Last updated: 1 March 2021
We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.
We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR).
Key terms
| We, us, our | Female Focus Limited, a company registered in England (Company Registered No. 11462819 with its registered offices at C/O Brierley Coleman & Co, 33 Turner Street, Manchester, United Kingdom, M4 1DW |
| Personal data | Any information relating to an identified or identifiable individual |
| Special category personal data | Personal data revealing racial or ethnic origin
Data concerning health, sex life or sexual orientation |
| Data subject | The individual who the personal data relates to |
Personal data we collect about you
We may collect and use the following personal data about you:
- Name, address and contact details, including email address and home and mobile telephone numbers (we may use these details to contact you unless you ask us not to)
- Date of birth, gender and nationality
- Previous and current medical health records
- Your marital status, next of kin, dependants nominated and/or emergency contacts
- Information about medical or health conditions, including whether or not you have a disability for which we need to make reasonable adjustments
- Personal or professional interests
- Information about medical or health conditions of your family
- Billing information, transaction and payment card information
- Information about how you use our website, IT, communication and other systems
- Responses to surveys, competitions and promotions
We collect and use this personal data to provide services to you. If you do not provide personal data we ask for, it may delay or prevent us from providing services to you.
How your personal data is collected
We collect most of this personal data directly from you — in person, by telephone, text or email and/or via our website. However, we may also collect information from a third party with your consent or via our IT systems through automated monitoring of our websites and other technical systems, communications systems, email and instant messaging systems.
How and why we use your personal data
Under data protection law, we can only use your personal data if we have a proper reason, for example:
- where you have given consent
- to comply with our legal and regulatory obligations
- for the performance of a contract with you or to take steps at your request before entering into a contract
- for our legitimate interests or those of a third party
A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.
The table below explains what we use your personal data for and why.
| What we use your personal data for | Our reasons |
| Providing services to you | To perform our contract with you or to take steps at your request before entering into a contract |
| To comply with our professional, legal and regulatory obligations, for example under health and safety law or rules issued by our professional regulator | To comply with our legal and regulatory obligations |
| Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies | To comply with our legal and regulatory obligations |
| Ensuring our policies are adhered to, for example policies covering security and internet use | For our legitimate interests or those of a third party, i.e. to make sure we are following our own internal procedures |
| Operational reasons, such as improving efficiency, training and quality control | For our legitimate interests or those of a third party, i.e. to be as efficient as we can |
| Ensuring the confidentiality of commercially sensitive information | For our legitimate interests or those of a third party, i.e. to protect commercially valuable information
To comply with our legal and regulatory obligations |
| Statistical analysis to help us manage our business | For our legitimate interests or those of a third party, i.e. to be as efficient as we can |
| Preventing unauthorised access and modifications to systems | For our legitimate interests or those of a third party
To comply with our legal and regulatory obligations |
| Updating and enhancing customer records | To perform our contract with you or to take steps before entering into a contract
To comply with our legal and regulatory obligations For our legitimate interests or those of a third party, e.g. making sure that we can keep in touch with our customers about existing and new services |
| Ensuring safe working practices, staff administration and assessments | To comply with our legal and regulatory obligations
For our legitimate interests or those of a third party, for example to make sure we are following our own internal procedures and working efficiently |
| External audits and quality checks | For our legitimate interests or a those of a third party, i.e. to maintain our accreditations
To comply with our legal and regulatory obligations |
Where we process special category personal data, we will also ensure we are permitted to do so under data protection laws, for example:
- we have your explicit consent
- the processing is necessary to protect your (or someone else’s) vital interests where you are physically or legally incapable of giving consent
- the processing is necessary to establish, exercise or defend legal claims
Marketing
We may use your personal data to send you updates (by email, text message, telephone or post) about our services marketing and promotional offers and updates and to manage your marketing preferences if you elect to receive marketing and promotional offers from us.
You have the right to opt out of receiving marketing communications at any time by contacting us.
We will always treat your personal data with the utmost respect and never sell or share it with other organisations for marketing purposes.
Who we share your personal data with
We routinely share personal data with:
- third parties we use to help deliver services to you, for example payment service providers
- other third parties we use to help us run our business, for example website hosts
- our insurers and brokers
We only allow our service providers to handle your personal data if we are satisfied they take appropriate measures to protect your personal data.
We may also need to:
- share personal data with external auditors, for example in relation to the audit of our accounts
- disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations
- share some personal data with other parties, such as potential buyers of some or all of our business or during a restructuring— information will usually be anonymised, but where this is not possible the recipient will be bound by confidentiality obligations
If you would like more information about who we share our data with and why, please contact us.
Where your personal data is held
Personal data may be held at our offices and those of our third party agencies, service providers, representatives and agents as described above (see above: ‘Who we share your personal data with’).
Some of these third parties may be based outside the UK. For more information, see below: ‘Transferring your personal data out of the UK’.
How long your personal data will be kept
We will keep your personal data while we are providing services to you. Thereafter, we will keep your personal data for as long as is necessary
- to respond to any questions, complaints or claims made by you or on your behalf
- to show that we treated you fairly
- to keep records required by law
We will not keep your personal data for longer than necessary. When it is no longer necessary to keep your personal data, we will delete or anonymise it.
Transferring your personal data out of the UK
To deliver services to you, it is sometimes necessary for us to share your personal data outside the UK, for example with our service providers located outside the UK
Under data protection law, we can only transfer your personal data to a country or international organisation outside the UK where:
- the UK government has decided the particular country or international organisation ensures an adequate level of protection of personal data (known as an ‘adequacy decision’)
- there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for data subjects
- a specific exception applies under data protection law
Your rights
You have the following rights, which you can exercise free of charge:
| Access | The right to be provided with a copy of your personal data |
| Rectification | The right to require us to correct any mistakes in your personal data |
| Erasure (also known as the right to be forgotten) | The right to require us to delete your personal data — in certain situations |
| Restriction of processing | The right to require us to restrict processing of your personal data in certain circumstances, for example if you contest the accuracy of the data |
| Data portability | The right to receive the personal data you provided to us — in certain situations |
| To object | The right to object:
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| Not to be subject to automated individual decision making | The right not to be subject to a decision based solely on automated processing that produces legal effects or significantly affects you |
For further information on each of those rights, including the circumstances in which they apply, please see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights.
If you would like to exercise any of those rights, please
- email, call or write to us—see below: ‘How to contact us’
- provide enough information to identify yourself and any additional identity information we may reasonably request from you
- let us know what right you want to exercise and the information to which your request relates
Keeping your personal data secure
We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How to complain
Please contact us if you have any query or concern about our use of your information (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.
You also have the right to lodge a complaint with the Information Commissioner. The Information Commissioner may be contacted at https://ico.org.uk/make-a-complaint or telephone: 0303 123 1113.
Changes to this privacy policy
We may change this privacy notice from time to time by updating our website
How to contact us
You can contact us by email or telephone if you have any questions about this privacy policy or the information we hold about you, to exercise a right under data protection law or to make a complaint.
| Our contact details | |
| Address | C/O Brierley Coleman & Co, 33 Turner Street, Manchester, United Kingdom, M4 1DW |
| babs@femalefocusclinic.co.uk | |
| Telephone | 07483146186 |