How we use your information
Tranquil Mind (UK) is registered with the Information Commissioners Office (ICO) in accordance with the General Data Protection Regulations 2018. Our registration number is ZA327596 and you will find us on the register by clicking here
This privacy notice tells you what to expect when Tranquil Mind UK collects personal information, and is available in PDF Format. It applies to information about:
- Visitors to our websites
- Online Bookings
- Online Security & Performance
- Contact by Social Media
- Telephone Calls to Tranquil Mind UK
- Emails sent to Tranquil Mind UK
- Complaint Handling
- Information from people using our services
- ICO Registration & Data Protection Act 1998
- Your Rights
- Complaints or Queries
- Access and Disclosure of Personal Information
- Links to other websites
When someone visits www.tranquilminduk.com we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Our cookies policy explains the cookies we use and why.
How do I change my cookie settings?
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org. To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.
Online Booking Form
We collect information volunteered by members of the public interesting in procuring services and making bookings online. This information comes directly to Tranquil Mind UK and is processed solely to determine customer bookings. All personal information is retained in line with the Data Protection Act 1998, and is only retained and used for the purpose intended. At no time is this information shared with third parties.
Security and performance
Tranquil Mind UK uses YOLA to host its web services which maintains the security and performance of the website. To deliver this service it processes the IP addresses of visitors to the website.
People who contact us via social media
We do not use any third party providers to manage our social media interactions. If you send us a private or direct message via social media the message will be stored by the host provider, and will be deleted after three months. This information will not be shared with any other organisations.
People who call TRANQUIL MIND UK
When you call Tranquil Mind UK we collect Calling Line Identification (CLI) or Caller ID information. We use this information to help improve security, as well as customer service efficiency and effectiveness.
People who email us
We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
Tranquil Mind UK may seek permission from clients to record (audio) during treatments or coaching sessions, and would only do so for safeguarding purposes when a child (under the age of 18) or vulnerable adult is receiving a service without a chaperone. In all cases, recordings will only take place where a consent form has been completed. All recordings will be made on a portable recording device, with the audio file being immediately downloaded to an encrypted file for storage and retention following each session, and will be in accordance with ICO guidelines. The client, or their representative, giving consent limits the use of the recordings to those specified by the client. If at a later date Tranquil Mind UK would like to use the recording in any other way, they must seek specific permission to do so. Also, at a later date, if the client wishes to change their consent, they have the right to do so and can discuss this with us.
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide.
We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
When we take enforcement action against someone, we may publish the identity of the defendant in our Annual Report or elsewhere. Usually we do not, identify any complainants unless the details have already been made public.
Tranquil Mind UK provides holistic therapy services to the public. We have to hold the details of the people who have requested and used our services in order to effectively provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information about people who have requested a publication to carry out a survey to find out if they are happy with the level of service they received. When people do subscribe to our services, they can cancel their subscription at any time and are given an easy way of doing this.
ICO registration & GDPR 2018
Tranquil Mind UK is required by law to ‘notify’ certain specified information to the Information Commissioner.
When we request information we make it clear where the provision of information is required by law and where it is voluntary.
Tranquil Mind UK is the data controller for all of the information you provide unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at firstname.lastname@example.org
Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you. You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
Complaints or queries
Tranquil Mind UK tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice has been drafted with information directly obtained from the Information Commissioners Office own policies, and makes every effort to cover all aspects of Tranquil Mind UK data collection and use of personal information practices.
If you want to make a complaint about the way we have processed your personal information, you can contact the Information Commissioners Office, who are the statutory body which oversees data protection law – www.ico.org.uk/concerns.
Access to personal information
Tranquil Mind UK tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:
- give you a description of it;
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form.
To make a request to Tranquil Mind UK for any personal information we may hold you need to put the request in writing addressing it to our Information Governance department, or writing to the address provided below.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone. If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting us directly.
Disclosure of personal information
In almost all circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies. We may also sometimes need to share information, for example, if the police want information in connection with a criminal investigation, or in an event where your health might be at risk, so where we are legally obliged to do so.
You have certain rights in situations where information might be shared, which you can read about on the Information Commissioner Office website at: https://ico.org.uk/for-the-public/personal-information/sharing-my-info/
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 14 March 2018.
How to contact us
Information Governance Enquiry
Tranquil Mind UK
129 Mill Lane