PRIVACY POLICY

1. Introduction

1.1 We are committed to safeguarding the privacy of our website visitors, service users and individual customers.

1.2 This policy applies where we are acting as a data controller with respect to the personal data of such persons; in other words, where we determine the purposes and means of the processing of that personal data.

1.3 Our website incorporates privacy controls which affect how we will process your personal data. By using the privacy controls, you can specify whether you would like to receive direct marketing communications and limit the collection, sharing and publication of your personal data.

1.4 We use cookies on our website. Insofar as those cookies are not strictly necessary for the provision of our website and services, we will ask you to consent to our use of cookies when you first visit our website.

1.5 In this policy, "we", "us" and "our" refer to Helen Stephens. For more information about us, see Section 20.

2. The personal data that we collect

2.1 In this Section 2 we have set out the general categories of personal data that we process and, in the case of personal data that we did not obtain directly from you, information about the source and specific categories of that data.

2.2 We may process data enabling us to get in touch with you ("contact data"). The contact data may include your name, email address, telephone number, postal address and/or social media account identifiers. The source of the contact data is you. If you log into our website using a social media account, we will obtain elements of the contact data from the relevant social media account provider.

2.3 We may process your website user account data ("account data"). The account data may include your account identifier, name, email address, business name, account creation and modification dates, website settings and marketing preferences. The primary source of the account data is you, although some elements of the account data may be generated by our website. If you log into our website using a social media account, we will obtain elements of the account data from the relevant social media account provider.

2.4 We may process your information included in your personal profile on our website ("profile data"). The profile data may include your name, address, telephone number, email address, profile pictures, date of birth, interests and hobbies, educational details and employment details. The source of the profile data is you. If you log into our website using a social media account, we will obtain elements of the profile data from the relevant social media account provider.

2.5 We may process information relating to our customer relationships ("customer relationship data"). The customer relationship data may include your name, the name of your business or employer, your job title or role, your contact details, your classification / categorisation within our customer relationship management system and information contained in or relating to communications between us and you, or between us and your employer. The source of the customer relationship data is you and/or your employer.

2.6 We may process your personal data that are provided in the course of the use of our services and generated by our services in the course of such use ("service data"). The service data may include may include your name, address, telephone number, email address, profile pictures, date of birth, interests and hobbies, educational details and employment details. The source of the service data is you and/or your employer and/or our services.

2.7 We may process information relating to transactions, including purchases of goods and/or services, that you enter into with us and/or through our website ("transaction data"). The transaction data may include your name, your contact details, your payment card details (or other payment details) and the transaction details. The source of the transaction data is you and/or our payment services provider.

2.8 We may process information contained in or relating to any communication that you send to us or that we send to you ("communication data"). The communication data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms.

2.9 We may process data about your use of our website and services ("usage data"). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system.

2.10 Please do not supply any other person's personal data to us, unless we prompt you to do so.

3. Purposes of processing and legal bases

3.1 In this Section 3, we have set out the purposes for which we may process personal data and the legal bases of the processing.

3.2 Operations - We may process your personal data for the purposes of operating our website, the processing and fulfilment of orders, providing our services, supplying our goods, generating invoices, bills and other payment-related documentation, and credit control. The legal basis for this processing is our legitimate interests, namely the proper administration of our website, services and business.

3.3 Publications - We may process account data, profile data and/or service data for the purposes of publishing such data on our website and elsewhere through our services in accordance with your express instructions. The legal basis for this processing is consent.

3.4 Relationships and communications - We may process contact data, account data, customer relationship data, transaction data and/or communication data for the purposes of managing our relationships, communicating with you (excluding communicating for the purposes of direct marketing) by email, SMS, post, fax and/or telephone, providing support services and complaint handling. The legal basis for this processing is our legitimate interests, namely communications with our website visitors, service users, individual customers and customer personnel, the maintenance of our relationships, enabling the use of our services, and the proper administration of our website, services and business.

3.5 Personalisation - We may process account data, service data and/or usage data for the purposes of personalising the content and advertisements that you see on our website and through our services to ensure that you only see material that is relevant to you. The legal basis for this processing is consent.

