Privacy Policy

This privacy notice describes how we collect and use personal information about you during and after your working relationship with us, in accordance with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.

Leckby Holdings is a "data controller." This means we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.

Please read this notice carefully so that you are aware of how and why we are using your information.

Data Protection Principles

We will comply with data protection law. This means the personal information we hold about you must be:

• Used lawfully, fairly and in a transparent way.
• Collected only for valid purposes that we have clearly explained to you, and not used in any way that is incompatible with those purposes.
• Relevant to the purposes we have told you about and limited only to those purposes.
• Accurate and kept up to date.
• Kept only as long as necessary for the purposes we have told you about.
• Kept securely.

The Kind of Information We Hold About You

Personal data means any information about an individual from which that person can be identified. We may collect, store, and use the following categories of personal information:

• Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.
• Date of birth.
• Gender.

We may also collect the following "special categories" of more sensitive personal information:

• Information about your health, including any medical condition, health, and sickness records.
• Information about criminal convictions and offences.

How Is Your Personal Information Collected?

We collect personal information about Independent Service Providers through forms completed when you registered yourself or your company to use the therapeutic space at The Harlow.

How We Will Use Information About You

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

• Where we need to comply with a legal obligation.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

We may also use your personal information where we need to protect your interests (or someone else's interests), or where it is needed in the public interest or for official purposes.

If You Fail to Provide Personal Information

If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you, or we may be prevented from complying with our legal obligations.

Change of Purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and either ask for your consent or explain the legal obligation which requires us to do so.

How We Use Particularly Sensitive Personal Information

Special categories of particularly sensitive personal information require higher levels of protection. We may process such information in the following circumstances:

• In limited circumstances, with your explicit written consent.
• Where it is needed in the public interest, such as for equal opportunities monitoring, and in line with our data protection policy.
• Less commonly, where it is needed in relation to legal claims, or where it is needed to protect your interests and you are not capable of giving your consent.

Information About Criminal Convictions

We may only use information relating to criminal convictions where the law allows us to do so. We will only collect this information where it is appropriate given the nature of the role and where we are legally able to do so.

Data Sharing

We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you, or where we have another legitimate interest in doing so. All third-party service providers are required to take appropriate security measures to protect your personal information.

We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

Transferring Information Outside the EU

We do not envisage that we would need to transfer your personal data outside of the EU. If we do, you can expect a similar degree of protection in respect of your personal information.

Data Security

We have put in place appropriate technical and organisational security measures to prevent your personal information from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. We have procedures to deal with any suspected data security breach and will notify you and any applicable regulator where we are legally required to do so.

Data Retention

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.

Once the retention period has expired, the Company will take all reasonable measures to delete client data securely, ensuring that the confidentiality of the data subject is not breached.

Your Rights

Under certain circumstances, by law you have the right to:

• Request access to your personal information (a "data subject access request").
• Request correction of any incomplete or inaccurate information we hold about you.
• Request erasure of your personal information where there is no good reason for us continuing to process it.
• Object to processing where we are relying on a legitimate interest and there is something about your situation which makes you want to object.
• Request restriction of processing of your personal information.
• Request transfer of your personal information to another party.

To exercise any of these rights, please contact us in writing at enquiries@theharlow.co.uk.

Subject Access Requests

Under the UK GDPR and Data Protection Act 2018, you have the right to receive confirmation that we process your personal data and to access that data. Subject access requests should be made in writing (hard copy or electronically). The Company will respond without delay and at the latest within one month, unless the request is complex or numerous, in which case we will write to explain within one month and respond within three months.

Requests will normally be complied with free of charge. However, we may charge a reasonable fee if the request is manifestly unfounded, excessive, or repetitive.

Right to Withdraw Consent

Where you have provided consent to the collection, processing, and transfer of your personal information for a specific purpose, you have the right to withdraw your consent at any time. To withdraw your consent, please contact us. Once we have received notification that you have withdrawn your consent, we will no longer process your information for that purpose, unless we have another legitimate basis for doing so in law.

Data Protection Officer

The Company's Data Protection Officer is James Tongue. They can be contacted regarding data retention queries at enquiries@theharlow.co.uk.

Training

The nominated data controller, auditors, and protection officers for the Company are trained appropriately and on a regular basis in their roles under data protection legislation. All employees involved in the retention of personal data are trained to protect individuals' personal data and to understand the consequences of a breach of the Company's policies and procedures.

Changes to This Privacy Notice

We reserve the right to update this privacy notice at any time. We will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

Copyright Notice

The use of any image, copy, or video on this site by third parties is strictly prohibited. All rights belong to Leckby Holdings.