At Rehab Jigsaw Limited, we respect your privacy and are committed to protecting your personal information. This policy explains how we collect information, what we do with it and what controls you have over your personal information when using our website https://www.rehabjigsaw.co.uk/.

About Rehab Jigsaw Limited

Rehab Jigsaw Limited provides specialist occupational therapy services throughout the UK. There are details of what we do on our website here: https://www.rehabjigsaw.co.uk/whatwedo/

Your privacy

We take our duty to process your personal information very seriously.

We may change this document from time to time to reflect the latest view of what we do with your information. Please check back frequently; you will be able to see if changes have been made by the date it was last updated at the end of the document.

Refer to the sections below for more details on how and why we use your personal information:

Website usage

When you are browsing our website, we have cookies in place to ensure that the website works well and provide information on how you navigate the site and the pages you visit. You will be given the option to agree to these cookies when you visit the website.

We also have some essential cookies in operation which help the website work well, you can block these but it may affect the website’s ability to respond correctly, load pages etc.

When you subscribe to Rehab Jigsaw email newsletters

When subscribing to the Rehab Jigsaw email newsletters, we ask for your name, email address and phone number. This allows us to personalise our communications with you. You will remain on the mailing list until you withdraw your consent by unsubscribing. You can unsubscribe at any time, either by using the unsubscribe option in any of our email newsletters or by emailing info@rehabjigsaw.co.uk. We use a third party provider, Popcorn, to deliver our email newsletter. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our email newsletter.

When you contact us via email

When you make an enquiry via email, the information in the email will only be used to respond to your request or question. We try to respond to email queries as promptly as possible but it can take the team up to 48 hours to respond to email queries especially at busy times, so please be patient with us.

When you are a business working with us

When you are a business accessing our services for your employees or clients, under data protection legislation, you should ensure that you have a lawful basis in place for transferring the individual’s information to us. We use the information you provide to deliver the requested service, process payments, maintain accurate records of treatments provided, communicate important service updates, and fulfill our contractual obligations. The information requested may include business contact details, health information necessary for treatment, billing information, and any other information required to provide an effective service. We store this information securely and in compliance with relevant legislative, healthcare, and data protection regulations.

When you become a client

When you become a client with us, we collect and store the personal information we need to provide you with our services and support you effectively. This typically includes your contact details, information about your needs and preferences, and any other details relevant to the services we provide to you. We’ll keep your information for as long as you remain our client, and for a period afterward in line with our legal obligations and legitimate business needs. We may share your information with carefully selected service providers who help us deliver our services to you, but we’ll always make sure your personal information is protected.

The information we need

Rehab Jigsaw Limited is what’s known as the ‘data controller’ of the personal information you provide to us. Your relationship with us determines how much information we collect from you. We will only ever collect the information needed to provide you with advice and services.

We will be very clear with you about the reason for collecting information and how we intend to use, share and store that information at the point we collect it.

Collecting your personal information

We collect personal information about you through a variety of different methods including when you:

• Sign up to our mailing list
• Ask for more information
• When you become a client
• Fill in the contact form on our website
• Send us correspondence via email
• Give us feedback

We may also receive your personal information from other third parties such as:

• A parent or guardian
• A family member of someone else acting on your behalf
• From providers of services working on your behalf

Children

The Rehab Jigsaw Limited website is not intended for anyone under 16. If you are under 16 please ensure you obtain your parent/guardian’s consent before sending any personal information to Rehab Jigsaw Limited.

Collecting Special Category information about you

Special Category information, which is considered sensitive under data protection legislation includes details that could be used to identify your:

• Health or medical conditions, including both physical and mental health
• Racial or ethnic background
• Religious or philosophical beliefs
• Political views and opinions
• Trade union membership
• Genetic data, like DNA test results
• Biometric data used to identify you, such as fingerprints or facial recognition
• Sexual orientation or information about your sex life.

We may collect and process special category data only where we have a lawful basis for doing so. We understand this information is private and we take extra special care with it and we’ll only collect this type of information when we really need to and we’ll always tell you why we need it first. In most cases, we’ll ask for your permission before collecting special category information, unless there’s another valid reason we need to use it (like protecting your vital interests, meeting our legal obligations or the provision of health or social care). We use additional security measures to keep this sensitive information safe and protected.

Where is your information stored?

Wherever possible, all the personal information we process is processed within the UK or European Economic Area (EEA). Some of our third-party service providers are based outside the UK or EEA so their processing of your personal information will involve a transfer outside the UK or EEA.

Whenever we transfer your personal information outside of the UK or EEA, we do our best to make sure a similar degree of security of personal information by ensuring at least one of the following safeguards is implemented:

• We will only transfer your personal information to countries that have been deemed to provide an adequate level of protection for personal information by the European Commission; or
• Where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal information the same protection it has in Europe.

If you fail to provide the information requested

If you fail to provide the information requested where we need the personal information for either legal or accounting purposes or to fulfil our contract with you, we may need to cancel your services. Before cancelling your services, we will notify you that you are required to provide the missing information and give you a further reminder before cancellation.

Sharing your information

Other than in the following circumstances, we do not share your information with any other organisations or individuals unless we are obliged to by law, for purposes of national security, taxation or criminal investigations:

• If you have agreed that we may do so
• If we need to share your information with trusted third-party service providers who assist us in delivering our services to you (such as associate Occupational Therapist, payment processors or professional advisors). These providers are carefully selected and are contractually required to keep your information secure and use it only for the specific purposes we’ve agreed with them.
• A parent or guardian if you are a minor.
• If we sell the business – the new owner may obtain subscriber and past booker information. This information would only be used for the same purposes for which it was originally obtained.
• If we run an event in partnership with other named organisations, your details may need to be shared. We will be very clear what will happen to your personal information when you register.

And we will never sell or rent your personal information to other organisations.

Retaining your information

We hold your information only as long as necessary for each reason that we use it. For example, your email address on our subscriber list will be held whilst you are a subscriber. If you purchase, we will retain that information for up to seven years for accounting purposes. During the retention period we ensure the security and integrity of the information.

Securing your information

We have put in place security measures to prevent your personal information from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We ensure that only those employees and partners who need access to your personal information as part of their business role are given access. They will only process your personal information on our instructions and our contracts ensure that the information is kept confidential.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we need to.

What are your rights?

You have a number of rights about how the personal information you provide can be used. These are:

• Transparency over how we use your personal information (right to be informed).
• The ability to request a copy of the information we hold about you, which will be provided to you within one month (right of access).
• Update or amend the information we hold about you if it is wrong (right of rectification).
• Ask us to stop using your information (right to restrict processing).
• Ask us to remove your personal information from our records (right to be ‘forgotten’).
• Object to the processing of your information for marketing purposes (right to object).
• Obtain and reuse your personal information for your own purposes (right to data portability).
• Not be subject to a decision when it is based on automated processing (automated decision making and profiling).

If you would like to know more about your rights under data protection law, you can find out more at the Information Commissioners Office website.

How to contact us

If you wish to talk through anything in our privacy policy, find out more about your rights or obtain a copy of the information we hold about you, please contact us by emailing info@rehabjigsaw.co.uk and we will be happy to help.

About us

Rehab Jigsaw Limited is registered with the Information Commissioner’s Office as a Data Controller. Our registration number is ZA102326.

Rehab Jigsaw Limited s a company registered in England and Wales (Registered company number: 09401836) whose registered office is 7 Compton Street, Ashbourne, Derbyshire, DE6 1BX

Last updated: February 2025