3.6 Direct marketing - We may process contact data, account data, profile data, customer relationship data and/or transaction data for the purposes of creating, targeting and sending direct marketing communications by email, SMS, post and/or fax and making contact by telephone for marketing-related purposes. The legal basis for this processing is consent.

3.7 Research and analysis - We may process usage data, service data and/or transaction data for the purposes of researching and analysing the use of our website and services, as well as researching and analysing other interactions with our business]. The legal basis for this processing is consent.

3.8 Record keeping - We may process your personal data for the purposes of creating and maintaining our databases, back-up copies of our databases and our business records generally. The legal basis for this processing is our legitimate interests, namely ensuring that we have access to all the information we need to properly and efficiently run our business in accordance with this policy.

3.9 Security - We may process your personal data for the purposes of security and the prevention of fraud and other criminal activity. The legal basis of this processing is our legitimate interests, namely the protection of our website, services and business, and the protection of others.

3.10 Insurance and risk management - We may process your personal data where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks and/or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our business against risks.

3.11 Legal claims - We may process your personal data where necessary for [the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.

3.12 Legal compliance and vital interests - We may also process your personal data where such processing is necessary for compliance with a legal obligation to which we are subject or in order to protect your vital interests or the vital interests of another natural person.

5. Providing your personal data to others

5.1 We may disclose your personal data to any member of our group of company (this means our subsidiaries, our ultimate holding company and all its subsidiaries) insofar as reasonably necessary for the purposes, and on the legal bases, set out in this policy. Information about our company can be found at https://www.katiechappell.com/about-katie-chappell

5.2 We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice.

5.3 Your personal data held in our website database will be stored on the servers of our hosting services providers identified at www.squarespace.com

5.5 Financial transactions relating to our website and services may be handled by our payment services providers, Paypal, Stripe. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services providers' privacy policies and practices at https://www.paypal.com/uk/webapps/mpp/ua/privacy-full https://stripe.com/en-gb/privacy

5.6 We may disclose contact data along with any other personal data contained in enquiries made through our website or services to one or more of those selected third party suppliers of goods and/or services identified on our website for the purpose of enabling them to contact you so that they can offer, market and sell to you relevant goods and/or services. Each such third party will act as a data controller in relation to the personal data that we supply to it; and upon contacting you, each such third party will supply to you a copy of its own privacy policy, which will govern that third party's use of your personal data.

5.7 In addition to the specific disclosures of personal data set out in this Section 5, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise, or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

6. International transfers of your personal data

6.1 In this Section 6, we provide information about the circumstances in which your personal data may be transferred to countries outside the United Kingdom and the European Economic Area (EEA).

6.2 We have offices in the UK. The competent data protection authorities have made an "adequacy decision" with respect to the data protection laws of each of these countries. Transfers to each of these countries will be protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the competent data protection authorities, a copy of which can be obtained from https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/

6.3The hosting facilities for our website are situated in the USA. The competent data protection authorities have made an "adequacy decision" with respect to the data protection laws of each of these countries. Transfers to each of these countries will be protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the competent data protection authorities, a copy of which you can obtain from https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/

6.5 You acknowledge that personal data that you submit for publication through our website or services may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others.

7. Retaining and deleting personal data

7.1 This Section 7 sets out our data retention policies and procedures, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

7.2 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

7.3 We will retain your personal data as follows:

(a) contact data will be retained for a minimum period of the duration of the purchased course following the date of the most recent contact between you and us, and for a maximum period of the lifetime of the course following that date;

(b) account data will be retained for a minimum period of the duration of the purchased course following the date of closure of the relevant account, and for a maximum period of the lifetime of the course following that date;

(c) profile data will be retained for a minimum period of the duration of the purchased course following the date of deletion of the profile by you, and for a maximum period of the lifetime of the course following that date;

(d) customer relationship data will be retained for a minimum period of the duration of the purchased course following the date of termination of the relevant customer relationship and for a maximum period of the lifetime of the course following that date;

(e) service data will be retained for a minimum period of the duration of the purchased course following the date of termination of the relevant contract, and for a maximum period of the lifetime of the course following that date;

