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Data protection

Version: 1.0

1. Purpose

The Living Well Course is committed to protecting the privacy and personal information of everyone who contacts us or attends our training.

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This policy explains how personal information is managed within the organisation and demonstrates our commitment to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Scope

This policy applies to all personal information collected by the Living Well Course, including information received through:

  • the website contact form

  • email enquiries

  • course bookings

  • course administration

  • correspondence with participants and organisations.

3. Responsibility

Overall responsibility for data protection rests jointly with the directors of the Living Well Course.

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Access to personal information is restricted to:

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  • Dr Richard Pile

  • Dr Jen West

  • Dr Nicola Phillips

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No other individuals have routine access to personal information unless authorised by the directors for a specific purpose.

4. Information We Collect

We collect only the information necessary to administer our courses and respond to enquiries.

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This may include:

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  • names

  • email addresses

  • telephone numbers

  • organisation or employer

  • correspondence relating to enquiries or bookings

  • accessibility or dietary requirements where relevant to course attendance.

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We do not routinely collect medical information or patient records.

5. Data Protection Principles

We aim to ensure that personal information is:

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  • processed lawfully, fairly and transparently

  • collected only for legitimate purposes

  • limited to what is necessary

  • kept accurate and up to date

  • retained only for as long as required

  • stored securely

  • protected against unauthorised access or disclosure.

6. Storage and Security

Personal information will be stored using secure electronic systems.

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Reasonable measures will be taken to protect information, including:

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  • password-protected computers and mobile devices

  • strong, unique passwords

  • secure email accounts

  • restricted access to authorised individuals only

  • regular software and security updates.

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Personal information will not be stored on unsecured shared devices.

Paper records will be avoided wherever possible. If created, they will be stored securely and confidentially destroyed when no longer required.

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Personal information may be stored securely using reputable cloud-based services with appropriate security measures in place.

7. Sharing Information

Personal information will not be sold or shared with third parties for marketing purposes.

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Information will only be shared where:

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  • it is necessary to administer a course;

  • the individual has given consent;

  • or disclosure is required by law.

8. Retention

Personal information will be retained only for as long as necessary for the purpose for which it was collected.

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When information is no longer required, it will be securely deleted or confidentially destroyed.

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Course administration records may be retained where reasonably necessary for business, legal or accounting purposes.

9. Data Breaches

Any suspected loss, theft or unauthorised disclosure of personal information should be reported immediately to one of the directors.

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The incident will be assessed promptly and appropriate action taken.

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Where required under UK GDPR, the Information Commissioner's Office will be notified within the required timescale, and affected individuals informed where appropriate.

10. Individual Rights

The Living Well Course will respect individuals' rights under UK GDPR, including the right to:

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  • access their personal information;

  • request correction of inaccurate information;

  • request deletion where appropriate;

  • object to processing in certain circumstances;

  • request restriction of processing.

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Requests will normally be responded to within one calendar month.

11. Training and Awareness

All individuals with access to personal information are expected to understand and follow this policy.

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Because access is limited to Dr Richard Pile, Dr Jen West and Dr Nicola Phillips, responsibility for maintaining confidentiality and good information governance rests with each of them.

12. Review

This policy will be reviewed annually or sooner if there are significant changes to legislation, working practices or the way personal information is managed.

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As registered medical practitioners, we recognise the importance of confidentiality and apply the same high standards of professionalism and respect for personal information in our educational work as we do in our clinical practice.

Approved by:

Dr Richard Pile

Dr Jen West

Dr Nicola Phillips

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