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Privacy Policy

1. Introduction

FLAVIR is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal data, and outlines your rights regarding your information under the General Data Protection Regulation (GDPR).

As part of the services we offer, we are required to process personal data about our staff, service users, and, in some instances, their friends or family members. The term “processing” refers to any activity that involves the collection, storage, sharing, and deletion of personal data.

This Privacy Policy applies to all personal data we collect through our website, in-person services, phone, email, or other communication channels. Please read this policy carefully to understand how we handle your personal data. If you have any concerns or questions, you can contact us at info@flavir.co.uk or visit our Contact Us page.

2. What Personal Data We Collect

Service Users
To provide you with high-quality services, we need to process certain personal data, including:

  • Basic Information: Name, address, contact information (phone number, email address), date of birth, emergency contact details (e.g., next of kin)
  • Financial Details: Payment information, funding arrangements, and payment methods.

Special Category Data
We may also collect and process sensitive personal data, including:

  • Health and Social Care Data: Physical and mental health information, medical history, and other care-related information
  • Demographic Information: Ethnic origin, race, sexual orientation, religious beliefs (where relevant to provide personalized care or services).

How We Use Your Data
We process your data for the following purposes:

  • To provide you with services: This includes offering health, wellness, and care services tailored to your needs
  • For legal obligations: We process your data to meet legal and regulatory requirements, including compliance with the Health and Social Care Act 2012 and Mental Capacity Act 2005
  • For our legitimate interests: We may process data to improve services, communicate with you, and maintain our records
  • To comply with CQC regulations: We may share certain data with regulators such as the Care Quality Commission (CQC).

Lawful Bases for Processing
We process your personal data based on the following lawful bases:

  • Consent: Where we ask for your explicit consent for specific processing activities.
  • Contractual Obligation: To fulfill our obligations under the contract for services.
  • Legal Obligation: Where required by law or regulation (e.g., reporting to the CQC)
  • Vital Interests: In emergencies where the data is necessary for your health or safety.

3. Where We Process Your Data

We collect and process your data through various channels, including face-to-face meetings, emails, phone calls, and online platforms.

We may share your data with the following third parties in accordance with legal and regulatory requirements:

  • Healthcare Professionals and Organisations: For coordination of care and services (e.g., GPs, pharmacies, hospitals, social workers)
  • Regulatory Bodies: Such as the Care Quality Commission (CQC), if required by law
  • Family Members: With your consent, we may communicate with family members or friends regarding your care and well-being
  • Law Enforcement: If required by law or court order, we may share data with police or other law enforcement agencies.

4. National Data Opt-Out

We review our data processing annually to ensure compliance with the National Data Opt-Out (for health data). Currently, we do not share your data for planning or research purposes. However, if we ever do so, you will have the option to opt out. You can learn more about this at NHS Your Data Matters.

5. Our Website

When you use our website, we process some data to improve your experience and ensure functionality. For more details on how we use cookies and track your interaction with our site, please refer to our Cookie Policy.

6. Email Newsletter and Data Processing

Collection and Use of Personal Data
When you subscribe to the FLAVIR Email Newsletter, we collect and store the following personal data:

  • Email Address: To send you regular updates on our products, services, and campaigns
  • Registration Time: The time when you subscribe to the newsletter
  • IP Address: The IP address used to register for the newsletter.

This data is stored for the sole purpose of sending you the newsletter and processing your subscription. We will retain this information for as long as you wish to receive our communications or until you unsubscribe.

7. Legal Basis for Data Processing

We process your personal data for the following reasons:

  1. Performance of a Contract (Art. 6(1)(b) GDPR): By subscribing to the newsletter, you are entering into an agreement with FLAVIR for us to send you regular communications. The processing of your data is necessary to fulfill this service
  2. Legitimate Interests (Art. 6(1)(f) GDPR): We may also use your interaction with the newsletter (e.g., tracking email opens and clicks) to improve and tailor our content, ensuring we share information most relevant to you.

Tracking Technologies in Newsletters
In line with standard industry practice, we use tracking technologies such as Pixels embedded in our newsletters. These allow us to:

  • Measure open rates and click-through rates for links within the emails
  • Collect data in a pseudonymised form for statistical purposes, helping us to improve our email content and marketing strategies.

This tracking information is used anonymously and is not linked to your personal information unless you interact with the email. If you do not wish to have your interactions with the newsletter tracked, you may:

  • Unsubscribe from the newsletter at any time by clicking the unsubscribe link at the bottom of any newsletter email
  • Disable graphics in your email client settings to prevent the tracking pixels from collecting any data.

Unsubscribing from the Newsletter
You have the right to unsubscribe from our newsletter at any time. You can do this by:

  • Clicking the unsubscribe link at the bottom of any email
  • Contacting us directly at info@flavir.co.uk or via the Contact Us page on our website.

Once you unsubscribe, we will remove your personal data from our newsletter mailing list unless required to retain it for legal or contractual reasons.

Data Sharing
We do not share your personal data with any third parties for marketing purposes. Any information we collect is used solely for the purpose of delivering our newsletter and improving our customer communication.

8. CQC Compliance

As a provider of health and wellness services, FLAVIR ensures that we comply with the Care Quality Commission (CQC) regulations regarding the confidentiality, security, and proper handling of personal data. We store and process your data responsibly and only for the purposes necessary to provide you with the newsletter and any related services.

We ensure that your personal data is handled in compliance with data protection laws and used solely to enhance your experience with our services. Should you have any concerns about how we process your data, please do not hesitate to reach out to us.

9. Your Rights Regarding Your Data

As per GDPR, you have the following rights regarding your personal data:

  1. Right of Access: You have the right to request a copy of the personal data we hold about you. We will provide this free of charge, unless the request is excessive or repetitive
  2. Right to Rectification: If you believe the information we hold about you is incorrect or incomplete, you have the right to ask us to correct it
  3. Right to Erasure: You can request the deletion of your data if we no longer need it for the purpose it was originally collected. However, there are certain legal conditions that may prevent us from deleting data in some cases
  4. Right to Restrict Processing: You can request that we restrict the processing of your data while we resolve any issues with its accuracy or if we no longer need it for processing purposes but you do not want us to delete it
  5. Right to Object: You can object to the processing of your data, especially when it is processed under our legitimate interests or for a task in the public interest. We will consider your objection and stop processing if the grounds for objection are valid
  6. Right to Withdraw Consent: If we are processing your data based on consent, you can withdraw your consent at any time.

To exercise any of these rights, please contact us at info@flavir.co.uk. You may need to provide identification (e.g., passport or driver’s license) to verify your request. We aim to respond to all requests within one month.

Complaints
If you are not satisfied with how we have handled your personal data or if you feel we have not addressed your concerns, you can file a complaint with the Information Commissioner’s Office (ICO):

ICO Contact Information:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow, Cheshire
SK9 5AF

10. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, or reporting obligations. We follow the guidelines of the Information Governance Alliance and our internal retention schedule to determine how long we keep different types of data.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data processing practices. Any changes will be posted on this page, and the last updated date will be indicated below. Please check back regularly to stay informed.

Last Updated: November 2025