Survey Privacy Policy

International Wellbeing Insights trading as the Stress Management Society

Privacy Policy

1. Who we are
2. Information we collect about you
3. Information we collect and why we use it
4. Legal basis for using your information
5. Marketing
6. Sharing your information
7. Keeping your information safe
8. How long we hold your information for
9. Your rights
10. Cookies

1. Who We Are

International Wellbeing Insights are a ‘data controller’ for the purposes of the Data Protection Act 1998 and the UK General Data Protection Regulations (UK-GDPR).  This means that we are responsible for and control the processing of your personal information.

We are committed to ensuring that your privacy is protected.  Should we ask you to provide certain information by which you can be identified when using this website, it will only be used in accordance with this privacy statement.

International Wellbeing Insights may change this policy from time to time by updating this page. 

This privacy policy sets out how International Wellbeing Insights uses and protects any information that you give organisations when you use our websites www.wellbeing.work or www.stress.org.uk

For further information about our privacy practices please contact our Data Protection Officer by either:

• Writing to us at International Wellbeing Insights, Suite S, Quay West, Salamander Quay, Harefield, Uxbridge UB9 6NZ

OR

• Emailing support@stress.org.uk
• How we collect information about you

We want to make sure that you receive the communications that are most relevant to you either online, through email, direct mail or phone.  We collect information from you when you:

• Request a consultation on stress.org.uk or wellbeing.work
• Register for one of our events on Eventbrite
• Complete a feedback form at an in-house or public event
• Complete our Individual Stress Test
• Purchase a product
• Make a donation
• Sign up to our newsletter or events
• Submit a contact us form through the website
• Enquire/Apply to become a member
• Download any of our free content and guides
• Complete any of our surveys or competitions
• Contact us through social platforms
• Express interest at events we are speaking/exhibiting at
• Apply for a vacancy or internship
• Visit our website (see section on Cookies)
• Are contracted through an employer to take a stress risk audit or any of our other corporate services
• When you call us or send details via post or meet us in person

These are the types of information we may collect about you

Personal information

• Name and job title, organisation (where relevant)
• Contact information including email address, telephone number
• Demographic information such as address, postcode, preferences and interests, organisation size and industry
• Other information relevant to customer surveys and/or offers
• Credit/debit card details (if you are making a purchase or donation)
• Information relating to your membership applications such as date of birth, education history, professional training history and qualifications, memberships of other professional bodies and references contact details
• Copies of email history where we have corresponded
• Notes on any telephone calls we may have

Sensitive information

• Clients will be advised before we consult on a one-to-one basis that if we collect sensitive information, it will be by using a password protected survey to ascertain past medical history, current personal mental well being and general life outlook.  The information, where gained, will be stored on our encrypted server in a password protected folder, access to which will only be granted to the project manager and dedicated coach.  Sensitive information will be deleted at the end of the project or when requested in writing, whichever is the sooner.
• Sensitive information may be gathered through fact-to-face or phone interviews or from business data provided by clients or in emails.  We can and will adhere to any provided Non-Disclosure Agreement.

• What we do with the information we gather

When we need to gather this information, we need to do so to understand your needs and to provide you with a better service.  This includes, but is not limited to, the following reasons:

• To provide the services that you have requested
• To update you with important administrative messages about your donation, membership, event, services, or goods that you have requested
• Internal record keeping purposes e.g. to keep records of your relationship with us
• We may use the information to improve our products and services
• We may periodically send promotional emails about new products, special offers or other information which we think that you may finding interesting using the email address which you have provided
• For quality and training purposes
• From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail.  We may use the information to customise the website according to your interests.

• Legal basis for using your information

In some cases, we will only use your personal information where we have your consent or because we need to use it in order to fulfil a contract with you (for example, because you have placed an order on our website or by phone or email).

However, there are other lawful reasons that allow us to process your personal information and one of those is called ‘legitimate interests’.  This means that the reason that we are processing information is because there is a legitimate interest for International Wellbeing Insights to process your information to help us to ensure that everyone experiencing a problem with stress or wellbeing gets support.

Whenever we process your personal information under the ‘legitimate interest’ lawful basis, we make sure that we take into account your rights and interests and will not process your personal information if we feel that there is an imbalance.

Some examples of where we have a legitimate interest to process your personal information are where we contact you about our work via post, use your personal information for data analytics, conduct research to better understand the causes of stress and poor wellbeing (where stated that we will take your personal information), improving our services, for legal purposes (e.g. dealing with complaints and claims) or to comply with guidance.

