Arkordia Privacy Policy
How we respect privacy when we deal with personal information collected by our organisation
This Privacy Policy applies to information we collect about individuals who interact with our organisation. It explains what personal information we collect and how we use it.
If you have any comments or questions about this notice, feel free to contact Arkordia.
1. Personal data that we process
The following table explains the types of data we collect and the legal basis, under current data protection legislation, on which these data are processed.
| Purpose | Data (Key Elements) | Basics |
|---|---|---|
| Enquiring about our organisation | Name, E-mail and Message | Legitimate interests – it is necessary for us to read and store your message so that we can respond in the way that you would expect. |
| Subscribing to email updates | Name and E-mail | Consent – you have given your active consent. |
| Making a donation | Name, E-mail, Address and Payment Information | Legitimate interests – this information is necessary for us to fulfil your intention of donating money and your expectation of receiving a confirmation message. |
| Signing up as a Client | Name, E-mail, Phone and Address | Contract – by paying your membership fees you have entered into a contractual relationship with us as set out in our membership terms and conditions. |
| Website functionality | Website activity collected through cookies | Legitimate interests – it is necessary for us to store a small amount of information, usually through cookies, to deliver functionality that you would expect. |
2. How we use your data
We will only use your data in a manner that is appropriate considering the basis on which these data were collected, as set out in the table at the top of this policy.
For example, we may use your personal information to:
- Reply to enquiries you send to us
- Handle donations or other transactions that you initiate
- Where you have specifically agreed to this, send you marketing communications by e-mail relating to our work which we think may be of interest to you
3. When we share your data
We will only pass your data to third parties in the following circumstances:
- You have provided your explicit consent for us to pass data to a named third party
- We are using a third party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third-party data processors
- We are required by law to share your data.
In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation (GDPR).
4. How long we keep your data
We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete these data promptly once they are no longer required.
Records and information on clients will be kept to a minimum and a sheet is provided to record the date and brief content of sessions. Clients may have access to consult these records with their counsellor or therapist after giving due notice of this request. On ending, the therapist will complete and sign an evaluation sheet to be entered into the statistics file. Written records are shredded, as a rule, after three years.
5. Rights you have over your data
You have a range of rights over your data, which include the following:
- Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this (for example by putting ‘unsubscribe’ links at the bottom of all our marketing emails).
- You have the right to ask for rectification and/or deletion of your information
- You have the right of access to your information
- You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed
A full summary of your legal rights over your data can be found on the Information Commissioner’s Office website ico.org.uk.
If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please contact Arkordia.
Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible.
6. Cookies & usage tracking
A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, e.g. remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website.
For further information view our cookie policy.
7. Modifications
We may modify this Privacy Policy from time to time and will publish the most current version on our website.
If a modification meaningfully reduces your rights, we’ll notify people whose personal data we hold and are affected.
This Privacy Policy was last updated on 24/11/2024.