Privacy Policy

This privacy notice tells you what to expect us to do with your personal information.

• Contact details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• How to complain

Contact details

Email                  julia@soundserenity.co.uk

What information we collect, use, and why

We collect or use the following information to provide client care and services:

• Name, address and contact details
• Emergency contact details
• Health information (including medical conditions, allergies, medical requirements and medical history)
• Records of meetings and decisions

We collect or use the following personal information to comply with legal requirements:

• Name
• Contact information

We also collect the following special category information to comply with legal requirements. This information is subject to additional protection due to its sensitive nature and falls under special category data under the General Data Protection Regulation (GDPR) and may be retained under the lawful basis of processing in the substantial public interest for Counselling etc. and insurance:

• Health information

We collect or use the following personal information for information updates, marketing or market research purposes:

• Names and contact details
• Addresses
• Marketing preferences
• Records of consent, where appropriate

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details
• Addresses
• Purchase or service history
• Customer or client accounts and records
• Correspondence

We also collect the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:

• Health information

We collect or use website cookies to facilitate the functioning of the website.

Data Controller: Julia Willcock

Website: www.soundserenity.co.uk

Website Service Provider: Ionos

When a visitor looks at a website, cookies (pieces of information) will be stored as text in their browser. Cookies allow the website platform, Ionos, to track the number of visitors and which pages they visit. Cookies help to make the website work more efficiently by showing the user behaviour and aiding the website owner to make improvements.  Necessary cookies are required to provide core functionality and are exempt from permission.

As a visitor you have the choice to click “accept” to allow analytical cookies or “reject”. If denied, the visitor can still see the website but some parts may not be accessible.

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
• Your right to make a Data Protection complaint – if you are concerned about how your data is being used. Read more about the right to complain.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide client care and services are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information to comply with legal requirements are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for information updates, marketing or market research purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Where we get personal information from

• Directly from you
• Family members or carers for those under 18

How long we keep information

The records shall be kept for at least 7 years following the last occasion on which treatment was given. In the case of treatment to minors, records will be kept for at least 7 years after they reach the age of majority (18). 

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

Duty of confidentiality

We are subject to a common law duty of confidentiality. However, there are circumstances where we will share relevant health and care information. These are where:

• you’ve provided us with your consent (we have taken it as implied to provide you with care, or you have given it explicitly for other uses);
• we have a legal requirement (including court orders) to collect, share or use the data;
• If in England or Wales – the requirements of The Health Service (Control of Patient Information) Regulations 2002 are satisfied; or
• If in Scotland – we have the authority to share provided by the Chief Medical Officer for Scotland, the Chief Executive of NHS Scotland, the Public Benefit and Privacy Panel for Health and Social Care or other similar governance and scrutiny process.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

Please include enough information for us to understand your concern and investigate it properly. This may include your name, contact details, the nature of your complaint and any relevant correspondence or reference numbers.

We will acknowledge your complaint within 30 days of receiving it. We will then review the matter and respond without undue delay. If we need more information from you, we will let you know.

If you are not satisfied with our response, or you believe your data protection rights have not been properly handled, you also have the right to complain to the Information Commissioner’s Office (ICO).

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint