The Private Practice Suite Privacy Notice
1. INTRODUCTION
This privacy notice provides you with details of how we collect and process your personal data through your use of our site
https://www.privatepracticesuite.co.uk/privacy-notice.html
By providing us with your data, you warrant to us that you are over 13 years of age.
Dr Sarah Simmonds is the data controller and we are responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice).
Dr Sarah Simmonds is registered with the UK’s Information Commissioner’s Officer, registration number ZB644685
Our Contact Details:
Full name of legal entity: Dr Sarah Simmonds trading as “The Private Practice Suite”
Email address: info@privatepracticesuite.co.uk
Postal address: 659 Melton Road, Thurmaston, Leicester, LE4 8ED
It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at the email address above.
2. WHAT DATA DO WE COLLECT ABOUT YOU, FOR WHAT PURPOSE AND ON WHAT GROUND WE PROCESS IT
Personal data means any information capable of identifying an individual. It does not include anonymised data.
We may process the following categories of personal data about you:
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Communication Data that includes any communication that you send to us whether that be through the contact form on our website, through email, text, social media messaging, social media posting or any other communication that you send us. We process this data for the purposes of communicating with you, for record keeping and for the establishment, pursuance or defence of legal claims. Our lawful ground for this processing is the performance of a contract between you and us and/or taking steps at your request to enter into such a contract.
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Customer Data that includes data relating to any purchases of goods and/or services such as your name, title, billing address, delivery address, email address, phone number, contact details, purchase details and your card details. We process this data to supply the goods and/or services you have purchased and to keep records of such transactions. Our lawful ground for this processing is the performance of a contract between you and us and/or taking steps at your request to enter into such a contract.
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User Data that includes data about how you use our website. We process this data to operate our website and ensure relevant content is provided to you, to ensure the security of our website, to maintain back- ups of our website and/or databases and to enable publication and administration of our website, other online services and business. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business.
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Technical Data that includes data about your use of our website and online services such as your IP address, your login data, details about your browser, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings and other technology on the devices you use to access our website. The source of this data is from our analytics tracking system. We process this data to analyse your use of our website and other online services, to administer and protect our business and website, to deliver relevant website content and advertisements to you and to understand the effectiveness of our advertising. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business and to grow our business and to decide our marketing strategy.
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Marketing Data that includes data about your preferences in receiving marketing from us and our third parties and your communication preferences. We process this data to enable you to partake in our promotions such as competitions, prize draws and free give-aways, to deliver relevant website content and advertisements to you and measure or understand the effectiveness of this advertising. Our lawful ground for this processing is our legitimate interests which in this case are to study how customers use our products/services, to develop them, to grow our business and to decide our marketing strategy.
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We may use Customer Data, User Data, Technical Data and Marketing Data to deliver relevant website content and advertisements to you (including Facebook adverts or other display advertisements) and to measure or understand the effectiveness of the advertising we serve you. Our lawful ground for this processing is our legitimate interests which is to grow our business. We may also use such data to send other marketing communications to you. Our lawful ground for this processing is either consent or legitimate interests (namely to grow our business).
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Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver goods or services to you). If you don’t provide us with the requested data, we may have to terminate our service to you, we will notify you at the time.
We will only use your personal data for a purpose it was collected for or a reasonably compatible purpose if necessary. For more information on this please email us at info@privatepracticesuite.co.uk. In case we need to use your details for an unrelated new purpose we will let you know and explain the legal grounds for processing.
We may share your personal data without your knowledge or consent where this is required or permitted by law, for example if we have reason to believe that sharing or processing such data may be required to protect someone from serious harm.
We do not carry out automated decision making or any type of automated profiling.
SENSITIVE DATA
We do not collect any Sensitive Data about you. Sensitive data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. We do not collect any information about criminal convictions and offences.
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3. HOW WE COLLECT YOUR PERSONAL DATA
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We may collect data about you when you provide the data directly to us (for example by filling in forms on our site, by sending us emails or direct messages via telephone or social media or when speaking with us directly on the phone, video calls or in person). We may automatically collect certain data from you as you use our website by using cookies and similar technologies. Please see our cookie policy for more details about this in Section 11.
We may receive data from third parties such as analytics providers such as Google based outside the UK, advertising networks such as Facebook based outside the UK such as search information providers such as Google based outside the UK, providers of technical, payment and delivery services, such as data brokers or aggregators.
