Privacy Policy: Initial Enquiry Form Data
**Effective Date:** 24/4/25
Introduction
This Privacy Policy explains how Dragon Occupational Therapy Ltd (“we”, “us”, “our”) collects, uses, and protects personal data submitted through the initial enquiry form on our website (www.dragon-ot.co.uk).
We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who We Are (Data Controller)
Dragon Occupational Therapy Ltd is the data controller responsible for the personal data collected via the initial enquiry form.
Our contact details are:
– Company Name: Dragon Occupational Therapy Ltd
– Registered Address: Bizspace, Monsall Road, Manchester M40 8WN
– Email: info@dragon-ot.co.uk
– Phone: 07920 828059
If you have any questions about this policy or how we handle your data, please contact us using the details above.
What Information We Collect via the Enquiry Form
When you submit an enquiry form on our website, we may collect the following types of personal data:
– Contact Information: Your name, email address, phone number.
– Enquiry Details: Information you provide about the reason for your enquiry, which may include details about the individual requiring occupational therapy services (yourself or someone else). This could potentially include information about health conditions or needs if you choose to provide it.
– Relationship to Person Requiring Services: (If applicable) Your relationship to the individual you are enquiring on behalf of.
**Important Note on Sensitive Data:** If you provide information about health conditions or needs (‘special category data’), we treat this with extra care. By submitting this information via the form, you are providing explicit consent for us to process it solely for the purpose of responding to your enquiry and assessing how we might be able to help.
How We Use Your Information
We use the information collected through the enquiry form solely for the following purposes:
– To respond to your initial enquiry.
– To understand your needs or the needs of the person you are enquiring for.
– To provide you with information about our services.
– To determine if our services are appropriate for your needs.
– To schedule an initial consultation or follow-up communication, if requested.
– To maintain internal records related to enquiries.
Legal Basis for Processing Your Data
Our legal basis for processing the personal data you provide via the enquiry form is typically:
– Consent: By submitting the form, you consent to us processing your data to respond to your specific enquiry. For any sensitive health data provided, we rely on your explicit consent.
– Legitimate Interests: We have a legitimate interest in processing your enquiry to operate our business and provide potential clients with information about our services.
We will only process your data for the purposes outlined above.
Data Sharing
We treat your information with strict confidentiality. We will not share the personal data collected via the enquiry form with third parties, except:
– With relevant internal staff members who need the information to respond to your enquiry.
– If required by law or regulation.
We will never sell your personal data.
Data Security
We have implemented appropriate technical and organisational measures to protect the personal data submitted via our enquiry form against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. This includes secure storage and access controls.
Data Retention
We will retain the personal data collected from the enquiry form only for as long as necessary to fulfil the purposes for which it was collected, including responding to your enquiry and any follow-up communications.
– If you do not become a client, your enquiry data will typically be deleted or anonymised within **1 year** after the enquiry is resolved, unless we are legally required to keep it longer.
– If you become a client, the information provided may form part of your client record and will be subject to our main client privacy policy and retention schedule (which may involve longer retention periods, such as 8 years after the end of treatment, as required for health records).
Your Data Protection Rights
Under UK data protection law, you have rights regarding your personal data, including:
– Right to Access: You can request a copy of the personal data we hold about you.
– Right to Rectification: You can ask us to correct inaccurate or incomplete data.
– Right to Erasure (‘Right to be Forgotten’): You can ask us to delete your personal data under certain conditions.
– Right to Restrict Processing: You can ask us to limit how we use your data under certain conditions.
– Right to Data Portability: You can request your data be transferred to another organisation, where technically feasible.
– Right to Object: You can object to us processing your data, particularly where we rely on legitimate interests.
– Rights related to Automated Decision-Making: We do not use automated decision-making based on enquiry form data.
– Right to Withdraw Consent: Where we rely on consent (especially for sensitive data), you can withdraw it at any time.
To exercise any of these rights, please contact us using the details provided under “Who We Are”.
Cookies
Our website may use cookies to improve user experience. Cookies are small text files placed on your device. You can usually modify your browser setting to decline cookies if you prefer. [Optional: You may want to add a sentence briefly stating the types of cookies used, e.g., essential/functional cookies.]
Complaints
If you are unhappy with how we have handled your personal data, please contact us first. If you remain dissatisfied, you have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office (ICO).
– Website: www.ico.org.uk
– Helpline: 0303 123 1113
Changes to This Privacy Policy
We may update this policy from time to time. Any changes will be posted on this page with an updated effective date. We encourage you to review this policy periodically.
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Dragon Occupational Therapy Ltd
www.dragon-ot.co.uk