Last updated 12th April 2023
Williams Stress Management holds some information about you. This document outlines how that information is used, who we may share it with and how we keep it secure.
Our contact details
Name: Dr Rebecca E. M. Williams (MA Cantab., BM, BCH Oxon)
Phone Number: 07891669765
ICO registration number: ZB309880
What we do
Williams Stress Management assists businesses, organisations and individuals in stress management. We offer general advice, run webinars and workshops and also offer individual online sessions for clients needing more focused support. Depending on personal circumstances, some individuals may require support from healthcare professionals and, if this is the case, will be advised to do so at the earliest opportunity.
The type of personal information we collect
If we have met at a networking event, either face to face, or virtually, and have exchanged information, Williams Stress Management has a Legitimate Interest to hold your general contact details in our email system. If you would like us to delete this information, please let us know.
As a potential client, we will hold the following information:-
- Your name and contact information.
- Information and documentation relating to, and provided by, yourself.
As a client, we currently collect and process the following information:-
- Contact details such as your name, email address and mobile number plus those of any contacts within an organisation who we need to work with.
- Postal address for companies/organisations.
- Information and documentation relating to your enquiries and communications with us.
- Information relating to billing and payment.
- Confidential information, relating to your life and health, acquired from our individual client sessions.
How we obtain your personal information and why we have it
You provide us with personal information in the following ways:-
- Enquiring about our services via the website contact form, the ‘book a discovery call’ or via email.
- Booking and arranging our services.
- Payment for our services.
- Engaging with our services.
- Individual confidential client sessions.
- Providing feedback about our services.
We also receive identifiable data from Google Analytics, when you visit our website. This information is useful for looking at website usage but will never be used for marketing purposes.
If you want to opt-out of being tracked by Google Analytics on all websites on your browser, visit https://tools.google.com/dlpage/gaoptout
We use the information that you have given us for the following reasons:-
- To correspond with you E.G. Providing answers to your questions, arranging dates for webinars, workshops, discussions and individual client sessions.
- To help you within the context of individual client sessions.
Explaining the lawful basis
The lawful basis of processing refers to the article of the General Data Protection Regulation (GDPR), under which we undertake the processing in question. This will usually be an Article 6 lawful basis. However, in the very rare circumstances that Special Category Data is processed, a suitable Article 9 basis is listed.
Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing your personal information is Legitimate Interest.
In exceptional circumstances, we may obtain sensitive information from other healthcare providers or therapists. However, the provision of this information requires you to give us your express consent.
We act as a data controller, for the use of your personal data, to provide direct care. We also act as a controller and processor in regard to the processing of your data by third parties.
We undertake, at all times, to protect your personal data, including any health and contact details, in a manner which is consistent with our duty of professional confidence and the requirements of the General Data Protection Regulation (GDPR) concerning data protection. We will also take reasonable security measures to protect your personal data.
In exceptional circumstances, where there is an overriding public interest in using the information, we may need to share your personal data with a third party. E.G. In order to safeguard you or another individual, or to prevent a serious crime. Also, where there is a legal requirement, such as a formal court order.
We may use your data for marketing purposes, such as putting your feedback on our website, but this would be subject to you giving us your Express Consent. You would be within your rights to withdraw this consent at any time.
How we store your personal information
Your information is securely stored.
Contact details and email exchanges are kept in a password protected system with access restricted to Dr R.E.M. Williams.
Confidential client information, from individual sessions, is kept in hand-written notes, with only initials for identification along with dates of the sessions. Only Dr R.E.M. Williams knows who the notes relate to. They are kept in a locked filing cabinet only accessible to Dr R.E.M. Williams. This is done with your Explicit Consent. (The Article 9 lawful basis for this is Explicit Consent.)
There is no data stored for webinar/workshop attendees unless they correspond individually.
All hand-written notes relating to individual client sessions will be kept for 7 years after the last session and then disposed of by shredding.
In this case, the legal basis for holding your personal data is Contract Administration.
Your data protection rights
Under data protection law, you have rights including:-
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at firstname.lastname@example.org if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at email@example.com or via a contact form at https://williamsstressmanagement.co.uk/contact/
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk