriction: You have the right to ask us to temporarily cease processing your data, for example you can ask us to restrict processing whilst we verify corrections which you have requested
  • Awareness: You have the right to be fully informed about why and how we process your information.  This privacy notice is intended to meet that requirement, but please do contact us if you have any questions
  • Object: You can object to us processing your data, for example by withdrawing your consent where consent is the basis of processing.
  • Data portability: You can request a copy of your data in a digital format which you can then supply to another provider
  • Automated decision making: We don’t apply any automated decision making algorithms for the processes covered by this privacy notice

How long do we keep your data for?

Where we are relying on your consent to process information then we will retain your data until such time as you withdraw your consent.

If we haven’t heard from you for a period of years then we will securely destroy the data we hold on the basis of consent.

Where we are keeping data relating to the contract between us we will securely destroy the data after 7 years.

Cookies

We utilise cookies on our website.  Some are required for our site to work, these are known as essential cookies, awe currently do not use any other cookies other than essential cookies nor do we use these to retain any personal information via the website.

We will ask for your consent to use any cookies which aren’t essential, and we won’t deploy any non-essential cookies without your consent.

What happens when I follow links to other sites?

If you follow a link from our site to another site then you should read the privacy policy on the other site prior to providing your data to them.

Where do we process data?

We process data at the address shown above.  Our web hosting provider processes data in a secure server located in the UK.

Making a complaint

Please contact us at the above address, or via email at calmingminds@mail.com.   You can also contact the Information Commissioner’s Office (ICO) on their helpline 0303 123 1113 or online at www.ico.org.uk.  If you should contact the ICO they will normally ask you to contact us first.