This policy sets out the different areas where user privacy is concerned and outlines the obligations and requirements of the users, the website and website owners. Furthermore, the way this website processes, stores and protects user data and information will also be detailed within this policy.
In this Privacy Policy, "We", "Us" and "Our" means Joanna Taylor & Associates.
Our Data Controller is Joanna Taylor ([email protected]), PO Box 551, Scarborough, North Yorkshire, UK, YO11 9JG.
In this Privacy Policy, “our websites” mean “www.joanna-taylor.co.uk” or "www.joanna-taylor.com".
We are committed to protecting your privacy and aim to be clear when we collect your information and use it only as you would reasonably expect.
This practice complies with the Data Protection Act (1998) and General Data Protection Regulation (GDPR) 2018. This means that we will ensure that your information is processed fairly and lawfully.
How We Use Personal Information
We will not use your personal information unless we have first told you how we will use it or it is obvious how we will use it.
We will never sell or rent your personally identifiable information to anyone.
Our Websites
Our websites are created by Joanna Taylor and hosted by WordPress. We take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of our website users throughout their visiting experience.
Personally Identifiable Information (PII)
Whilst requesting information via our websites, you may be required to provide personal information (name, email, etc.). We will use this information to send you the specific items you have requested (for example our monthly newsletter or a course prospectus etc) and for no other purpose.
If you have booked on a workshop which is to be delivered by someone other than Joanna Taylor, your contact details may be shared with that person for the purposes of sending you joining instructions for that course or workshop, and for no other purpose.
We will ensure that all personal information supplied is held securely in accordance with the General Data Protection Regulation (EU) 2016/679, as adopted into law of the United Kingdom in the Data Protection Act 2018. Further, by providing your name and any contact details, you consent to us contacting you using these methods.
You have the right at any time to request a copy of the personal information we hold on you. Should you wish to receive a copy of this, or would like to be removed from our database, please contact us at [email protected] . Subscribers to our monthly newsletter may unsubscribe at any time using the link on the newsletter email.
As a training organisation we need to collect and use your personal information in the following circumstances:
Our lawful basis for the purposes that we process personal information is for the performance of our contract with you to provide our training services.
The law allows us to collect and use personal data if it is necessary for our legitimate business interest and so long as its use is fair, balanced and does not unduly impact your rights. In many situations, the best approach is to process personal data because of our contract with you and our legitimate interests as a professional organisation, rather than consent. However, we will ask for your consent to send you marketing emails regarding our future courses. You can withdraw consent for this at any time.
Because of the therapeutic nature of our trainings, we may sometimes be informed of sensitive personal data by our students. This would only be recorded in writing by the tutor where considered contextually appropriate, and only for the purposes of assisting the your ongoing learning and development within the specific course. Sensitive information of this nature is stored in a locked filing cabinet, and destroyed following the your completion of the course.
In an emergency situation, we may share your personal details with the emergency services if we believe it is in your ‘vital interests’ to do so. For example, if someone is taken ill during one of our courses.
We may also share your personal information where we are compelled by law to do so.
How do we Collect Information?
We collect information in two possible ways:
When you directly give it to us (“Directly Provided Data”)
When you book courses, sign up for our newsletter or communicate directly with us, you may choose to give us certain information – for example, by filling in text boxes, completing booking forms and submitting coursework. All this information requires a direct action by you at that time in order for us to receive it and process it.
When you give us permission to obtain from other accounts (“User Authorised Data”)
Depending on your settings or the privacy policies for other online services, you may give us permission to obtain information from your account with those other services. For example, this can be via the payment method you use (PayPal, GoCardless, Stripe etc.) or by choosing to send us your location data when accessing our website from your smartphone.
We collect personal information from you directly through our website, by online forms, over the phone, through surveys and through paper booking forms.
Our website may collect information about the software on your computer or device (your browser version etc.) and your IP address (your connection with the internet) to improve your interaction with our websites. This may happen automatically without your being aware of it.
We may use cookies to remember personal settings you have chosen at our website. In no other context do we use cookies to collect information that identifies you personally. Most of these cookies are automatically deleted from your computer when you leave our website or shortly afterwards.
Cookies are small files saved to the user’s computer’s hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.
We use anonymous session cookies (short-term cookies that disappear when you close your browser) to help you navigate the website and make the most of the features. If you log into one of our online courses as a registered user, your session cookie will also contain your user ID so that we can monitor your progress within the course.
Our websites use tracking software to monitor their visitors. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computer’s hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information.
Should users wish to deny the use and saving of cookies from this website onto their computer’s hard drive, they should take necessary steps within their web browser’s security settings to block all cookies from this website and its external serving vendors.
