Privacy Policy
Last Updated Date: 26 April 2021
This privacy policy explains how natural fertility matters (“us”, “we”) uses any personal information which we collect about you, including your spouse where applicable (“you”).
How do we collect information about you?
We collect information about you when you contact us, when you ask us to provide a service for you and in the course of meetings and discussions with you.
We only collect information about you which is needed to provide you with the services which you have requested. This includes data which is required for us to comply with legal requirements.
How do we store information about you?
The collected information about you may be held electronically, recorded on paper or a mixture of both. We use a combination of working practices and technology to ensure that your information is kept confidential and secure.
What kind of data do we hold about you?
· Details about you, such as your name, address, contact details including email address and phone numbers
· Any electronic communications between you and us including emails and phone texts
· Certain kind of Special Category Data about you (see next section).
· Relevant information from other healthcare service providers who care for you
What kind of Special Category Data do we hold about you?
UK data protection regulation defines certain categories of information as “special category data” which we may require your consent to hold.
In the course of discussions and meetings with you we will record information which you tell us about your race, health, medical history, religious beliefs, sex life and your children, where it is relevant to how we provide services to you.
You have the right to ask us not to record this information and may withdraw your consent to us at any time by contacting freda@naturalfertilitymatters.com. However, if you do so we may no longer be able to provide the services you have requested.
What do we use your information for?
We use the personal information we collect about you for the following purposes:
· To provide you with the best possible care and services which you have requested from us
· To identify you when you contact us
· To respond to a query that you have sent us
· To comply with legal requirements
· For internal analysis and research
Who do we share your information with?
Your information may be shared with third parties where it is necessary to enable us to provide services to you or to comply with legal requirements.
We do not share your data with any third parties other than those defined in this privacy policy.
We will never sell your information to a third party. The third parties we may share your information with are as follows:
Trusted healthcare service providers who assist us in providing our service to you
We may, from time to time, refer you to third party healthcare service providers, such as medical consultants, physicians, medical clinics and diagnostic laboratories, to care for you.
These third-party healthcare service providers may sometimes require access to the data we hold.
In addition, some of the data we hold about you may be disclosed to them because they assist us in providing our services to you.
Transferring information outside the UK
We share your information with third parties who assist us in providing services to you and this may involve transferring it to countries outside UK whose data protection laws may not be as extensive as those which apply here.
Where we do so, we will ensure that this is done in accordance with UK regulations and will take appropriate measures to ensure that the level of protection for your personal information remains the same as within the UK by using suitable contractual clauses.
How long do we keep your information for?
We will retain relevant information about you as long as you remain a client with us and for up to 7 years after you cease to be a client of ours in order to comply with our legal obligations and for us to be able to respond to queries about the services we have provided to you.
Where information is no longer relevant or is excessive we will delete it as soon as possible.
Your Rights
You have various rights over the personal information which we hold about you, which are outlined below.
Please contact our DPO, freda@naturalfertilitymatters.com, if you wish to make a request under any of these rights.
Your Right of Access
You have the right to ask us for copies of your personal information; this is known as a Subject Access Request. This right always applies. There are some exemptions, which means you may not always receive all the information we process.
Your Right to Rectification
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. This right always applies.
Your Right to Erasure
You have the right to ask us to erase your personal information in certain circumstances. Records pertaining to our core services have to be retained for 7 years by law, therefore your personal information will be anonymised.
Your Right to Restriction of Processing
You have the right to ask us to restrict the processing of some or all of your information in the following situations:
· Some or all of the information we hold on you is not correct.
· We are not lawfully allowed to process it.
· You need us to retain your information in order for you to establish, exercise or defend a legal claim.
· You believe your privacy rights outweigh our legitimate interests to use your information for a particular purpose.
It may mean we are not able to provide certain services or goods to you and we will advise you if this is the case.
Your Right to Object to Processing
You have the right to object to processing if we are using legitimate interests as our lawful basis for processing.
Your Right to Data Portability
This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you.
The right only applies if we are processing information based on your consent or as part of an ongoing our services to you, or in talks about providing our services to you.
Your Right to Withdraw Consent
You can withdraw your consent that you have previously given to one or more specified purposes to process your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent.
It may mean we are not able to provide certain services or goods to you and we will advise you if this is the case.
The Right to Object
You may object to us using your information or for our legitimate business interests. We will delete your personal information held for this purpose where there is no overriding reason for us to continue to hold the information.
It may mean we are not able to provide certain products or services to you and we will advise you if this is the case.
Rights Related Requests
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information or to exercise any of your other rights. This helps us to ensure that personal data is not disclosed to any person who has no right to receive it.
No fee is required to make a request unless your request is clearly unfounded or excessive.
Depending on the circumstances, we may be unable to comply with your request based on other lawful grounds.
How to Complain
You have the right to lodge a complaint with the Information Commissioner’s Office (ICO). You can find up to date details on how to contact them at https://ico.org.uk/concerns/
If you disagree with how we are processing your data, please contact our DPO, freda@naturalfertilitymatters.com. Our reference at ICO is 802349.
Changes to this Privacy Notice
We will occasionally update this privacy notice to reflect changes in legislation, our practices and services.
When we post changes to this privacy notice, we will revise the ‘Last Updated’ date at the top of this privacy notice.
If we make any material changes in the way we collect, use, and share personal data, we will notify you by prominently posting notice of the changes on our website.
We recommend that you check this page from time to time to inform yourself of any changes in this privacy notice.