(f) transaction data will be retained for a minimum period of the duration of the purchased course following the date of the transaction, and for a maximum period of the lifetime of the course following that date;

(g) communication data will be retained for a minimum period of the duration of the purchased course following the date of the communication in question, and for a maximum period of the lifetime of the course following that date;

(h) usage data will be retained for the duration of the purchased course following the date of collection; and for a maximum period of the lifetime of the course following that date;

7.5 If you grant to us a licence to publish any of your personal data, we may continue to retain and publish that personal data after the end of the relevant retention period specified in this Section 7 in accordance with the applicable licence terms, subject to your data subject rights. If we cease to publish such personal data after the end of the relevant retention period specified in this Section 7, that personal data will be retained for a minimum period of the duration of the purchased course and for a maximum period of the lifetime of the course following the date that publication ceases.

7.6 Notwithstanding the other provisions of this Section 7, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

8. Security of personal data

8.1 We will take appropriate technical and organisational precautions to secure your personal data and to prevent the loss, misuse or alteration of your personal data.

8.2 We will store your personal data on secure servers, personal computers and mobile devices, and in secure manual record-keeping systems.

8.3 The following personal data will be stored by us in encrypted form: your name, contact information, password(s) and cardholder data.

8.4 Data relating to your enquiries and financial transactions that is sent from your web browser to our web server, or from our web server to your web browser, will be protected using encryption technology.

8.5 You acknowledge that the transmission of unencrypted (or inadequately encrypted) data over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

8.6 You should ensure that your password is not susceptible to being guessed, whether by a person or a computer program. You are responsible for keeping the password you use for accessing our website confidential and we will not ask you for your password (except when you log in to our website).

9. Your rights

9.1 In this Section 9, we have listed the rights that you have under data protection law.

9.2 Your principal rights under data protection law are:

(a) the right to access - you can ask for copies of your personal data;

(b) the right to rectification - you can ask us to rectify inaccurate personal data and to complete incomplete personal data;

(d) the right to restrict processing - you can ask us to restrict the processing of your personal data;

(e) the right to object to processing - you can object to the processing of your personal data;

(f) the right to data portability - you can ask that we transfer your personal data to another organisation or to you;

(g) the right to complain to a supervisory authority - you can complain about our processing of your personal data; and

(h) the right to withdraw consent - to the extent that the legal basis of our processing of your personal data is consent, you can withdraw that consent.

9.3 These rights are subject to certain limitations and exceptions. You can learn more about the rights of data subjects by visiting https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.

9.4 You may exercise any of your rights in relation to your personal data by written notice to us, using the contact details set out below.

10. Third party websites

10.1 Our website includes hyperlinks to, and details of, third party websites.

10.2 In general we have no control over, and are not responsible for, the privacy policies and practices of third parties.

11. Personal data of children

11.1 Our website and services are targeted at persons over the age of 18.

11.2 If we have reason to believe that we hold personal data of a person under that age in our databases, we will delete that personal data.

12. Updating information

12.1 Please let us know if the personal information that we hold about you needs to be corrected or updated.

13. Acting as a data processor

13.1 In respect of contact data, account data, profile data, customer relationship data, service data, transaction data, communication data, usage data, we do not act as a data controller; instead, we act as a data processor.

13.2 Insofar as we act as a data processor rather than a data controller, this policy shall not apply. Our legal obligations as a data processor are instead set out in the contract between us and the relevant data controller.

14. About cookies

14.1 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

14.2 Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

14.3 Cookies may not contain any information that personally identifies a user, but personal data that we store about you may be linked to the information stored in and obtained from cookies.

