Privacy

The Data Controller
Acorn Villages Ltd
Mistley Hall
Clacton Road
Mistley
Manningtree
Essex
CO11 2NJ
Charity Registration: 263954
ICO Registration: ZA096901

We may collect and process the following categories of personal data:

• Name
• Postal address
• Profession (and relevant professional details relating to your company)
• Invoicing details/address
• Information regarding the services you request
• Supplementary information you provide us about yourself when contacting us
• Email address
• Telephone numbers (including mobile)
• Cookies data – such as your IP address, browsing and clicks data

We will also need to collect or receive information about you to provide our services, this will often include:

• Physical health information
• Mental health information
• Medical health information
• Career and job role-based data
• Training undertaken and qualifications
• Information about and from your health care professionals pertinent to our services
• Lifestyle information that you may offer to us
• Employee ID

We collect and process your personal data for the following purposes:

• to process the services requested by your employer
• to ensure our records are complete and accurate
• to provide the specific services to you as contracted by your employee
• to undertake sales analysis and management of the business
• to give you information that you request from us and to improve our services
• to notify you about changes to our services
• to allow us to operate the Website efficiently
  any relevant troubleshooting, testing or statistical analysis as appropriate
• to keep the Website secure.

We retain a record of your Personal Data to provide you with a high quality and consistent service. We will always retain your Personal Data in accordance with the Data Protection Legislation and never retain your Personal Data for longer than is necessary and in accordance with our Data Retention Policy and Schedule.

We rely on the following lawful bases for processing your personal data:

• Contractual necessity: Processing necessary for the performance of a contract with your employer and by extension, you.
• Vital interests: Processing necessary to protect your vital interests, via occupational advice and monitoring, whilst you are at work
• Legitimate interests: Processing necessary for our legitimate interests, such as providing quality care, managing our services, and improving our operations. We ensure that your rights and freedoms are upheld.

As part of our service provision, we may be required to share elements of your personal data with third parties as per the terms of our service. The sharing arrangement we operate under with third parties who act as joint controllers of your data, will always be made available to you on request.

Please be assured that we will not share your information for any other reason unless we are required by law or permitted to do so under this Privacy Notice. The main circumstances in which we will be permitted or required to disclose this by law will be by court order, to government bodies and law enforcement agencies. However, sometimes we may share your information with third parties in the following ways:

• we may use carefully selected sub-processors to help us collect, store or manage your information
• analytics and search engine providers that assist us in the improvement and optimisation of the Website
• if Acorn Village is acquired by a third party, in which case Personal Data held by it about its service users will be one of the transferred assets.

Acorn Village uses a range of security techniques to keep your personal data secure, these include:

• Strict access control
• Network monitoring and management
• Security Policies
• Use of multi – factor authentication
• Anti – malware software
• Encryption techniques

Acorn Village may transfer data outside of the EEA with our use of MailChimp, we ensure that such Personal Data is subject to an adequate level of protection which is in line with the EU – US Data Privacy Framework. If we share your Personal Data with third parties located in third countries that are not covered by an adequacy decision, we rely on standard contractual clauses with the UK addendum as our mechanism to safeguard the transfer.

You have the following rights regarding your personal data:

• The right to access: You can request a copy of the personal data we hold about you.
• The right to rectification: You can request the correction of inaccurate or incomplete personal data.
• The right to erasure: You can request the deletion of your personal data in certain circumstances.
• The right to restrict processing: You can request the limitation of the processing of your personal data in certain circumstances.
• The right to data portability: You can request the transfer of your personal data to another organisation.
• The right to object: You can object to the processing of your personal data in certain circumstances.
• The right to lodge a complaint: If you believe your data protection rights have not been upheld, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) or another supervisory authority.

How we use cookies

A cookie is a small file that asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Cookies in use

If you have any questions or concerns regarding the processing of your personal data or would like to exercise your rights, please contact our Data Controller on: michelle.cook@acornvillages.com

If you would like to make a complaint about the way Acorn Village processes your personal data, you may make a complaint to the supervisory authority the ICO:
Wycliffe House, Wilmslow, Cheshire, SK9 5AF, Tel: 0303 123 1113 (local rate)
Or you can use the online service which allows you to make a complaint using the online form.

You can report a breach, a concern or even just request more information. The ICO online can be found here: https://ico.org.uk/global/contact-us/