Privacy Policy
Your trust is important to us. At Health @ Work Consultancy Services Limited (Health @ Work) we are committed to giving you a personal service that meets your needs, at the same time as protecting your privacy. This policy explains how we collect, store, and handle your personal data.
Personal data is any information that may be used to identify a living individual, including but not limited to, a first and last name, a home or other physical address and an email address or other contact information, whether at work or at home.
Contents
1) How we obtain your personal data:
– Information provided directly by you for training sessions, feedback forms and certificates
– Information provided by your employer for training sessions, feedback forms and certificates
– Information provided or gathered during a Workplace Wellbeing Charter assessment
– Information provided by you when enquiring about our products or services
– Information we get from other sources
2) How we use your personal data
3) How we share your data
4) How long we keep information about you
5) Your rights
6) Important information
1) How we obtain your personal data
Information provided directly by you for training sessions, feedback forms and certificates
In order to provide you with the requested training, we require some personal information about you. This may include your name, postal address, and email address.
We will use the information provided by you to record your attendance at the training session, to send feedback requests, and to send you your certificate of completion for the training session.
The provision of this personal data is essential for us to be able to provide these training sessions and so we can provide you with your completion certificate as proof of completing the session. The legal basis for us holding your data is for the performance of a contract.
Information provided via your employer for training sessions, feedback forms and certificates
Where the training session is being arranged and/or paid for by your employer, they may provide your personal data to us. This information may include your name, company you work for, postal address, and email address (work or personal).
We will use the information provided by you to record your attendance at the training session, to send feedback requests, and to send you your certificate of completion for the training session.
The provision of this personal data is essential for us to be able to provide these training sessions and so we can provide you with your completion certificate as proof of completing the session. The legal basis for us holding your data is for the performance of a contract.
Information provided by you when enquiring about our products and services
When you enquire about our products and services, either on an individual basis, or on behalf of your organisation via our website, over the phone or at an event, we will collect some basic details from you. This may include your name, postal address, the company you work for, email address and telephone number.
Where you are enquiring at a trade show or other business to business event, your data may be provided to Health @ Work via the organiser or their representative. Where this happens, you will have provided your consent for this information to be shared with us when you completed your registration for the event. Alternatively, this information may have been collated from a business card passed to an employee or representative of Health @ Work.
We will only process your personal information for the purposes of legitimate interest and will hold your data for no longer than is necessary. We will never share any data collected in this manner with a third party. You have the right to opt-out at any time by phone, via our website or through the links on any emails we send to you.
Information provided or gathered during a Workplace Wellbeing Charter assessment
When your employer asks us to assess them for a Workplace Wellbeing Charter, we gather a variety of information from various sources. We attempt to minimise the amount of personal data that is gathered and stored but sometimes it may be necessary. This includes your name, your employer, and your job title.
We will use this information to assess your employer against the Workplace Wellbeing Charter criteria. This data is not used for any other purpose.
The legal basis for us holding this data is for the performance of a contract.
Information we get from other sources
We occasionally source personal data via a third party for marketing purposes. This information which could include your name, your employer, postal address, email address and other contact details, as relevant to us, will only be obtained from reputable third-party companies that operate in accordance with the General Data Protection Regulation (GDPR). You will already have submitted your personal data to these companies and specifically given them permission to allow them to pass this information to other companies.
Where your personal data has been obtained via a third party for marketing purposes, we will contact you within 30 days to inform you that we have your data. This data will be processed under the legal basis of legitimate interest and you can opt-out at any time by phone, via our website or through the links on any emails we send to you.
2) How we use your personal data
As the data controller we use your personal data to record attendance at training sessions, request feedback, send you completion certificates, assess your employer against the Workplace Wellbeing Charter, or keep you informed about our products and services.
We may use the information that we collect to improve our products or personalise our services. We will also use your data to communicate with you. In addition, where you have given appropriate permission, we may communicate with you from time to time regarding our other products and services or offers that we are running.
How we store your data
We undertake at all times to protect your personal data in a manner which is consistent with the requirements of the GDPR. We will also take all reasonable security measures to protect your personal data in storage. All of the data that we process is stored on servers located inside the European Economic Area (EEA) and we will never transfer your data outside of the EEA without your permission.
Information about cookies and web access
Health @ Work uses cookies, which are small text files placed on your device, to provide our website with the ability to collect data about how you use these services. Cookies allow us to store your preferences and enable you to sign into our services more easily.
3) How we share your data
We will keep information about you confidential and will only disclose your information with other third parties with your express consent, with the exception of the following categories:
- To comply with any legal and regulatory issues and disclosures;
- Any mailing or printing agents, contractors and advisors that provide a service to us or act as our agents on the understanding that they keep the information confidential and comply with GDPR;
- Any legal or crime prevention agencies and/or to satisfy any regulatory request if we have a duty to do so or if the law allows us to do so.
Service providers
Health @ Work sometimes employs third parties to provide some of their services, as well as to perform specific functions on our behalf including hosting services and off-site back-ups. As a result, some providers do have indirect access to some of your personal data in order to deliver a service to us and you. We have ensured that all of our service partners are GDPR compliant.
4) How long we keep information about you
We keep information in line with the retention policy of our organisation. These retention periods are in line with the length of time we need to keep your personal information to confirm your attendance at training sessions and to provide certificates of completion. They also take into account our need to meet any legal, statutory and regulatory obligations. These reasons can vary from one piece of information to the next. In all cases our need to use your personal information will be regularly reassessed and information which is no longer required will be disposed of confidentially.
5) Your rights
Right of access
The GDPR grants you the right to access particular personal data that we hold about you via a Subject Access Request. Such information will be provided in an encrypted electronic format for you to review if your request was sent by email. If you submitted your request by post, we will send you a copy by recorded delivery.
Right to Rectification
You have the right of correction for any inaccurate personal data we hold about you without undue delay.
Right of Erasure and Right to Object
Where possible we will accommodate your request to have any data relating to you erased, or to stop processing it in the manner requested in your objection request. Please note that certain pieces of information will be required to be retained in line with our retention policy as detailed previously in the ‘How long do we keep information about you?’ section.
Should you exercise your right to object we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms; or for the establishment, exercise or defence of legal claims, such as fraud.
Right to Data Portability
You have the right to receive the personal data that you, your employer or intermediary has provided to us in a structured, commonly used, and machine-readable format. You also have the right to transmit this data to another controller without hindrance from us.
Invoking your rights
If you would like to invoke any of the above rights, please write to:
The Data Protection Officer, Health @ Work, One Derby Square, Liverpool L2 1AB
Or email dpo@healthatworkcentre.org.uk .
Accuracy of information
In order to provide the highest levels of customer service, we need to keep personal data about you. We take reasonable steps to ensure the accuracy of any personal data or sensitive information that we obtain. You can help us by informing us of these changes when they occur.
6) Important Information
Policy changes
This Privacy Policy is regularly reviewed. This is to make sure that we continue to meet the highest standards and to protect your privacy. We reserve the right, at all times, to update, modify or amend this Policy. We suggest that you review this Privacy Policy from time to time to ensure you are aware of any changes we may have made; however, we will not significantly change how we use information you have already given to us without your prior agreement.
The latest version of this Policy can always be found at www. https://staging.healthatworkcentre.org.uk/privacypolicy
If you have a complaint regarding the use of your personal data or sensitive information, then please contact us by writing to:
The Data Protection Officer, Health @ Work, One Derby Square, Liverpool L2 1AB
We will do our best to help you, but if your complaint is not resolved to your satisfaction you can make a formal complaint to the Information Commissioner’s Office (ICO).