We are committed to ensuring that your personal data and privacy is protected. We understand how important and valuable your personal data is and will only use it fairly and in ways that you would reasonably expect us to.

This Privacy Policy explains:

• Who we are
• What personal data we collect about you, and how we collect it
• Why we collect your personal data, and what we do with it.
• Sharing your personal data – Who we share it with
• How we retain your information and keep it secure
• Your rights and how to contact us

 

Who We Are

Walk and Talk for MENtal Health is a voluntary support group providing support to men’s mental and physical well-being in Leighton Buzzard and surrounding areas.
Walk and Talk for MENtal Health is also registered with the Information Commissioner’s Office under registration number: ZB481154

The website address is: https://www.walkandtalk.org.uk

Our registered address is: 7 Kestrel Way, Leighton Buzzard, Beds, LU7 4AX

If you have any queries about how we use your personal data, you can contact us by emailing walkandtalkmh@gmail.com.

 

What Personal Data do we collect about you, and how we collect it

What personal data might we collect

We will only collect the minimum amount of personal data needed in relation to the purpose that we need it for. We may collect and process the following information:

• Your contact details – Name, address, email address, and telephone numbers
• General information about your day to day activities and lifestyle choices, relationship status and dependents, shared by you during the course of our interactions or registering for events
• Payment details – billing and payment details
• Transaction history – details of products and services you purchase
• Technical data – IP address, general location, device type, browser type and version, operating system and platform, date and time of visit
• Usage data – information about how you use the website

Special Category (Sensitive) Personal Data

The following personal data is classed as Special category data under the GDPR and UK Data Protection Act 2018.

• Details about your ethnic or racial origin,
• Political opinions,
• Religious or philosophical beliefs,
• Trade union membership
• Genetic or biometric data,
• Sexual orientation and sex life
• Medical and health data (including mental health)

We do not specifically request any of this personal data from you for you to receive support, but from time to time you may choose to share information that is considered to be special category personal data. If it is appropriate to do so, we may make a record of the information you have shared. We will only keep a record of the minimum amount of special category personal data relevant whilst you remain a member.

Under the UK GDPR there are special rules for processing Special Category personal data. We must have a lawful basis for doing so and must meet a specific condition of Article 9 of the UK GDPR – which is explicit consent. If you decide to share special category personal data with us, it is with your explicit consent and our lawful basis for processing this personal data would be to manage your membership.

How we collect your personal data
Most of your personal data or information we collect and process is provided directly by you during or following one of the following reasons.

• When you contact us to request details and more information about the services we provide.
• When you sign up to our mailing list to receive regular marketing communications about products and services.
• When you sign up to attend a workshop/masterclass/event we are hosting.
• When you enter a competition or complete a survey or a quiz
• When you purchase products / services

Additionally, we may receive your name and contact details from a 3rd party if you have registered with them for support. We will use these details to contact you to find out more about your interest and to arrange a follow up discussion.

We may also collect technical data about you

• From automated technologies such as cookies*, pixels, web beacons and log files when you visit the website. This may include your IP address, your device type, operating system, browser type, time zone or general location and referring website.
• From third parties such as social media platforms when you interact with us on social media.
• Analytics service providers (such as Google Analytics) and search engine providers.

If any of your personal details change after you have provided them to us, please do let us know so that we can ensure our records are accurate and kept up to date.

* Our website uses cookies as part of the user website experience. Cookies are small files saved to your computer’s hard drive that track, save, and store information about the user’s interactions and usage of the website.

Why we collect your personal data, and what we do with it

Under the UK Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR), we need to have a purpose and a lawful basis for processing your personal data.
We will only use your personal data for the purposes that we have collected it and in accordance with data protection law. This will be to:

• Provide a service to you and manage our customer relationship.
• When you have provided your consent – such as to receive marketing information from us.
• When we have a legal obligation to do so – such as to comply with regulatory and statutory reporting.
• When we have a legitimate business reason for doing so, such as to manage and grow our business, if you would reasonably expect us to do so and it does not impact on your rights, freedoms, and interests.