We may also receive data from publicly available sources such as Companies House and the Electoral Register based inside the UK
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4. MARKETING COMMUNICATIONS
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Our lawful ground of processing your personal data to send you marketing communications is through your consent.
Under the Privacy and Electronic Communications Regulations, we may send you marketing communications from us if (i) you made a purchase or asked for information from us about our goods or services or (ii) you agreed to receive marketing communications and in each case you have not opted out of receiving such communications since. Under these regulations, if you are a limited company, we may send you marketing emails without your consent. However you can still opt out of receiving marketing emails from us at any time.
If you opt into receiving marketing messages from us or third parties, you can ask us or third parties to stop sending you marketing messages at any time by logging into the website and checking or unchecking relevant boxes to adjust your marketing preferences. If you opt out of receiving marketing communications this opt-out does not apply to personal data provided as a result of other transactions, such as services provided to you by us.
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5. DISCLOSURES OF YOUR PERSONAL DATA
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We may have to share your personal data with the parties set out below:
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Where we have a contract with a third-party supplier, such as our accountants and virtual assistant, to supply certain products or services (i.e., for accounting services, including processing your invoices; and office administration).
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Where your service with us is funded through a third-party such as a private medical insurance provider, employer or other agency and as part of this contract they may require information about your engagement with us or may require information regarding the progress of your treatment.
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If we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. Any new owner of our business may continue to use your personal data in the same way(s) that we have used it, as specified in this Privacy Notice.
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In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority or if we have to share information with the relevant authorities to ensure compliance with safeguarding risk to yourself or others.
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Carrying out a legal duty or as authorised by the Secretary of State.
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Protecting vital interests of a Data Subject or other person.
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If the data subject has already made the information public.
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Providing a confidential service where the data subject’s consent cannot be obtained or where it is reasonable to proceed without consent: e.g., where we would wish to avoid forcing stressed or ill data subjects to provide consent signatures.
We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.
6. INTERNATIONAL TRANSFERS
In order to run our business we use third party organisations that supply us with software and services such as Google Workspace, Xero, Calendly, Wix, Kajabi and Barclays Bank. This means we share your data with these third parties in line with their data protection regulations in order to use their products and services.
We are committed to complying with the General Data Protection Regulations that protect your personal data. Where we transfer your data to third parties outside of the UK, we will ensure that adequate safeguards are in place to ensure a similar degree of security for your personal data. As such:
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We may transfer your personal data to countries that the United Kingdom regulatory authorities have approved as providing an adequate level of protection for personal data by; or
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If we use US-based providers that are part of UK regulator approved privacy framework, we may transfer data to them, as they have equivalent safeguards in place; or
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Where we use certain service providers who are established outside of the UK, we may use specific contracts such as Standard Contractual Clauses or codes of conduct or certification mechanisms approved by the UK which provide the same level of protection as required in Europe.
If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.
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Please contact us using the details above for further information about the data protection safeguards used by us when transferring your personal data to a third country.
7. DATA SECURITY
We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation.
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We limit access to your personal data to those employees, associates with a legitimate ‘need to know’ and we ensure that they are subject to duties of confidentiality.
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Data is backed up daily and stored using secure cloud based systems with multi factor authentication access.
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All computer hardware used has up to date antivirus and anti malware protection installed and regularly updated.
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We ensure up to date cyber security training and cyber insurance to ensure we are taking every steps to protecting your data and having access to the best support for protecting your data should the unlikely event of a data breach or cyber crime occur.
We have procedures in place to deal with any suspected personal data breach. In the unlikely event of a data protection breach we will notify the Information Commissioner’s Office (ICO) so that their procedures can be followed. We will also notify all individuals whose data may have been accessed to alert them to the breach and any potential risks if we are legally required to.
8. DATA RETENTION
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Your data will be kept for the lifetime of your status as a client with us. When your professional contract with us comes to an end, your data will be kept for a minimum period of six years.
When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.
For tax purposes the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers.
In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
9. YOUR LEGAL RIGHTS
Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent.
You can see more about these rights at:
If you wish to exercise any of the rights set out above, please email us at info@privatepracticesuite.co.uk
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you.
If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.
10. THIRD-PARTY LINKS
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
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11. COOKIES
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about our cookie policy please visit https://www.privatepracticesuite.co.uk/cookie-policy.html
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Privacy Notice Version 4: Dated 06.01.2025