Privacy Policy

Use of private information policy (GDPR)

Last updated: [Feb 2024]

We respect the European Union’s General Data Protection Regulations (GDPR) and this policy explains how we collect and treat any information you give us. This policy is short and has been written in simple terms.

Our policy covers:

  1. Why we value your privacy
  2. How we collect information
  3. What information we hold
  4. Where we store your information
  5. What we use your information for
  6. Who is responsible for your information at our company
  7. Who has access to information about you
  8. The steps we take to keep your information private
  9. How to complain
  10. Changes to the policy

1.   Why we value your privacy

We value your privacy as much as we do our own, so we’re committed to keeping your personal information safe. We’re uncomfortable with the information companies, governments, and other organisations keep on file, so we ask for only the bare minimum from our users. We’ll never use your personal information for any reason other than why you gave it, and we’ll never give anyone access to it unless we’re forced to by law.

2. How we collect information

When you sign up for our newsletter or use our contact form, we ask for contact information including your name, email address, and phone number, on our website so that we can reply to your enquiry.

Our website doesn’t use cookies or scripts that were designed to track the websites you visit. We don’t use analytics or native social media ‘like’ or ‘sharing’ buttons which also build profiles of your internet activity.

We collect your email address when you sign up for one of our newsletters.

Occasionally, we might receive your contact information from one of our partners. If we do, we protect it in exactly the same way as if you give it to us directly.

3.   What information we hold

  • When you contact us by email or through our website, we collect your name, email address, phone number, and the company you work for (if relevant)
  • If you sign up for a newsletter, we store the information you provide.
  • When you contact us to make a referral into our counselling service we collect;
    • Your full name
    • Whether you are referring your self / someone else
    • Your organisation name (if relevant)
    • Your contact email address
    • The contents of your email message

4.   Where we store your information

When you contact us by email or through our website, we store your information within our google email system.

If you sign up for a newsletter, we store your email address in Google spreadsheets and MailChimp, which is the marketing platform we prefer. We chose these systems partly for their commitment to security.

Storage Period

Your contact information collected when you opt-in to receive mailing from our service (such as our newsletter) will be kept on a google spreadsheet and within our MailChimp mailing system and will be deleted as soon as you unsubscribe.

5.   What we use your information for

We may occasionally use your contact information to send you details of updates to our service. When we do, you have the option to unsubscribe from these communications and we won’t send them to you again. We might also email or phone you about our service, but if you tell us not to, we won’t get in touch again.

6.   Who is responsible for your information at our company

Our Data Protection Officer is responsible for the security of your information. You can contact them by email at hello@phenomenalfutures.org.uk if you have any concerns about the information we store.

7.   Who has access to information about you

When we store information in our own systems, only the people who need it have access. Our clinical and support team have access to everything you’ve provided, but individual employees have access to only what they need to do their job.

8.   The steps we take to keep your information private

Where we store your information in third-party services, we restrict access only to people who need it. We store passwords securely. We do not ask for your details on any of our platforms unless you opt into our mailing list or sign up for updates.

9.   How to complain

We take complaints very seriously. If you’ve any reason to complain about the ways we handle your privacy, please contact Hilary Brown by email at hello@phenomenalfutures.org.uk

10.        Changes to the policy

If we change the contents of this policy, those changes will become effective the moment we publish them on our website.

 

Thank you to Stuffandnonsense for providing a openly licensed template of this policy which we have used.