15. Cookies that we use

ts features. They are also used to ensure we have a proper cookie banner. Without these cookies, certain functionalities of our website would not be possible. You cannot opt-out of these cookies.

acloggedin

Supports login by Scheduling client if the client has an account.
Cookie
January 1, 2025

_client_acloggedin

Supports login by Scheduling client if the client has an account.
Cookie
January 1, 2025

algoliasearch-client-js

Adds auto-populated suggestions to address fields in Scheduling to help clients complete forms faster.
localstorage
Persistent

AWSALB, AWSALBCORS

Improves performance in Scheduling by using one server for the duration of the session.
Cookie
1 week

CART

Shows when a visitor adds a product to their cart
Cookie
2 weeks

CHECKOUT_WEBSITE

Identifies the correct site for checkout when Checkout on Your Domain is disabled.
Cookie
Session

Commerce-checkout-state

Stores state of checkout while the visitor is completing their order in PayPal
sessionstorage
Session

Crumb

Prevents cross-site request forgery (CSRF).
Cookie
Session

hasCart

Tells Squarespace that the visitor has a cart
Cookie
2 weeks

Locked

Prevents the password-protected screen from displaying if a visitor enters the correct site-wide password.
Cookie
Session

PHPSESSID

Securely authenticates a visitor during their checkout in Scheduling.
Cookie
1 month

RecentRedirect

Prevents redirect loops if a site has custom URL redirects. Redirect loops are bad for SEO.
Cookie
30 minutes

remember_client

Remembers Scheduling client’s login details if they have an account.
Cookie
365 days

siteUserCrumb

Prevents cross-site request forgery (CSRF) for logged in site users.
Cookie
3 years

SiteUserInfo

Identifies a visitor who logs into a customer account
Cookie
3 years

SiteUserSecureAuthToken

Authenticates a visitor who logs into a customer account
Cookie
3 years

squarespace-announcement-bar

Prevents the announcement bar from displaying if a visitor dismisses it
localstorage
Persistent

squarespace-likes

Shows when you've already "liked" a blog post.
localstorage
Persistent

squarespace-popup-overlay

Prevents the promotional pop-up from displaying if a visitor dismisses it
localstorage
Persistent

ss_sd

Ensures that visitors on the Squarespace 5 platform remain authenticated during their sessions.
Cookie
Session

Test

Investigates if the browser supports cookies and prevents errors.
Cookie
Session

Allows a Scheduling client’s appointments to display correctly based on their time zone preferences.
localstorage
Persistent

Analytics Cookies: These cookies collect information about how our visitors use the website. All information collected by these cookies is aggregated and therefore anonymous. It is only ever used to improve how our website works.

Cookie NameDescription__hstcThis cookie keeps track of website visitors. It contains the domain, utk, initial timestamp (first visit), last timestamp (last visit), current timestamp (this visit), and session number (increments for each subsequent session)._hssrcWhenever HubSpot changes the session cookie, this cookie is also set to determine if the visitor has restarted their browser. If this cookie does not exist when HubSpot manages cookies, it is considered a new session.hubspotutkThis cookie keeps track of a visitor's identity. It is passed to HubSpot on form submission and used when deduplicating contacts. It contains an opaque GUID to represent the current visitor.__hsscThis cookie keeps track of sessions. It is used to determine if HubSpot should increment the session number and timestamps in the __hstc cookie. It contains the domain, viewCount (increments each pageView in a session), and session start timestamp.__d_hsutkThis cookies are used to store information about how visitors use our site and to gather requests from the forms on our website. We use the information to compile reports and to help us improve our site. The cookies also help us to customize our marketing efforts through various media and formats._gidUsed to distinguish users with Google Analytics._gaUsed to throttle request rates with Google Analytics._gatUsed to identify users for our Drift-powered chat functionality on the websitedriftt_sidUsed to identify users for our Drift-powered chat functionality on the websitedriftt_aid, DFTT_END_USER_PREV_BOOTSTRAPPEDUsed to identify users for our Drift-powered chat functionality on the website_vis_opt_exp_242_split, _vis_opt_s, _vis_opt_exp_242_combi, _vwo_sn, _vwo_uuid_v2, _vwo_uuid, _vwo_ds, _vis_opt_test_cookieUsed for experimentation and anonymized A/B testing to improve the performance of our website.

‍Advertising Cookies: These cookies are used to deliver ads that are more relevant to you and your interests. They’re also used to limit the number of times you see an advertisement and to measure the effectiveness of the advertising campaign. They are usually placed by third-party advertising networks with the website operator’s permission. They remember what websites you have visited, and this information is shared with other organizations such as advertisers.

ss_cid

2 years