Contact details

If your query is about your use of the Fireweed Collective website, contact hello@fireweedcollective.org.uk

If your query is about your individual care, contact your healthcare practitioner in the first instance:

Roses Herbal – hello@rosesherbal.com

Katherine Psychotherapy – kvcoxtherapy@gmail.com

 

The type of personal information we collect

The personal information about you that we collect and process includes:

  • Personal data (for example, name, date of birth, contact details and payment details)
  • Health data (for example, health history and test results)
  • Other sensitive data (such as information about your disabilities, gender reassignment, race, religion or belief and sexual orientation).

 

Types of personal information Why we process this information, and under which part of UK data protection law How long we keep your personal information
  • Information on who you are (for example, your name and date of birth)
  • Your contact details
  • Information about your mental health, including social, childhood and family history
  • If you are seeking physical healthcare, additional information about your health (for example, your symptoms, medical history, test results, and information on any pregnancies)
  • In some cases, information about your identities, experiences and beliefs (for example, information about your disabilities, gender reassignment, race, religion and sexual orientation).

We need information about you in order to provide you with health services and products (known in UK data protection law as a “contractual obligation”).

We need to store the information you give us longer than we provide you with services, in case of any legal claims, and to meet the requirements of our insurers; these are known as “legitimate interests”.

We also process your name and contact details for marketing purposes, on the basis of your explicit consent.

We store this information securely until 7 years after your last appointment, event booking, health advice, prescription dispensation or purchase. We then dispose of your information securely.

If the only purpose for  processing your information is marketing, we dispose of your information after 2 years of non-engagement from you, or sooner if you withdraw your consent. You can withdraw consent to being contacted for marketing purposes at any time by contacting us.

Financial information (for example, your payment details, and anything you tell us about your financial circumstances) Depending on how you pay us, we may need this information in order to facilitate payment for our services or products. In data protection law this is a “contractual obligation”. We also need to store accounting and financial records for 7 years for tax purposes, for which we rely lawfully on our “legitimate interests”. We store this information securely for 7 years after your last payment to us. After this time we dispose of the information securely.
Information you provide to us for the purposes of attending events that are not healthcare services (for example, your name, contact details, and any requirements for attending). We need information about you in order to facilitate your booking (known in UK data protection law as a “contractual obligation”). For any sensitive data you share with us for these purposes (such as data about your access needs) we rely on your consent. We store this information securely for 2 years after your last contact with us. After this time we dispose of the information securely.

 

Other data we collect about you

When you visit our website, information about your visit is automatically collected, such as your IP address, the time, the pages viewed, and the browser used. All this information is collected anonymously and does not identify you as an individual. Statistics are compiled using this information, enabling us to monitor use of our website.

 

How we collect your data

Most of the personal information we process is given to us directly by you, for example because you have contacted us for support with your health or booked an appointment. We also receive personal information from other healthcare providers when they refer you to our services.

 

Who sees your data

We will not normally share your personal information with anyone. The only times your personal information will be shared are:

  • Within the Fireweed Collective, to deliver joint offerings facilitated by more than one Fireweed practitioner, such as newsletters or joint events. The information shared between Fireweed practitioners will be restricted to what is necessary for them to carry out their role;
  • With trusted software providers we use to provide our services, such as our practice management software and payment handlers. We only work with providers with high privacy standards and who themselves comply with UK data protection law;
  • With contractors appointed by us to facilitate the needs of our businesses, such as book-keepers. The information shared with them will be restricted to what is necessary for them to carry out their role;
  • With our banks, depending on your chosen payment method.
  • If you consent, we may share information with another healthcare provider, such as your GP or another healthcare practitioner.
  • If we have reason to believe you or someone else is at significant risk of irreversible harm, we may tell someone else such as your GP, school or college or a statutory agency in order to reduce the risk. If possible we will try to discuss this with you first unless it is unsafe to do so.
  • If we are required by law to share your personal information with a law enforcement agency, we may do so.
  • In the event that we transfer our businesses to a purchaser/successor in title, your information will be transferred to them. They will be required to uphold the same standard of privacy as we have afforded under this agreement.

We may share anonymised information with other healthcare professionals and clinical supervisors in order to make sure we are supporting you as well as we can. This will not contain anything that could identify you personally.

Data shared will be limited to that which is necessary for the purpose for which it is shared.

 

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to correct personal information you think is inaccurate, and to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal 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 contact us if you wish to make a request.

 

How to complain

  1. If you have any concerns about our use of your personal information, you can make a complaint to us using our contact details above.
  2. If you have contacted your therapist and this hasn’t resolved your concern, or you don’t feel comfortable speaking with her directly, you are welcome to contact the British Association for Counselling and Psychotherapy at https://www.bacp.co.uk/about-us/protecting-the-public/professional-conduct/how-to-complain-about-a-bacp-member/
  3. You can also complain to the ICO if you are unhappy with how we have used your data. We are grateful if you can contact us first, to give us the opportunity to resolve your concern directly.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

 

Review

This policy was last reviewed on 16 November 2023.