When you visit our website

We use automated technology such as “cookies”, pixels, beacons and log files to collect information about how our website is used. Information gathered through cookies and server logs may include the date and time of visits, the pages viewed, time spent at our site, and the websites visited just before and just after our own, as well as your IP address.

We do this to understand our visitor’s behaviour, preferences, and activities and to analyse and improve and update our content and services and to maintain the secure operation and running of our website.

Our lawful basis is our legitimate interests to

• Manage our website and business
• Maintain our systems security and prevent fraud,
• Manage our marketing and business activities and improve our services.

The data that we collect about you will depend on your cookie preferences and settings.

When you sign up to receive marketing information

We will:

• Add your contact details to our email list /database
• Save your marketing preferences
• Send you our marketing information
• Record and keep a record of your consent to marketing

Our lawful basis will be your consent. Your consent can be withdrawn at any time, you can opt out of receiving our marketing information by contacting us at
walkandtalkmh@gmail.com and asking to be removed from our mailing list. When you opt out of receiving emails and marketing information from us. We will keep a minimum of data about you on our ‘do not contact’ list to ensure that we do not contact you further.

Like many businesses we monitor open rates and interactions with our email marketing campaigns via automated technology within our email campaign software. Emails may contain a clear GIF simple web beacon. Web beacons are a small clear picture file that track whether a user has accessed the content.

We do this to understand how our subscribers interact with our email marketing campaigns and to help us improve what we send. The information that our email software collects is your IP address, country, the device, and browser type that you used to open an email. You can set your email client to display emails as text only or disable cookies in your browser before opening emails to remove and prevent your information being monitored in this way.

When you request further information about my products or services

We will

• Keep a record of and reply to your request for more information about our products or services

Our lawful basis for doing this is because we have a legitimate business interest in responding to your queries and requests for information to manage and grow our business.

When you sign up to as a member

We will use your personal data to

• Register you as a member
• Manage our client relationship, respond to queries and communicate with you
• Provide the support or service you have requested
• Send you an invoice/take payment for the services you have requested
• We will maintain records of our services provided to you which may include general information about your business/work activities and lifestyle choices as well as specific information about your goals.

Our lawful basis will be to perform a contract with you.

We keep membership records and transaction history in order to comply with statutory and regulatory reporting requirements such as maintaining appropriate company records and business accounts and to meet our legal requirements. Our lawful basis for doing so is our legal obligation.

Legitimate Interests:

We use legitimate interests to manage and conduct our business, this may include marketing activities and hosting events either online or in person to grow our business. We may perform due diligence checks about your business before entering into a contract with you. If you have attended one of our events or received any other services from us and given feedback or a testimonial about the services we provided, we may publish this feedback on our website, in marketing literature and on our social media channels to provide
testimonials and help grow our business. We will not publish any identifying personal data in connection with any feedback you have provided without your consent.

Marketing

Under Privacy and Electronic Communications Regulations if you are a consumer, sole trader partnership your consent is required to receive marketing in electronic communications (including emails, direct messages, and text messages) unless you have previously done business with us or enquired about similar products or services.

If you have previously purchased or enquired about similar services from us and have not opted out of marketing communications, we will rely on Legitimate interests to continue to send you marketing communications. You can opt out of receiving marketing communications at any time by emailing us at walkandtalkmh@gmail.com

When sending marketing information to Limited companies and Corporations, our lawful basis for processing your personal data for the purpose of contacting you is legitimate interests to grow and develop our business. You can opt out of receiving marketing communications from us at any time by emailing us at walkandtalkmh@gmail.com

When we use Legitimate Interests as our lawful basis for processing personal data, we will perform a Legitimate Interests balancing test and we will only use your personal data in a way that you would reasonably expect, ensuring that your rights and interests are protected.

 

Sharing your personal data – Who we share it with

We do not share or pass on your personal data to third parties for marketing purposes.

We may share some details of your personal data with trusted service providers and professional advisors, such as insurers, accountants, and legal advisors. We do this only to the extent necessary for the purposes of processing our company accounts, meeting legal obligations and in the event of pursuing any insurance or legal claims. When doing so we expect these service providers and professional advisors to treat your personal data securely and only for the purposes intended. We will only share the minimum amount of personal data necessary in these instances.

