PRIVACY STATEMENT
Certain data, including personal data, must be collected, or processed in order for May You Mend Ltd (Company number SC769289 (“Company”, “we” or “us”) to provide services clients have requested or contracted for. The Company is committed to abiding by any and all laws and regulations on the protection of personal data including the General Data Protection Regulation (GDPR).
This privacy notice sets out the information the Company collects about you via emails, its client management systems, its website www.mayyoumend.com (“Website”)and its social media accounts, how it uses such information and with whom it shares the information.
Who we are:
We are May You Mend Ltd, 24 Naismith Drive, Stonehaven, AB39 8BD, email address: info@mayoumend.com. For the purposes of processing your personal data, the Company is the Controller.
Personal data we collect about you
The personal data we collect about you depends on the particular activities carried out through the Services. We will collect and use the following personal data about you:
Website and Social Media Accounts:
The Company records and uses the following categories of personal data on its website: name, email address, location, age, and your message. By submitting your data via the webform on our Website, you have consented to the Company contacting you by using the data provided.
The Company may also collect data when you post something on its social media account or use a social media account to send a direct message. This can include your profile name, profile picture, and the message within your post or private message. By submitting this data, you have consented to the Company responding to your message or request.
You have the right to withdraw such consent at any time by emailing info@mayyoumend.com.
The Website and social media platforms that the Company uses may use cookies or similar tracking and plugins, primarily to optimise your website experience and to help you search for its services on social media. By using the Website and social media platforms, you consent to the use of cookies.
Client Management Platforms
When you have signed up for a consultation, the Company records and uses the following categories of personal client data which include: name, address, telephone numbers, email addresses, date of birth and health data relevant for understanding your background and assessing your suitability for coaching, for instance, medical history, medical tests. Whilst we do not provide clinical or medical treatment, it uses a secure, client management platform to store data which is compliant with GDPR legislation and used by a number of registered clinical providers.
Sensitive Data
Sensitive personal data (also known as special category data) means information related to personal data revealing racial or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; genetic data; biometric data (where used for identification purposes); data concerning health; data concerning a person’s sex life; and data concerning a person’s sexual orientation.
Please note that we only collect sensitive personal data for the purpose of providing you with the Services.
How your personal data is collected
Personal data is collected directly from you, the client, or the client’s representative. By submitting your data via the client assessment form and other forms issued by the client management software, you have consented to the Company and its employees, agents and contractors ("Personnel”) contacting you by using the data provided.
Data may be collected via the online booking system or telephone booking, via client release forms, and via the health information given by the client’s treatment team, with the client’s consent.
We do collect personal information about you using cookies or similar technologies. Please refer to the cookies policy on our Website on our use of cookies, including a detailed list of information which we and others may collect through cookies.
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, e.g.:
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, or
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. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own. You can obtain details of this assessment by contacting us (see ‘How to contact us’ below).
The table below explains what we use your personal data for and why.
What we use your personal data for
Our reasons
Providing the Services to you
To perform our contract with you or to take steps at your request before entering into a contract (in this case, the contract means our coaching agreement and policies that apply to the Services)
To enforce legal rights or defend or undertake legal proceedings
Depending on the circumstances:
to comply with our legal and regulatory obligations
in other cases, for our legitimate interests or those of a third party, i.e. to protect our business, interests and rights or those of others
Communications with you not related to marketing, including about changes to our terms or policies or changes to the Services or other important notices
Depending on the circumstances:
to comply with our legal and regulatory obligations
in other cases, for our legitimate interests or those of a third party, i.e., to provide the best service to you
Protect the security of systems and data
To comply with our legal and regulatory obligations we may also use your personal data to ensure the security of systems and data to a standard that goes beyond our legal obligations, and in those cases our reasons are for our legitimate interests or those of a third party, i.e., to protect systems and data and to prevent and detect criminal activity that could be damaging for you and/or us
Operational reasons, such as improving efficiency, training, and quality control or to provide support to you
For our legitimate interests or those of a third party, i.e., to be as efficient as we can so we can deliver the best service to you
To comply with our legal and regulatory obligations
Depending on the circumstances:
to perform our contract with you or to take steps at your request before entering into a contract (in this case, the contract means our coaching agreement and policies that apply to the Services)
to comply with our legal and regulatory obligations
where neither of the above apply, for our legitimate interests or those of a third party, e.g. making sure that we can keep in touch with our customers about their accounts and new services or functionalities related to the Website and our Services
See ‘Who we share your personal data with’ for further information on the steps we will take to protect your personal data where we need to share it with others.
