Privacy Policy

OrganisedWell Privacy Policy

Our contact details:

Contact: Laura Williams | Phone number: +44 (0)7970 989955 | Email: laura@organisedwell.co.uk

Address: OrganisedWell, C/o Turret Two Business Hub, Unit SF1-SF2, Turret Two, 2nd Floor Bridge Mills, Derby Road, Nottingham NG10 4QA

The type of information we have and why we keep it:

What we do with the information:

We use the information that you have given us for the above purposes. We process the information as described below.

  • Storing client appointment details: OW use a spreadsheet to record all client appointment details. Google calendar is also used to store individual client appointment details. Information is managed in accordance with Google’s standard policy and transferred outside of the EU. Google has Privacy Shield certification and complies with EU-US and Swiss-US Privacy Shield Frameworks (Google Privacy Policy)
  • Email communication and website interactions: OW uses UK Web.Solutions Direct (owned by Metronet Limited) to host email and website. Your email address and any details that you provide via email or website form(s), along with any photos or testimonials that you agree may be shared on our website, will be processed and stored in the UK, in accordance with Metronet’s privacy policy
  • Email communications: If you sign-up for our newsletter you may do so via a Mailerlite form. Your details will be processed by Mailerlite in accordance with their Privacy Policy for the purposes of providing you with email updates, tips, blogs and offers, where you have given permission for OW to do so. Mailerlite stores your data within the EU. Mailerlite uses tracking technology to understand whether emails are opened and links clicked on. You may opt out of receiving these emails at any time by clicking on the unsubscribe button at the bottom of the emails and your details will be removed from the Mailerlite system
  • Communication, storage and marketing: OW uses Apple devices to manage phone calls, messages, client details, invoices, agreements and to take photos. Your phone numbers, photos and contents of messages are stored on phone devices and may be backed-up to the iCloud using encryption. Information is stored within the EU and processed in accordance with Apple’s privacy policy. Photos will be processed by email in order to share with you our client. Only with your explicit consent, these photos will be transferred to our website, published on social media and related websites and processed in accordance with their policies. In some cases this will include transferring your data outside of the EU (UK WebSolutions, Facebook, Twitter, LinkedIn, Instagram, Pinterest, Houzz)
  • Processing Payments: OW accepts payment by bank transfer or card payment made via PayPal. PayPal controls and processes certain personal, payment, and in certain circumstances device data, in order to manage payments, verify information, confirmation transaction details, protect users and manage their services. This data is managed in accordance with PayPal’s Privacy Policy. PayPal operates globally and may transfer personal data outside the EU. Such data will be managed in accordance with Binding Corporate Rules approved by competent Supervisory Authorities (and available here).
  • Event management, payment processing and newsletter sign-up. OW uses two companies to support this:
    • EventBrite processes your personal information, payment and device data, in order to manage your bookings and payments, verify information, confirm transaction details, facilitate communication from the organiser, protect users and manage their services. This data is managed in accordance with EventBrite’s Privacy Policy. Personal data is transferred to the US where their servers are located and managed in accordance with their privacy policy. If you do not wish to join Eventbrite, you may contact us directly to make a payment for an event by bank transfer; email laura@organisedwell.co.uk
  • Zoom processes your personal information and device data, in order to provide online meeting services that OW uses to provide online training and sessions, facilitate communication, protect users and manage and improve their services. This data is managed in accordance with Zoom’s Privacy Policy.
  • Written notes and copies of agreements: will be scanned and stored securely for in order to deliver OW services and comply with legal and taxation requirements. Any relevant information (such as consents, email address etc) will be transferred to client log and a scan/photo of the signed paper documents will be stored along with photos in an encrypted folder.
  • When no longer needed, information is deleted from records and paper documents are shredded
  • Back-ups of client information are taken on a regular basis and stored on an encrypted folder on a stand alone storage device
  • OW makes all reasonable efforts to secure client information including using password protection, 2-step authentication and encryption on devices where available
  • Your information will only be disclosed to third parties with your agreement below (e.g. testimonials or photos) or where required
  • We don’t make any automated decisions based on personal data

How we get the information:

  • Most of the personal information we process is provided to us directly by you when you sign-up to receive emails, attend webinars, inquire about our services or make a booking, to enable us to provide our services
  • We also receive personal information indirectly, from the following sources:
    • If you choose to contact OW via social media or social media messenger services (such as Facebook messenger or WhatsApp), your profile, email, phone number and any other personal details provided by you to that organisation may be shared with OW. Where this occurs, OW will understand that you have given your consent to this information being shared with OW but we will only store the details listed above
    • In the event that you register for or join a Zoom meeting, your personal information may be shared with OW. Where this occurs, OW will understand that you have given your consent to this information being shared with OW but we will only store the details listed above
    • In the event that you make a payment via PayPal or EventBrite, OW receives receipts detailing your name, email address and transaction details
    • In the event that you book an event via EventBrite or Zoom, OW receives your name and email address
  • Excepting those sources described in this policy, we do not buy or obtain personal information about individuals via any other third parties

Comments, Testimonials & Reviews:

  • Where you provide testimonials directly to OW, these will be stored in the system via which you provided them (e.g. UK Web.Solutions Direct email system if emailed, Facebook Messenger if sent via this system, etc) and shared via the OW website, other media including social media and print. You may specify whether these are shared with or without your name
  • Where you provide comments or reviews about OW on third party websites, these are published at your discretion in accordance with the relevant organisation’s privacy policy

Cookies:

  • Our website uses cookies as described in the table above. This policy provides details about the cookies used by this website: https://en.support.wordpress.com/cookies
  • On your first visit to OW, a pop-up banner will provide you with information about the cookies used by this website and enable you to give your consent. The banner will be displayed again after 30 days
  • If you wish to control or delete cookies, you can find more information about cookies and how to control them at www.aboutcookies.org

Your data protection rights:

  • You have the right to ask us for copies of your personal information
  • You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete
  • You have the right to ask us to erase your personal information in certain circumstances
  • You have the right to ask us to restrict the processing of your information in certain circumstances
  • You have the the right to object to the processing of your personal data in certain circumstances
  • You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances
  • You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you
  • Please email laura@organisedwell.co.uk to make your request

How to complain:

  • If you are unhappy with the way we manage your data please contact us (via +44 (0)7970 989955 or laura@organisedwell.co.uk and we will do our very best to resolve the issue for you
  • You also have the right to complain to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, Helpline number: 0303 123 1113

Date: 17/06/20