Our service providers (such as email and cloud service hosting providers, website hosting and payment processors) may have access to your personal data when it is stored on their systems. These service providers only have access to your personal data for the purpose of fulfilling their contract with us and will not use your personal data for their own purposes. When appropriate we have relevant data processing agreements in place with these service
providers.

We may share some details of your personal data with our service providers such as virtual assistants and freelancers. When doing so we expect these service providers to treat your personal data securely and only for the purposes intended. These service providers only have access to your personal data for the purpose of fulfilling their contract with us and will not use your personal data for their own purposes.

In the unlikely event of non-payment of an invoice or legal dispute, we may share your personal data with 3rd parties in order to resolve and settle our dispute. If and when required to do so by law, we may share elements of your personal data with appropriate Government Departments such as HMRC only to the extent necessary for the purposes of meeting any legal obligations.

We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

 

How we retain your information and keep it secure

How we store your personal information

Your information is securely stored on a secured computer network and cloud-based software programs. We only use mainstream software and service providers that meet GDPR requirements and have the appropriate measures and security protocols in place to comply with UK and EEA data protection laws. All devices and equipment used to access and store your personal data have appropriate data security settings in place.

We have procedures in place to deal with data security breaches in accordance the UK Data Protection Act 2018.5.2.

How long we keep your data

We only keep personal data for as long as necessary in relation to the purpose it was collected for. When it is no longer required, we will dispose of your information by securely destroying the records we hold. In some instances, we may anonymise data so that personal references are no longer kept.

We keep basic membership records in accordance with UK statutory law and regulatory reporting timescales which is seven years. These include member or customer details, contact information, and transaction and payment history.

Our “opt-out, do not contact list” is maintained for two years after which, all details will be removed.

 

Your rights and how to contact us

Under data protection law, you have the following rights:

• 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. If you have been a customer and purchased our products or services, we will not be able to delete all of your records as we have an obligation to retain some records for tax and accounting purposes.
• 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 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 me 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 walkandtalkmh@gmail.com if you wish to make a request.

How to complain

If you have any concerns or queries about our use of your personal information, you can contact us at walkandtalkmh@gmail.com

You can also complain to the ICO if you are unhappy with how we have used your data, but please do give us a chance to answer and resolve any queries with you beforehand.

The ICO’s address is:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Additional information

Embedded content from other websites
Articles on this website may include embedded content (e.g., videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website. These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Links to Other websites
We may have links on our site to other websites that we do not operate. If you click on a third party link, you will be taken directly to that site which is governed by its own privacy notice. We do not control that site and assume no responsibility for the content, policies or its practices.

Cookies
Cookies are small text files that are used to store small pieces of information. They are stored on your device when the website is loaded on your browser. These cookies help us make the website function properly, make it more secure, provide better user experience, and understand how the website performs and to analyse what works and where it needs improvement. As most of the online services, our website uses first-party and third-party cookies for several purposes. First-party cookies are mostly necessary for the website to
function the right way, and they do not collect any of your personally identifiable data. The third-party cookies used on our website are mainly for understanding how the website performs, how you interact with our website, keeping my services secure, providing advertisements that are relevant to you, and all in all providing you with a better and improved user experience and help speed up your future interactions with our website.

What types of cookies do we use?

• Essential: Some cookies are essential for you to be able to experience the full functionality of our site. They allow us to maintain user sessions and prevent any security threats. They do not collect or store any personal information.
• Statistics: These cookies store information like the number of visitors to the website, the number of unique visitors, which pages of the website have been visited, the source of the visit, etc. These data help us understand and analyse how well the website performs and where it needs improvement.
• Functional: These are the cookies that help certain non-essential functionalities on our website. These functionalities include embedding content like videos or sharing content of the website on social media platforms.
• Preferences: These cookies help us store your settings and browsing preferences like language preferences so that you have a better and efficient experience on future visits to the website.

If you would like to delete cookies or instruct your web browser to delete or refuse cookies, please visit the help pages of your web browser.
You can find out more about cookies here: https://www.cookiesandyou.com