Who we share your personal data with
The Company will only share your health data for example when liaising with your therapist, registered dietician, or other members of your treatment team. We exert no control over their privacy policies and we therefore recommend that you consult their privacy policy for further information on how they protect personal data.
We may occasionally also need to share your personal data with:
external auditors, e.g. in relation to the audit of our accounts and our company —the recipient of the information will be bound by confidentiality obligations;
professional advisors (such as lawyers and other advisors)—the recipient of the information will be bound by confidentiality obligations;
law enforcement agencies, courts or tribunals and regulatory bodies to comply with legal and regulatory obligations;
other parties in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency—usually, information will be anonymised but this may not always be possible, however, the recipient of the information will be bound by confidentiality obligations.
If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).
How long your personal data will be kept
The Company will not keep your personal data any longer than it is necessary to achieve the intended purpose for which the data is collected. It will delete your personal data as soon as your request to contact you has been handled and no coaching relationship is started within a period of 12 months following the first contact.
Your personal health data will be retained for a period of no more than 8 years after your last coaching session, unless you request for it to be destroyed sooner by emailing info@mayyoumend.com. Notwithstanding the foregoing, the Company may not be able to delete certain personal data if there is a legal retention obligation to keep such personal data, if a statute of limitation is still applicable or if the data is needed in the context of a legal claim.
Transferring your personal data out of the UK
At this point in time, we do not transfer your personal data outside of the UK except where we have taken your express consent. We would comply with applicable UK laws designed to ensure the continued protection and privacy of your personal data. Any updated destinations to which we send your personal data, would be indicated in the present section and notified to you in accordance with the section on ‘Change to this privacy policy’ below.
Furthermore, under UK data protection laws, we can only transfer your personal data to a country outside the UK where: the UK government has decided the particular country ensures an adequate level of protection of personal data (known as an ‘adequacy regulation’) further to Article 45 of the UK GDPR; there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for you; or a specific exception applies under relevant data protection law. Accordingly, if we were to start transferring your personal data from the UK to:
The EEA: we would rely on the adequacy finding granted by the UK to the EU under the Withdrawal Agreement to do; for any transfers from the EU to the UK, we would rely on the adequacy regulation granted to the UK under the Adequacy Decision.
Any country located outside the UK/EEA: we would rely an appropriate safeguards under the UK GDPR, such as by including the relevant Standard Contractual Clauses in our data processing agreements.
In the event we could not or choose not to continue to rely on either of those mechanisms at any time we would not transfer your personal data outside the UK unless we could do so on the basis of an alternative mechanism or exception provided by UK data protection law.
Marketing
We intend to send you email marketing to inform you of our services such as promotions.
We will always ask you for your consent before doing sending you marketing communications, except where you have explicitly opted-in to receiving email marketing from us in the past.
You will have the right to opt out of receiving marketing communications at any time by contacting us at info@mayyoumend.com
We will always treat your personal data with the utmost respect and never sell or share it with other organisations for marketing purposes.
For more information on your right to object at any time to your personal data being used for marketing purposes, see ‘Your rights’ below.
Your rights
You generally have the following rights, which you can usually exercise free of charge. For more information regarding these rights, please visit the ICO website here.
Access to a copy of your personal data
The right to be provided with a copy of your personal data.
Correction (also known as 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 use
The right to require us to restrict use of your personal data in certain circumstances, e.g. if you contest the accuracy of the data.
Data portability
The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations.
To object to use
The right to object:
at any time to your personal data being used for direct marketing (including profiling)
in certain other situations to our continued use of your personal data, e.g. where we use you personal data for our legitimate interests.
Not to be subject to decisions without human involvement
The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you
We do not make any such decisions based on data collected by the Services.
For further information on each of those rights, including the circumstances in which they do and do not apply, please contact us (see ‘How to contact us’ below). You may also find it helpful to refer to the guidance from the UK’s Information Commissioner on your rights under the UK GDPR.
If you would like to exercise any of those rights, please email, call or write to us—see below: ‘How to contact us’. When contacting us please:
provide enough information to identify yourself (e.g., your full name and username) and any additional identity information we may reasonably request from you, and
let us know which right(s) 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.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Data Breaches and Complaints
Please contact us if you have any queries or concerns 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 can be contacted at https://ico.org.uk/make-a-complaint or telephone: 0303 123 1113.
HOW TO CONTACT US
You can contact us by post, 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 are shown below:
24 Naismith Drive, Stonehaven, AB39 8BD, United Kingdom
info@mayyoumend.com
+44 (0) 7935170340