At Equilibrium Healthcare, we’re committed to protecting and respecting your privacy. This Policy explains when and why we collect personal information about people who visit our website, how we use it, the conditions under which we may disclose it to others, and how we keep it secure.

We may change this Policy from time to time, so please check this page occasionally to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this Policy. Any questions regarding this Policy and our privacy practices should be sent by email to [email protected].

How do we collect information from you?

We obtain information about you when you use our website, for example, when you complete the contact form, complete the site registration form, or engage with other forms within our site.

1. Job Applications and General Interest: When a candidate registers their interest for a job vacancy or general interest in working with us, we use Gravity Forms to collect their data. This information is then securely sent to our HR team. Gravity Forms will automatically delete these forms every 30 days, and our HR team will retain a copy on our secure servers.
2. Professional Referrals: When a professional makes a referral on our website, the data is collected via Gravity Forms and securely sent to our registered managers through the referrals system. Similar to job applications, Gravity Forms will automatically delete these forms every 30 days, and the referral data will be securely stored on our servers.

What type of information is collected from you?

The personal information we collect might include your name, address, email address, IP address, and information regarding what pages are accessed and when.

Legal Basis for Processing Under UK GDPR. We process your personal data based on:

• Your consent
• The necessity for the performance of a contract
• Compliance with legal obligations
• Vital interests
• Legitimate interests pursued by us or a third party, except where overridden by your data protection rights

For special category data, including health information, we process data under Article 9 of the UK GDPR for the provision of health or social care and management of health systems and services.

How is your information used?

We may use your information to:

• Contact you regarding queries raised in the contact form
• Carry out our obligations arising from any contracts entered into by you and us
• Seek your views or comments on the services we provide
• Notify you of changes to our services
• Send you communications which you have requested and that may be of interest to you
• Process a job application

Marketing Communications and Consent

We ensure that all marketing communications are compliant with data protection laws:

1. Consent Opt-In: There is an active consent opt-in for marketing communications.
2. Double Opt-In: For all forms except job applications, we use a double opt-in process to confirm that individuals are happy to receive marketing information.
3. CRM (MailChimp): Anyone who opts in will be added to our CRM (MailChimp) for marketing purposes. Data will then be automatically deleted from Gravity Forms/WordPress after processing.

We review our retention periods for personal information regularly. We will hold your personal information on our systems for as long as is necessary for the relevant activity or as long as required to fulfil legal obligations.

Who has access to your information?

We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.

Third-Party Service Providers working on our behalf:

We may pass your information to our third-party service providers, agents, subcontractors, and other associated organisations for the purposes of completing tasks and providing services to you on our behalf. These third parties are contractually required to protect your information and not use it for their own marketing purposes.

Vimeo Video Embeds and Metadata Collection

We embed videos from Vimeo on our website. When you view these videos, Vimeo may collect metadata, including your IP address, browser type, and viewing behaviour. Vimeo uses this metadata for:

• Analytics and performance tracking
• Improving their services
• Advertising and personalised content recommendations
• Compliance with legal requirements

If you wish to request that Vimeo erase any collected metadata under GDPR, you can do so by contacting Vimeo directly through their Data Protection Office at https://vimeo.com/privacy  or by emailing [email protected].

Data Protection Officer Equilibrium Healthcare has appointed a Data Protection Officer (DPO) who can be contacted at [email protected] for any data protection queries.

Your Rights

You have the right to:

• Be informed about how your data is used
• Access the personal data we hold about you
• Rectify inaccurate or incomplete data
• Erase your personal data (right to be forgotten)
• Restrict the processing of your data
• Data portability
• Object to processing based on legitimate interests
• Rights related to automated decision-making, including profiling

You can exercise these rights by contacting us at [email protected].

Right to Erasure

You can request the deletion of your personal data where there is no legal obligation to retain it. Requests can be submitted via email to [email protected].

Security Precautions in Place to Protect the Loss, Misuse, or Alteration of Your Information We use robust security measures to protect your data, including:

• 128-bit SSL encryption for sensitive data
• Secure servers
• Access controls

Links to Other Websites

Our website may contain links to other websites. This privacy policy applies only to our website. We encourage you to read the privacy statements of other websites you visit.

Children’s Privacy

We are concerned about protecting the privacy of children under 18. If you are under 18, please get your parent/guardian’s permission before providing personal information.

Complaints

If you are concerned about how we have handled your data, you can contact the Information Commissioner’s Office (ICO) at http://www.ico.org.uk.