Privacy Information Notice
At MS Therapy Centre (Oxford) Ltd, we’re committed to protecting and respecting your privacy.
This Policy explains when and why we collect personal information, how we use it, the conditions under which we may disclose it to others and what choices you have. It relates to all our business activities, not just this website. We aim to be clear and transparent and not do anything you wouldn’t reasonably expect.
By providing the MS Therapy Centre with personal information, you consent to the collection and use of this information in accordance with this privacy notice. In accordance with the General Data Protection Regulation 2016/679, we will not keep your personal data for longer than is necessary.
We may change this Policy from time to time without notice to you, so please check this page occasionally to ensure that you’re happy with any changes.
Any questions regarding this Policy and our privacy practices should be sent by email to firstname.lastname@example.org, or via the other methods on our website contact page.
Review Date: 01/05/2019
Author: Sue Doran
1. Who are we?
We are the MS Therapy Centre Oxfordshire, a small charity providing affordable and accessible complementary therapies, often not available on the NHS, as well as information and support, to those with Multiple Sclerosis (MS) and other conditions such as sports injuries and cancer.
MS Therapy Centre Oxfordshire is a trading name of MS Therapy Centre (Oxford) Ltd, which is a registered charity and limited company.
Registered Charity No.: 900278
Registered Company No.: 2318549
Registered Address: 37E, Innovation Drive, Milton Park, Abingdon, Oxfordshire, OX14 4RT.
Full contact details can be found on our contact page.
2. How do we collect information from you?
We obtain information about you when you:
- Browse our website
- Contact us by telephone or email to enquire about our services
- Fill in a contact form via our website
- Complete paperwork including: yearly membership, patient consent form, gift aid declaration, standing orders, accident book, gym induction forms, 100 club application, GP Notification form, oxygen record form, practitioners patient notes
3. What information do we collect & how is it used?
The table in section 3.3 below outlines exactly what information we collect, and for what purpose.
3.0. Sensitive Data
Sensitive personal data including date of birth, medical condition and gender are collected for the purposes of the legitimate interest of the charity.
3.1. Children’s information
Our services are not directed to children under 18.
3.2. Third Parties
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.
We also use a number of 3rd party services to help us fulfil our contractual obligations. These 3rd party services are listed in full below; we have verified that these 3rd party services are GDPR compliant (or are working towards GDPR compliance).
The following table outlines the personal data we collect and for what purpose. The table also outlines the 3rd parties the data is processed by or shared with, and how long the data is stored for:
|What is collected||Legal Ground||Purpose||3rd Parties||Data Retention|
|Emails and Telephone Nos||Performance of contract||To allow initial and ongoing contact with members, Committee, suppliers, etc.||Office 365, BT,
|Retained indefinitely whilst a member.|
|Emails||Consent||To allow us to send weekly newsletter/newsupdates to subscribers||MailChimp||Indefinitely/until a user unsubscribes|
|Title, Name, Address, Postcode and donations made||Legal obligation||To enable Claiming of Gift Aid.||HMRC||6 years|
|Date of Birth||Legal obligation||To enable data collection for grants etc. To check over 18 years.||Northwood Database||6 years|
|Health Information||Performance of contract||To enable details to be collected for centre data. To provide relevant advice to members.||Northwood Database||6 years|
|GP details||Legitimate interest||To enable notification of oxygen therapy||6 years|
|Questionnaires for gym||Legal obligation||To enable safe use of equipment||6 years|
|Next of Kin details||Legal obligation||To enable us to contact in case of an emergency||Northwood Database||6 years|
|Analytics||Legitimate Interest||To analyse popular content, website performance, etc so we can further improve.||Google Analytics||14 months. NB: Not personal data.|
4. Controlling your information
You have certain rights concerning the information we hold about you, as defined under the General Data Protection Regulation. If you wish to exercise these rights, please contact us, including your email address in the first instance.
4.0. Requesting a copy of your information
You may request a copy of any data we hold about you. Upon request, we will provide an excel file detailing the personal data we hold on record about you.
4.1. Updating or correcting your information
The accuracy of your information is important to us. If you change email address, or any of the other information we hold is inaccurate or out of date, please contact us so we may correct our records.
4.2. Deleting your information
You have the right to request erasure of your personal information. Unless there is a compelling reason for the data not to be erased (for example, if we need to use that data to fulfil our contractual or legal obligations), your personal data will be deleted on request.
5. Use of ‘cookies’
- Google Analytics: Google Analytics sets cookies to help us accurately estimate the number of visitors to the website and what content is most popular. This helps to ensure that our website is responding to your needs in the best way possible.
- YouTube: This website contains embedded YouTube videos; YouTube sets a number of cookies as part of this process.
- Amazon: This website contains a link to Amazon, any purchases made after following this link will raise a small amount of money for our charity. Amazon sets a number of cookies as part of this process.
- Virgin Money Giving: This website contains a link to our Virgin Money Giving, allowing supporters to make a donation online. Virgin Money Giving sets a number of cookies as part of this process.
By using and browsing our website, you consent to cookies being used in accordance with this Policy. If you do not consent, you must turn off cookies or refrain from using the site. Most browsers allow you to turn off cookies. To do this, look at the ‘help’ menu on your browser. Switching off cookies should not noticeably restrict your use of this website.
MS Therapy Centre (Oxford) Ltd takes security seriously. In order to protect your information from loss, misuse or unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect. These steps include the following:
- Data minimisation
- Password best practice
- Security best practice concerning devices (PCs, laptops), online accounts, website hosting, physical access and storage
- Staff training and accountability on data protection
A copy of our internal Data Security Policy is available on request.
7. Data Breaches
Our Data Security Policy includes a clear process for handling a personal data breach, should one occur. Where appropriate, MS Therapy Centre (Oxford) Ltd will promptly notify you of any unauthorized access to your personal information.
If you wish to raise a complaint on how we have handled your personal information, you can contact us directly and we will investigate the matter.
If you are not satisfied with our response or believe we are processing your personal information not in accordance with the law you can complain to the Information Commissioner’s Office (ICO).