The Personal Information that We Collect
For event applications, registrations and administration we may collect:
For administration of complaints and feedback:
Where we Store Your Personal Information
The data that you provide us with will typically be stored and processed within the European Economic Area ("EEA"). However, some of the services we use will mean that your data may be transferred to, and stored at, a destination outside the EEA. In these cases, we ensure that the provider is able to operate under the EU Binding Corporate Rules arrangement. Binding Corporate Rules (“BCRs”) are company-wide data protection policies approved by European data protection authorities to facilitate intra-group transfers of personal data from the European Economic Area (“EEA”) to countries outside the EEA. BCRs are based on strict privacy principles established by European Union data protection authorities and require intensive consultation with those authorities.
By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.
All information you provide to us is stored securely; either electronically on password-protected devices or, in the case of written sensitive data, in locked filing cabinets.
Any payment transactions are encrypted by the third-party payment processing service, such as SumUp, Stripe, PayPal or BACS.
Where you have chosen a password which enables you to access our online courses, we do not have access to this and you are responsible for keeping this password confidential. We ask that you do not share your password with anyone.
Unfortunately, the transmission of information via the internet is never completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
How we may Share Personal Information
We do not sell or share personal information with third parties for the purposes of marketing. If we run an event in partnership with another named organisation, your details may need to be shared with them. We will be very clear what will happen to your personal information if you register for such an event.
We will not sell personal information other than as part of a sale of a substantial part of our assets. We may disclose summary data only to a prospective purchaser, but only for use in connection with that sale.
We may, however, need to disclose your details, if required, to the police, other emergency services, regulatory bodies or legal advisors. We will only ever share your data in other circumstances if we have your explicit and informed consent.
How we Protect Personal Information
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by those authorised to do so.
We undertake regular data protection training to ensure our compliance.
We ensure that there are appropriate technical controls in place to protect your personal details. For example, our computers are password protected and have appropriate virus and malware protection.
We store all PII that you supply us with on secured cloud servers or in secured paper files.
Unfortunately, the transmission of information over the internet can never be completely secure. Although we will do our best to ensure that your personal information is protected, we cannot guarantee the security of your data transmitted to the website or via email. Any transmission of your personal information by you is therefore at your own risk. Once we have received your information, we will use strict procedures and security features to try and prevent unauthorised access.
How Long we Keep Personal Information
We will not retain your personal information longer than necessary. We will retain the information you provide in order to provide our services to you, for as long as is necessary to provide those services.
If legally required or if it is reasonably necessary to meet regulatory requirements, resolve disputes, prevent fraud and abuse or to enforce our Terms and Conditions, we may also retain some of your information for a limited period of time as required, even after it is no longer needed to provide the services to you.
We keep personal information about:
Your Rights
To exercise any of these rights, please contact us at [email protected] or on the telephone numbers or address below.
You can find out more about your rights from the Information Commissioner, who regulates data protection and privacy.
What personal information do we need to hold?
Why do we hold this information?
We need to keep accurate personal data about our clients in order to provide you with safe and appropriate care.
What is the Lawful Basis for processing Personal Data?
We hold a client’s data because it is our Legitimate Interest to do so. Without holding the data we cannot work effectively.
Retaining information
We will retain your client records during the duration of your therapy, and for a further seven years following the end of your therapy, after which they will be destroyed securely.
Security
Your information is held in a secure manual filing system. Any digital communication (e-mail, text/SMS etc) is held on password-protected devices accessible only to myself. All sessions, including telephone conversations, e-mail and text/SMS correspondence, will be conducted in confidence. This confidence will be maintained and applied to any and all records in accordance with the General Data Protection Regulation (GDPR) and Data Protection Bill (2018).
When we may need to disclose your information
We will not disclose your information, except in the following instances:
Access to your information and other rights
You have a right to access the information that we hold about you and to receive a copy. You should submit your request to the practice in writing or by email. We do not usually charge you for copies of your information; if we pass on a charge, we will explain the reasons.
You can also request us to:
If you do not agree If you do not wish us to use your personal information as described, you should discuss the matter with your therapist. If you object to the way that we collect and use your information, we may not be able to continue to provide your therapy.
If you have any concerns about how we use your information and you do not feel able to discuss it with your therapist or anyone at the practice, you should contact The Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF (0303 123 1113 or 01625 545745).
Changes to This Policy
We may change this Privacy Policy from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on our website or by contacting you directly.
You are welcome to contact me if you have any questions about our courses and workshops, or if you would like to discuss Wellbeing Coaching or Clinical Supervision.
[email protected] | +44 7968 738117
Joanna Taylor & Associates
PO Box 551, Scarborough, North Yorkshire, UK YO11 9JG
Email: [email protected]
+44 7968 738119
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