Privacy Policy

PRIVACY POLICY

This privacy policy sets out how Swift Homeopathy Clinic Limited (company number: 15754260) (Swift) uses and protects your personal data.

Important information and who we are

Privacy policy

This privacy policy gives you information about how Swift collects and uses your personal data through your use of this website (Site), including any data you may provide when you purchase services through the Site.
This website is not intended for children and we do not knowingly collect data relating to children.

Controller

Swift is the controller and responsible for your personal data (collectively referred to as “we“, “us” or “our” in this privacy policy).
We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights (please see clause 11), please contact the DPO using the information set out in the contact details set out in clause 17.

The types of personal data we collect about you
- Personal data means any information about an individual from which that person can be identified.
- We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
  - Identity Data includes first name, last name, any previous names, username or similar identifier, marital status, title, date of birth and gender.
  - Contact Data includes billing address, email address and telephone numbers.
  - Financial Data includes bank account and payment card details.
  - Transaction Data includes details about payments to and from you and other details of services you have purchased from the Site.
  - Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access this website.
  - Profile Data includes purchases made by you, your interests, preferences, feedback and any questionnaire and/or survey responses.
  - Usage Data includes information about how you interact with and use our Site and purchase services.
  - Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
- We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals’ Usage Data to calculate the percentage of users accessing the Site in order to analyse general trends in how users are interacting with our Site to help improve the Site and its service offering.
How is your personal data collected?
- We use different methods to collect data from and about you including through:
  - Your interactions with the Site. You may provide your personal data by filling in online forms on the Site, or by corresponding with us by post, email or otherwise. This includes personal data you provide when you:
    - apply to purchase services on the Site;
    - you apply to be registered as a homeopath on the Site and submit an application form to us;
    - request marketing to be sent to you;
    - enter a competition, promotion or survey; or
    - give us feedback or contact us.
  - Automated technologies or interactions. As you interact with our Site, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies.
  - Third parties or publicly available sources. We will receive personal data about you from various third parties as set out below:
    - Technical Data is collected from the following parties:
      - analytics providers such as Google or Zoom based outside the UK;
      - advertising networks such as Google Ad Search based outside the UK; and
      - search information providers such as Google, based outside the UK.
    - Contact, Financial and Transaction Data is collected from providers of technical, payment and delivery services such as WooCommerce powered by Stripe, based outside the UK.
  - Identity and Contact Data is collected from publicly available sources such as Companies House and the Electoral Register based inside the UK.

How we use your personal data

Legal basis

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:
- To facilitate the provision of services through the Site: where we need to obtain your personal data in connection with your provision of services through the Site.
- Legitimate interests: we may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
- Legal obligation: we may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.
- Consent: we rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Purpose/Use

Type of data

Legal basis and retention period

In respect of homeopaths, to onboard you as a member of the Site and in respect of individual users and of the Site, to enable you to purchase services from homeopaths on the Site

(a) Identity

(b) Contact

Performance of a contract with you

We will retain this data for a period of six years

To process orders for services acquired via the Site and/or membership fees (as applicable) including:

(a) Manage payments, fees and charges

(b) Collect and recover money owed to us

(a) Identity

(b) Contact

(d) Transaction

(e) Marketing and Communications

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (to recover debts due to us)

We will retain this data for a period of six years

To manage our relationship with you which will include:

(a) Notifying you about changes to our terms or privacy policy

(b) Dealing with your requests, complaints and queries

(a) Identity

(b) Contact

(d) Marketing and Communications

(a) Performance of a contract with you

(b) Necessary to comply with a legal obligation

We will retain this data for a period of six years

To enable you to complete a survey or to take part in a competition

(a) Identity

(b) Contact

(d) Usage

(e) Marketing and Communications

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (to study how customers use our services, to develop them and grow our business)

We will retain this data for a period of six years

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

(a) Identity

(b) Contact

(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)

(b) Necessary to comply with a legal obligation

We will retain this data for a period of six years

To deliver relevant website content and online advertisements to you and measure or understand the effectiveness of the advertising we serve to you

