W2W & Working Towards Wellbeing are trading names of Working To Wellbeing Ltd, a company registered in England & Wales (11437436).

It is important that you understand who is responsible for keeping your data safe. W2W are the “controller” of all personal data collected and used for the purposes of providing our service and for any other purposes set out in this Privacy Policy. This means that that the Directors, associates and staff are responsible for ensuring that the personal data that you entrust us with are handled legally and safely.

We have appointed a Data Protection Officer (DPO) who has ultimate responsibility for making sure your data is treated in accordance with this Privacy Policy and the law. This is Nicola Hunter one of the Directors of W2W.

When someone visits WWW.WORKING2WELLBEING.COM we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. You can find more information on how cookies are used on this website in the Cookies Policy below.

If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

We use a contact form to allow you to contact us directly through the website. We do not store this information elsewhere. By completing this form you are consenting for your information you put on this form to be transmitted to us via the internet. It is advisable that you do not put any personal identifiable information on this form. Please call us if you wish to discuss your condition.

If you register with our website to access resources your personal information is kept securely and is not divulged to any 3^rd party. We don’t rent or trade email lists with other organisations and businesses.

We collect email address and IP address only for the purpose of giving you access to our resources.

Once you have been discharged from our service we will delete this information.

 The information below relates to the information that we keep on you if you are a patient of ours.

What data do we collect and where from?

We collect data directly from you including the following:

• full name
• address and postcode
• email address
• date of birth
• gender
• phone number/s
• details of your insurer/ organisation providing funding for your treatment
• details of your GP / consultant

We keep detailed records of our assessment and treatment of your condition.

We also collect information that you may voluntarily provide to us such as complaints, comments or praise about our service.

What do we use your data for?

Primarily we keep your data in order to provide you with a service to help you improve your health and wellbeing.

What is our legal basis for using your data?

Data protection law says that we have to tell you the legal basis that we rely on to process your personal data for the purposes that we have notified to you. We process your personal data for all of the purposes identified under What do we use your data for?

How long do we keep your data for?

Our professional obligations require that we store the data for a minimum of 7 years if you are an adult and for 25 years if you are a minor. Our insurers request that we keep records indefinitely so this is our policy. This is in case there is ever a query or problem regarding the service we provided to you.

Who do we share your data with?

• Your therapist has to share some elements of your personal data with trusted others in our organisation in order that we can provide our service. For example our admin team may type letters and our accounts team prepare invoices.
• We may need to share information about you with medical people who need to provide you with care or if we think you are at risk in any way we may need to contact your GP or doctor. We will always ask for your permission to do this and will give you a copy of the letter/ information we send.
• We are sometimes requested to provide letters and reports to referrers and do this with your express consent.
• We sometimes are asked to write to employers about your fitness to work. This would be done with your express consent
• We occasionally participate in publicity such as TV programmes and newspaper articles about our service or the benefit of physiotherapy or nutritional advice. We will always ask for your permission if we want to use your story as a case study Please note that you are entitled to say no.

What rights do you have?

You have rights under data protection law. If you are a legal guardian or have power of attorney for a vulnerable person or minor we will need to ask you for proof of this before we can respond to a request for access to that persons data

You also have a right to ask us to send you a copy of account data and all other personal data that we hold about you (subject to some exceptions). A request to exercise this right is called a “subject access request” and must be made in writing to our Data Protection Officer who is Nicola Hunter

You have a right to ask for your personal data to be erased. We can do this for information that we do not need to keep indefinitely.

We never market to patients directly and no information about you will ever be passed to a third party.

We do conduct business to business marketing to organisations and businesses to inform them about the services we provide. This may be through email or other ways and this is where you have agreed to these marketing communications. This may be through a sign up to a webinar, accessing resources, opting in to communications from a third party or attending a conference and providing your details directly or through a data scanner. We also research and approach businesses that we feel may have a legitimate business interest in services we offer.

When you have taken part in our service we will ask you to complete a satisfaction survey.  We currently use Survey Monkey to undertake this.  The purpose of the surveys are to obtain feedback to help us improve our service.

Survey Monkey has its own privacy policy Survey Monkey privacy policy . Please be aware that as Survey Monkey have servers based  in the US and other locations, any personal data collected from them in the survey may be transferred to various countries, including the United States and other locations.

We will ask permission to use any of your comments and replies for promotional purposes and you have the right to withdraw that consent at any time.

Survey monkey does hold information about your IP address but this is not disclosed to any 3rd party.

Please note that any clinical questionnaires we send are within our own system and not affected by the above.

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

You have a right to complain to the Information Commissioner’s Officer (ICO), which regulates data protection compliance in the UK, if you are unhappy with how we have processed your personal data.

You can find out how to do this by visiting http://www.ico.org.uk(opens in a new window).