If you are not happy with any part of how we collect or use your data, you have the right make a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would however appreciate the opportunity to deal with your concerns, or action your request first. If you have any concerns regarding your personal data, or any requests to exercise your legal rights, please contact us
It is important that the information we hold about you is accurate and up to date. Should your personal details change at anytime, please inform us so we can keep our records up to date and accurate. To amend details regarding your any subscription to our newsletter, use the ‘update subscription preference’ link at the base of any email from us. For all other changes please email us using the enquiry form.
THE DATA WE COLLECT ABOUT YOU
The term personal data is referring to any information that could identify an individual.
We may collect, use, store, or transfer different types of personal data categorised as follows:
· Identity Data: may include your first name, surname, date of birth
· Contact Data: may include your address, email address, telephone number.
· Financial Transaction Data: may include your first name, surname, address, contact details
· Technical Data: may include IP address and location
· Marketing and Communication Data: may include your preferences regarding communications and marketing
We also collect aggregated data that does not disclose individual’s identity, rather provides overall information such as visitors to specific pages on our website.
· Special Categories of personal data, or sensitive data: we may be required to collect information regarding your health (only those who work directly with us for personal coaching or therapy appointments). Sensitive data refers to information regarding your health, religious beliefs, ethnicity, sexual orientation, criminal convictions, trade union membership.
Where we are required to collect personal data by law, or under the terms of a contract between us and you do not provide us with that data when requested, we may not be able to perform the contract, or enter into a contract with you (for example to deliver a service). In such a circumstance we might have to cancel a service or product with you. If this is the case we will notify you at the time.
HOW WE COLLECT YOUR PERSONAL DATA
We use various methods of collecting data which include:
· Direct interactions: You may provide your personal data by filling out enquiry forms or by contacting us by phone, email, post or in person. Such as:
Ordering Services, programmes or products
Attending an Initial consultation appointment for coaching or treatment sessions
Requesting booking forms or information about courses or events
Sending us completed course or event booking forms
Submitting an enquiry via email directly, or via our website forms
Contacting us via phone making an enquiry or asking for information
Subscribing to a newsletter, or free resource
Responding to a promotion
· We may also use third Parties which may collect aggregated Technical usage data, such as website analytic companies. Or payment processing companies that collect personal data.
HOW WE USE YOUR PERSONAL DATA
We will only use your personal data in a manner permitted by law. We do not rely on consent as the legal basis for processing your personal data. The most common uses of your personal data are:
· To perform the contract
· For our legitimate interests (or that of a third party) and your interests and fundamental rights do not override those interests.
· To comply with a legal or regulatory obligation
PURPOSES FOR PROCESSING YOUR PERSONAL DATA
Below is listed the ways we intend to use your personal data with the lawful basis for processing your personal data. Our legitimate interests are explained where appropriate.
Purpose/Activity: Respond to enquiries via email, enquiry form via website, telephone or in person.
Type of Data: Identity, Contact,
Lawful Basis for Collection and Processing: (b) Contract
Purpose/Activity: To be able to commence working with a new client, related to working with us (coaching or Therapy Treatments). To store and process relevant data to enable communications and to deliver the service.
Type of Data: Identity, Contact, health information.
Lawful Basis for Collection and Processing: (b) Contract, (c) Legal obligation, (f) Legitimate interests, Health Data: (f) Legitimate interests with special category (h).
Purpose/Activity: Someone booking onto a training course or event
Type of Data: Identity, Contact
Lawful Basis for Collection and Processing: (b) Contract, (f) Legitimate interests:
Purpose/Activity: Marketing Communications
Type of Data: Identity, Contact, Technical, Usage
Lawful Basis for Collection and Processing: (a) Consent gained
You will only receive marketing communications from us if you have subscribed to our newsletter, or if you have worked directly with us and given your consent to receive marketing/ and or other communications from us. You can unsubscribe from our newsletter at anytime by using the ‘unsubscribe from this list’ link at the base of each newsletter email. You can also withdraw your consent to be contacted by us by contacting us and making that request contact us. We will not share your personal data with any third party for marketing uses. Any opting in or out of marketing communications will be specific to those communications and will be separate to your personal data processing collected from other interactions with us, such as enquiries, purchasing services or products.
CHANGE OF PURPOSE
We will only use your personal data for the purposes for which it was collected. If processing your personal data is required in a manner that differs from its original legal bases, we will notify you with the legal reason for doing so.
DISCLOSURE OF YOUR PERSONAL DATA
The possible circumstances where we might need to share your personal data are listed below, in all causes we require any third party to process your personal data for the purpose it was intended, securely and legally.
If we are required to do so by law, any applicable regulation or to protect the rights, property, or safety of ourselves or others. This may include disclosing to other companies and organisations in connection with fraud protection and credit risk reduction.
If we are legally required to, such as in the example of our legal duty to inform medical authorities should someone we are working with express intent to self harm.
In relation to Jikiden Reiki courses we act in the role of processor, collecting the personal data which is required for every participant on such a training course. This data is required to be forwarded to the Jikiden Reiki Institute, Japan, via their nominated representative in the UK.
To any prospective seller or buyer of all (or part of) our business or assets.
We have put security measures in place to protect your personal data from accidental lost, unauthorised access, or disclosure. Access to your personal data is strictly limited to those employees, contractors, agents, third parties who have a business need to access the data. All data processing will be conducted to our specific instructions, maintaining confidentiality. We have put in place procedures for any suspected data breech and will inform the regulator of any breech as we are required to by law.
Some third party providers, or as is the case with the specific service of delivering Jikiden Reiki Training Courses we are required to transfer your personal data outside the European Economic Area (EEA). Countries outside the EEA have differing regulations regarding personal data. In such circumstances we do all that is reasonable to ensure an adequate level of protection to your data. For more information you can contact us. Should the level of safeguards in place not be deemed as reasonable, we may request additional to perform the transfer outside the EEA.
We will only retain your personal data for as long as is necessary in relation to the reason why it was collected. This includes any legal, regulatory, or accounting requirements. With regards to those who work directly with us we are legally required to retain certain personal data collected at the commencement of our time working together for a period of 7 years.
YOUR LEGAL RIGHTS
You have rights under data protection law regarding your personal data that can be exercised in certain circumstances. Detailed information of your rights can be found on the Information Commissioners Office ICO If you wish to exercise this right, please send your request by email. A copy will be provided free of charge and processed within 28 days from receiving the request. I such a request verification of identity may be required. We reserve the right to make a reasonable admin charge should such requests be excessive, or repetitive. These rights include:
· Request to withdraw consent
· Request access your data
· Request to rectify your data
· Request to erase your data
· Right to restrict processing
· Request to transfer your data
· Objection to processing of your data
USE OF THIRD PARTY SERVICES FINANCIAL TRANSACTIONS
THIRD PARTY LINKS