• Marketing

We will only contact you by work phone, email or direct mail if you have agreed for us to do so by opting into our communication.  We will contact you if you submit a ‘contact us’ form or ‘business consultation form’ via the website, but you will have the opportunity to opt in or opt out from our database.

You can update your choices or stop us from sending you these communications at any time by contacting support@stress.org.uk or by clicking the unsubscribe link at the bottom of the relevant communication.

• Sharing your information

The information you provide us with is able to be access by employees of International Wellbeing Insights.  We may provide your information to our Partners or Suppliers who are required to comply with Data Protection Laws and ensure that they have appropriate controls in place to secure your information.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.  We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.  You can opt out of this at any time (see section 5).

You may request details of the personal information which we hold about you under the Data Protection Act 1998.  If you would like a copy of any personal information which we hold about you, please write to: International Wellbeing Insights, Suite S, Salamander Quay, Quay West, Harefield, Uxbridge UB9 6NZ.

• Keeping your information safe

We are committed to ensuring that your information is secure.  In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online and offline.

Our website contains links to our sister companies which are also covered by this privacy policy.  By agreeing to disclose your personal information to International Wellbeing Insights or any of our sister companies: The Stress Management Society (www.stress.org.uk) Feel Karma (www.feelkarma.com) and Stress Mood Cards (www.stressmoodcards.com) your information will be governed by this privacy statement.

Our website may also contain links to other websites of interest.  However, once you have used these links to leave our sites, you should note that we do not have any control over that other website.  Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement.  You should exercise caution and look at the privacy statement applicable to the website in question.

Any debit or credit card details which we receive on our websites are passed securely to PayPal or Stripe, our processing partners, according to the Payment Card Industry Security Standards.

• How long we hold your information for

We only keep your information for 12 months for the relevant activity, after which it will be deleted.

• Your Rights

You have various rights in respect of the personal information we hold about you.  These are set out in more detail below.  If you wish to exercise any of these rights or make a complaint, you can do so by contacting the Data Protection Officer at International Wellbeing Insights, Suite S, Quay West, Salamander Quay, Harefield, Uxbridge UB9 6NZ; by email at support@stress.org.uk or by phone on 0203 142 8650.  If you believe we have not addressed your concerns or wishes, you can make a complaint to the Information Commissioners Office (ICO) at https://ico.org.uk

• Access to your personal information: you have the right to request access to a copy of your personal information that we hold about you, along with information on what personal information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making.  This is called a Subject Access Request (SAR).  You can make a Subject Access Request free of charge.  Please make all Subject Access Requests in writing and provide us with evidence of your identity.  We will respond to all Subject Access Re        quests according to the ICO guidance, within one month of receiving the request unless the request is complex or we receive multiple requests.
  
  
• Right to Object: You can object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.  You also have the right to object where we are processing your personal information for direct marketing purposes.  Please contact us as noted as above providing details of your objection.
  
  
• Consent: If you have given us your consent to use your personal information (for example, for marketing), you can withdraw your consent at any time.
  
  
• Rectification: You can ask us to change or complete an inaccurate or incomplete personal information held about you.
  
  
• Erasure: You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.
  
  
• Portability: You can ask us to provide you, or a third party, with some of the personal information that we hold about you in a structured, commonly used, electronic form so that it can be easily transferred.
  
  
• Restriction: You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.
  
  
• No Automated Decision Making: Automated Decision Making takes place when an electronic system uses personal information to make a decision without human intervention.  You have the right not be subject to automated decisions that will create legal effects or have a similar significant impact on you, unless you have given us your consent, it is necessary for a contract between you and us or is otherwise permitted by law.  You also have certain rights to challenge decisions made about you.  We do not currently carry out any Automated Decision Making.

Please note, some of these rights only apply in certain circumstances and we may not be able to fulfil every request.

1. Cookies

A Cookie is a small file which asks permission to be placed on your computers 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 to analyse data about web page traffic and to 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 to 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 to 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 settings to decline Cookies if you prefer.  This may prevent you from taking full advantage of the website.

For further information about our privacy practices, please contact our Data Protection Officer by calling us on 0203 142 8650 or email support@stress.org.uk.  You can also write to us at:

International Wellbeing Insights

Suite S

Quay West

The Lighthouse

Salamander Quay

Harefield

Uxbridge

UB9 6NZ