Mindfulness Sussex

Our Privacy Policy

Mindfulness Sussex Ltd is a company offering mindfulness training to individuals and organisations and is based in the UK. We also trade as Mindfulness London, Mindfulness Retreats, Ed Halliwell and Work with Mindfulness. We are registered with Companies House (7984467) and with the Information Commissioner's Office (ICO ZA229794).Under the Data Protection Act (DPA) 1998 and the General Data Protection Regulation 2018 (GDPR) we have a legal duty to protect any personal information we hold.

What personal data do you collect, hold and process?

We hold:

• E-mail addresses on our mailing lists where explicit permission has been given to opt into a list.

• Booking and payment information

• Information provided on course / retreat registration forms.

• Residential retreat accommodation booking forms

• E-mail communication.

Why do you need this data and what do you use it for?

• E-mail addresses on our mailing lists - are used to communicate to you our latest offerings and news.

• Our booking and payment systems are used to administer our courses and retreats.

• Information provided on course / retreat registration forms are used to run our courses / retreats effectively.

• Accommodation booking forms are for residential retreats and are passed to the venue for requests such as room, dietary and transport requirements.

How do you store, protect and process the data?

• Registration forms are stored via Simplicity Web services (privacy policy) who offer storage of databases on servers with multiple levels of security Registration form data is processed in the UK via Simplicity Web and although backups may be stored in encrypted form using an EU-US Privacy Shield certified provider in the United States.

• We use Mail Chimp as our marketing automation platform for our mailing lists and the e-mail address you provide will be transferred to Mail Chimp for processing in accordance with their privacy policy.

• We use Booking Bug as our booking system and your booking will be stored on this system in accordance with their privacy policy

Do you share it with anyone else?

• The information that you provide will only be shared with Mindfulness Sussex Ltd directors and our supervisors, to help us run your sessions as effectively as we can.

• We do not share personal data with third parties without explicit consent, unless required to by law.

• Accommodation booking form information (for residential retreats) for example: room requests, diet and transport requirements, are shared with the retreat venue.

What about your website? Do you gather any personal data or track visitors in any way?

• We log all visits to this website using standard server-side logging mechanisms and formats which include IP addresses. Like all websites, we need to log IP addresses.

• We also use third party analytics and tracking services (currently Google analytics and Facebook pixels).

• We do use cookies via Google analytics and Facebook pixels.

How long do you keep the data once it's no longer needed?

• We keep booking, financial and e-mail information for up to seven years and sometimes longer in line with financial / legal protocol.

• We delete online registration forms one year from the date of course completion.

What are my rights around personal data?

You have the right at any time to ask for a copy of the information we hold free of charge.

You also have the right to

• ask for mistakes or gaps in the information we hold to be corrected;

• ask for information not to be used in some circumstances;

• withdraw previously given consent to processing in some circumstances;

• ask for information we hold which is no longer needed to be deleted.

To make a request about your data, please contact us. You will need to provide proof of your identity before we can act on any requests.

How do I make a complaint?

If you are unhappy with the way we are holding or processing your personal information you can contact us with your complaint. (please note we are a small business and your reply may not be immediate)

If you are not happy with the way your complaint is dealt with you have the right to complain to the ICO at the following address:

Wycliffe House, Water Lane, Wilmslow, SK9 5AF

Telephone 0303 123 1113

Changes to this privacy notice

We keep our privacy notice under regular review. It was last updated in May 2018.