Privacy Policy

Osteopaths For Industry Limited

 

What is this Privacy Policy for?

This Privacy Policy is intended to help you understand what data we collect, why we collect it, what we do with it, and how you can review or remove any of your personal data that we collect. The policy sets out the different areas where user privacy is concerned and outlines our obligations & requirements, and the obligations & requirements of our customers, prospective customers, those that enquire with us, and/or those that use our websites or interact with us on social media. Furthermore, the way that we process, store and protect user data and information will also be detailed within this policy. We are committed to safeguarding your data and your privacy.

 

Why we may collect information about you

You may contact us, use our websites and/or interact with us on social media at your own discretion. We will generally use any personal information you disclose to assist us with providing you with relevant further information about the products/services we offer, to assist us in answering any questions or queries you may have submitted, and/or to facilitate any bookings/appointments/services that you have procured (or are in the process of procuring) from us.

Your personal information is kept private and stored securely until a time that it is either no longer required, or you request for it to be amended/deleted, or for a maximum period of 10 years.

What personal information we may collect about you?

We may collect, store and use the following kinds of personal information:

Information that you provide to us via several channels including, but not limited to, telephone; email; written document; website submission; online booking; social media. This information may be provided for a number of reasons including, but not limited to, making an enquiry or booking for our products or services; subscribing to our email notifications and/or newsletters; completing a form on our website; making purchases or any other transactions that you enter into through our website; information contained in or relating to any communication that you send through our website (including, but not limited to, your name, email address, telephone number, gender, date of birth, payment card details, interests and hobbies, employment details, service use including the timing, frequency and pattern of service use, any other personal information that you choose to send to us).

Collecting information about your use of our websites and social media accounts

Information about your computer and your use of our websites and social media accounts will be collected if you choose to engage with us using those channels.

Our websites use Cookies. You will be notified of this on your first visit to one of our websites. By using our website(s) you consent to our use of cookies in accordance with the terms of this policy. If you do not consent to the use of cookies then you should not use our websites. This complies with UK legislation requirements for websites to obtain consent from users before leaving cookies on a user’s computer / device.

Information collected in this way may include, but is not limited to, your IP address, approximate geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths.

More about Cookies, and how we use them

A cookie is a small file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server. Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies. Cookies can be used to identify and track users as they navigate different pages on a website and identify users returning to a website.

Our websites use tracking software to monitor visitors to better understand how they use our website. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computer in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information. You can read Google’s privacy policy here for further information [https://policies.google.com/privacy].

Other cookies may be stored to your computer hard drive by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.

Users are advised that if they wish to deny the use and saving of cookies from our websites on to their computer they should take necessary steps within their web browsers security settings to block all cookies from our websites and external serving vendors.

Social Media platforms

Communication, engagement and actions taken through external social media platforms that we participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.

Users are advised to use social media platforms wisely and communicate/engage upon them with due care and caution in regard to their own privacy and personal details. Our websites nor its owners will ever ask for personal or sensitive information through social media platforms and we encourage users wishing to discuss sensitive details to contact us through primary communication channels such as telephone or direct email.

Our websites may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.

Disclosure of someone else’s personal information to us

Before you disclose to us the personal information of another person, you must obtain that person’s consent to both the disclosure and the processing of that personal information in accordance with this policy.

 

How we use the information that we collect

Personal information submitted to us will be used for the purposes specified in this policy or in the way suggested to you at the time that said personal information was submitted. We will generally use your personal information to:

  • administer and respond to enquiries you have made with us
  • send you goods or products purchased from us; supply a service, a course, and/or appointments purchased from us; send statements, invoices and payment reminders to you, and collect payments from you; send you non-marketing commercial communications; send you email and/or marketing notifications that you have requested or agreed to receive
  • administer our website and social media accounts; personalise our website for you; enable your use of the services available on our website
  • send you our email newsletter and marketing communications, if you have requested to receive them (furthermore, you can inform us at any time if you no longer wish to receive these, or unsubscribe at any time)
  • deal with complaints made by, or about, you.

If you submit personal information for publication as printed media, on our website, or on social media accounts, we will publish and otherwise use that information in accordance with the licence you grant to us. We will not, without your express consent, supply your personal information to any third party for the purpose of their or any other third party’s direct marketing.

