Privacy Policy for My Mental Wellness UK cic

Effective Date: June 24, 2025

At My Mental Wellness UK cic, we are committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information when you interact with us, whether through our services, website, or other means.

We comply with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018, ensuring your data is handled lawfully, fairly, and transparently.

1. Who We Are

My Mental Wellness UK cic is a Community Interest Company registered in the United Kingdom, dedicated to promoting mental well-being and providing support services. Our mission is to empower individuals to achieve better mental health through various initiatives and resources.

2. Data We Collect About You

We may collect, use, store, and transfer different kinds of personal data about you, which we have grouped together as follows:

Identity Data: Includes first name, last name
Contact Data: Includes billing address, delivery address, email address, and telephone numbers.
Technical Data: Includes location.
Usage Data: Includes information about how you use our website, products, and services. Most of this information is not personally identifiable.
Marketing and Communications Data: Includes your preferences in receiving marketing from us and your communication preferences.
Service Data: Information provided or generated in the course of delivering our mental wellness services to you (e.g., session notes, progress tracking, anonymized feedback).

3. How Your Personal Data is Collected

We use different methods to collect data from and about you, including through:

Direct interactions: You may give us your Identity, Contact, and Service Data by filling in forms or by corresponding with us by post, phone, email, or otherwise. This includes personal data you provide when you:

Apply for or inquire about our services.
Register for an event or workshop.
Subscribe to our newsletter or other publications.
Provide feedback or contact us with inquiries.

Automated technologies or interactions: As you interact with our website, we may automatically collect Technical and Usage Data about your equipment, browsing actions, and patterns. We collect this personal data by using cookies and other similar technologies. This data is generally not personally identifiable.
Third parties or publicly available sources: We may receive personal data about you from various third parties, for example, from referral partners, or analytics providers like Google.

4. How We Use Your Personal Data

We use your personal data only when legally permitted and necessary to provide our services and manage our operations effectively. Here's how we typically use your data:

To provide and manage our mental wellness services to you.
To communicate with you about your appointments, services, and any relevant updates.
To process payments for services, where applicable.
To send you newsletters, updates, and marketing communications that you have consented to receive.
To improve our website, services, and user experience.
To comply with legal or regulatory obligations.
For internal record keeping and administrative purposes.
To monitor and analyse trends in the use of our services.

5. Lawful Basis for Processing Your Personal Data

We will only process your personal data when we have a lawful basis to do so under GDPR. The lawful bases we rely on include:

Consent: Where you have given clear consent for us to process your personal data for a specific purpose (e.g., for marketing communications, or for special category health data). You have the right to withdraw your consent at any time.
Contract: Where the processing is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract (e.g., providing our mental wellness services).
Legal Obligation: Where the processing is necessary for us to comply with the law (e.g., for reporting or safeguarding purposes).
Vital Interests: Where the processing is necessary to protect someone’s life.
Legitimate Interests: Where the processing is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. We ensure a balance of our legitimate interests against your rights and freedoms. Examples include improving our services, preventing fraud, ensuring network and information security, and analysing service uptake to better allocate resources and tailor support programs to community needs.

When we process special category data (like health information), we will do so based on explicit consent or where necessary for reasons of substantial public interest (e.g., providing health or social care services), and always in accordance with strict confidentiality and security measures.

6. Disclosure of Your Personal Data

We may share your personal data with:

Our Staff and Volunteers: Who require access to the information to provide services or carry out their duties.
Service Providers: Third-party providers who perform services on our behalf, such as IT support, payment processing, or website hosting. We ensure these providers are GDPR compliant.
Referral Partners: If you have given explicit consent for us to refer you to another organisation for additional support.
Professional Advisers: Including lawyers, bankers, auditors, and insurers who provide professional services to us.
Regulatory Bodies and Law Enforcement: When we are legally required to do so, or when it is necessary to protect our rights, property, or safety, or the safety of others.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

7. Data Security

We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. These measures include technical safeguards such as encryption and access controls, as well as organisational measures like staff training and strict confidentiality agreements. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data, and whether we can achieve those purposes through other means, and the applicable legal requirements. Once the retention period expires, your personal data will be securely deleted or anonymised.

9. Your Legal Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:

Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us to continue to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully, or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise, or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us using the details below.

10. Cookies

Our website may use cookies to distinguish you from other users of our website. This will help us to provide you with a good experience when you browse our website and also allows us to improve our site.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated "Effective Date". We encourage you to review this policy periodically to stay informed about how we are protecting your data.

12. How to Contact Us

If you have any questions about this Privacy Policy or our data protection practices, please contact us:

My Mental Wellness UK cic

Email: privacy@mymentalwellness.uk

Phone: 07738375432

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.