(a) Identity

(b) Contact

(d) Usage

(e) Marketing and Communications

(f) Technical

Necessary for our legitimate interests (to study how customers use our services, to develop them or to grow our business)

We will retain this data for a period of six years

To use data analytics to improve our website, services, customer relationships and experiences and to measure the effectiveness of our communications

(a) Technical

(b) Usage

Necessary for our legitimate interests (to define types of customers for our services, to keep our website updated and relevant and to develop our business)

We will retain this data for a period of six years

To send you relevant marketing communications and make personalised suggestions and recommendations to you about services that may be of interest to you based on your Profile Data

(a) Identity

(b) Contact

(d) Usage

(e) Profile

(f) Marketing and Communications

Consent, having obtained your prior consent to receiving direct marketing communications

We will retain this data for a period of six years

To carry out market research through your voluntary participation in surveys

Necessary for our legitimate interests (to study how customers use our services and to help us improve and develop our services).

We will retain this data for a period of six years

Direct marketing
- On entering the Site, when your personal data is collected, you will be asked to indicate your preferences for receiving direct marketing communications from us via email. We may also analyse your Identity, Contact, Technical, Usage and Profile Data to form a view which services and offers may be of interest to you so that we can then send you relevant marketing communications.
Opting out of marketing
- You can ask us to stop sending you marketing communications at any time by following the opt-out links within any marketing communications sent to you or by contact us by using the information set out in the contact details in clause 17.
- If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes which includes, for example, relating to services purchased, updates to our Website Terms of Use or checking that your contact details are correct.
Third-party marketing

We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.

Disclosures of your personal data
- We may share your personal data where necessary with the parties set out below for the purposes set out in the table at clause 5
- We may share your personal data with third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.
- We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
International transfers
- We may transfer your personal data to service providers that carry out certain functions on our behalf and/or to homeopaths in connection with the provision of services to be provided by them via the Site. This may involve transferring personal data outside the UK to countries which have laws that do not provide the same level of data protection as the UK law.
- Whenever we transfer your personal data out of the UK to service providers or homeopaths (as the case may be) that are not resident in the UK, we ensure a similar degree of protection is afforded to it by ensuring that the following safeguards are in place:
  - We will only transfer your personal data to countries that have been deemed by the UK to provide an adequate level of protection for personal data, namely, the countries and territories that are covered by the UK adequacy regulations (referred to as both adequacy decisions and regulations within Article 45 of the UK GDPR and as adequacy regulations under section 17A of the Data Protection Act 2018) and which includes those third party countries, territories, sectors or international organisations that have been assessed by the UK government as providing “adequate” protection for individuals’ rights and freedoms for their personal data.
  - We may use specific standard contractual terms approved for use in the UK which give the transferred personal data the same protection as it has in the UK, namely the International Data Transfer Agreement. To obtain a copy of these contractual safeguards, please contact us using the information set out in the contact details in clause 17.
  - If we have your explicit consent to transfer your personal data out of the UK.

Data security
- We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.
- We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.
In some circumstances you can ask us to delete your data: see clause 11 below for further information.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Your legal rights
- You have a number of rights under data protection laws in relation to your personal data.
- You have the right to:
  - Request access to your personal data (commonly known as a “subject access request“). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  - Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
  - Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
  - Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
  - Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  - Withdraw consent at any time where we are relying on consent to process your personal data (see the table at clause 5 for details of when we rely on your consent as the legal basis for using your data). However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
  - Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:
    - if you want us to establish the data’s accuracy;
    - where our use of the data is unlawful but you do not want us to erase it;
    - where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
    - you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it
  - If you wish to exercise any of the rights set out above, please see our contact details at clause 17.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Contact details

If you have any questions about this privacy policy or about the use of your personal data or you want to exercise your privacy rights, please contact our DPO in the following ways:

Email address: Clare Gregory, info@swifthomeopathyclinic.com

Complaints

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to the privacy policy and your duty to inform us of changes
- We keep our privacy policy under regular review. This version was last updated in August
- It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.
Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

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