Email marketing

Our businesses (and related websites) operate an email newsletter marketing program, used to inform subscribers about products and services supplied by this website. Users can subscribe through an online automated process should they wish to do so but do so at their own discretion. Some subscriptions may be manually processed through prior written agreement with the user. Subscriptions are taken in compliance with the General Data Protection Regulation (GDPR 2018) and UK Spam Laws.

All personal details relating to subscriptions are held securely. No personal details are passed on to third parties nor shared with companies / people outside of the company that operates this website. You may request a copy of personal information held about you in relation to our email newsletter program. If you would like a copy of the information held on you please write to the business address at the bottom of this policy.

Email marketing campaigns published by this website or its owners may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include; the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity [this is by no far a comprehensive list].

This information is used to refine future email campaigns and supply the user with more relevant content based around their activity.

In compliance with UK Spam Laws and the General Data Protection Regulation (GDPR 2018), subscribers can un-subscribe at any time through an automated system. This process is detailed at the footer of each email campaign.

Disclosing your personal information

We may disclose your personal information to any of our employees, any member of our group of companies (this means our ultimate holding company and all its subsidiaries), professional advisers, suppliers or subcontractors insofar as reasonably necessary for the purposes set out in this 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.

We may disclose your personal information: to the extent that we are required to do so by law; in connection with any ongoing or prospective legal proceedings; in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk); to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.

Our credit card facilities are provided by our two payment services providers; Handepay and Stripe. We will share information with our payment services provider only to the extent necessary for the purposes of processing payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can review the payment provider’s privacy policies at https://www.handepay.co.uk/privacy/ and https://stripe.com/gb/privacy.

Except as provided in this policy, we will not provide your personal information to third parties.

 

Retaining your personal information

This section sets out our data retention policies and procedures, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal information.

We will retain data and documents (including electronic documents) containing personal data to provide a record of the use of our services (including, but not limited to, training courses, bookings and appointments, consultancy and meetings). We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, or for a maximum period of up to 10 years.

You can ask us to review your data, or ask us to amend or delete it – see the ‘Your rights’ section for further information.

In some circumstances we may 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.

We will retain data and documents containing personal data to the extent that we are required to do so by law; if we believe that the documents may be relevant to any ongoing or prospective legal proceedings; and in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).

Information security

We take the protection of your personal information seriously, and take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.

We encrypt our websites and website & email communications using SSL security. All electronic financial transactions entered into through our website are protected by encryption technology.

We store all the personal information you provide on secure servers, and restrict our employees access to personal information.

Despite the statements above, you acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

You are responsible for keeping passwords you use for accessing our website(s) and services confidential; we will not ask you for your passwords (except when you log in to our website(s) or services).

 

Your rights

You may instruct us at any time not to process your personal information for marketing purposes. In practice, we will not send you marketing material without your consent. In practice, you are able to unsubscribe from any marketing communications should you not with to continue receiving them.

You may instruct us to provide you with any personal information we hold about you. Provision of such information may be (at our discretion) subject to the supply of appropriate evidence of your identity.

We may withhold personal information that you request to the extent permitted by law.

Reviewing, updating or deleting your personal information

Please let us know if you wish to review what information we hold about you, or if any personal information that we do hold about you needs to be corrected or updated, or if you wish for it to be deleted. Please telephone us or send us a direct email us to start this process. Please note that we may (at our discretion) require you to supply appropriate evidence of your identity.

 

Amendments to this policy

We may update this privacy policy from time to time by publishing a new version on our websites. You should check our websites occasionally to ensure you are aware of, and are happy with, any changes to this policy. The most recent copy of our Privacy Policy can be found at www.ofi.co.uk/privacy-policy

 

Our details, and how to contact us

Osteopaths For Industry Limited is registered in England under company registration number 2099361. Our registered office is at 1 Grove Way, Esher, Surrey, KT10 8HH.

You can contact Osteopaths For Industry by post using the postal address given above; by telephone on 020 8398 9522; by email at admin@ofi.co.uk; by using our Contact Form on our website at www.ofi.co.uk/about-ofi/contact-us.