This notice explains what happens to information when you visit the South Downs Therapy Collective website, get in touch through it, or use our Help Me Choose form. It is written to be clear about the practical reality: a website needs some information to work, and an enquiry needs enough information for us to respond with care.

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This is not the same as our Client Privacy Notice. If you begin therapy, or provide information so we can consider therapy or matching, the Client Privacy Notice gives fuller information about how that is handled.

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1. Who is responsible for this website?

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South Downs Therapy Collective Ltd is the data controller responsible for the personal information collected through this website. This means that we are responsible for deciding how and why your information is used and for ensuring that it is handled appropriately.

 

You can contact us using the Contact page on this website.

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2. What information we may collect

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The information we collect depends on how you use the site. It may include:

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• basic technical information, such as your browser, device, IP address, pages visited and the time of your visit;

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• information collected through essential cookies that allow the site to work properly;

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• the name, email address, telephone number, preferred therapist and message you provide through the contact form;

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• information you choose to provide through the Help Me Choose form, including information about what support you are looking for;

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• and any information you send when you contact us directly.

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We do not offer a newsletter or use website enquiries to add people to marketing lists.

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3. How we use it

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We use website information to:

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• keep the website secure and working properly;

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• understand and respond to an enquiry;

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• help think carefully about therapeutic fit where someone uses Help Me Choose;

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• keep a record of communication where this is necessary to provide a careful service;

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• and understand how the website is used if we introduce optional analytics and you choose to accept the relevant cookies.

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We do not make automated decisions about whether someone can access therapy. Matching is a human process, and the final choice of therapist remains with the person seeking support.

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4. The legal reasons we rely on

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For ordinary website information, we rely on our legitimate interests in running a secure, useful website and responding appropriately to enquiries. Where a person is taking steps towards therapy, we may also rely on steps taken before entering into an agreement.

Essential cookies are used because they are needed for the site to operate. We will only use optional analytics cookies if you give your consent through the cookie banner.

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If you choose to share health, wellbeing or other sensitive information through an enquiry or matching form, the fuller Client Privacy Notice explains the additional condition we rely on. This will usually relate to providing or managing health or social care under a duty of confidentiality, and may sometimes involve explicit consent where that is appropriate.

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5. Wix, Google Forms and Google Workspace

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Our website is built and hosted using Wix. Wix stores contact-form submissions and sends them to us so that we can respond. Wix may also process technical information needed to host and secure the site.

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Help Me Choose is provided through Google Forms. If you follow that link, Google will process information through its form service as well as we do for the purpose of responding to your enquiry and considering therapeutic fit. The form should always link to the Client Privacy Notice before information is submitted.

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Where information needs to be checked with the Clinical Lead, relevant material is uploaded to our shared Google Workspace drive. We do not send that material by ordinary email. Google and Wix may process information outside the UK; where this happens, they use the safeguards available through their services for international data transfers.

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6. Who we share information with

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We share information only where there is a genuine reason to do so. This may include:

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• Wix, which provides the website and stores website contact-form submissions;

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• Google, where you use the Help Me Choose form or where relevant information is stored in our shared Workspace;

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• the Clinical Lead, where a proportionate cross-check is needed to help think about suitability, matching, safety or continuity;

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• professional advisers, insurers or relevant authorities where a complaint, safeguarding concern, legal duty or serious safety issue makes this necessary;

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• and a therapist, only where it is appropriate to take an enquiry forward or where you have asked us to consider a particular therapist.

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We do not sell personal information or share it for other organisations' marketing.

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7. How long we keep it

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If an enquiry does not lead to therapy, we usually keep the information for up to 12 months. This allows time to respond, follow up where appropriate, and understand what happened if there is a later question or concern.

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If therapy begins, the Client Privacy Notice explains the relevant retention periods. Technical information and cookies are kept for the periods set by the relevant service or described in the Cookie Policy.

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8. Cookies and optional analytics

Cookies are small files placed on your device when you visit a website. Some are needed to make this site work. Others may help us understand how the site is used. Our separate Cookie Policy explains the difference and how you can change your choices.

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We may introduce analytics in the future, likely through Wix or Google. If we do, we will update the Cookie Policy and make sure the cookie banner gives you a real choice before optional analytics cookies are used.

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