Aromatherapy for Childbirth ("we", "our", "us") is committed to protecting your privacy and handling your personal information responsibly.

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This Privacy Policy explains what information we collect, how we use it, who we share it with, and the rights you have over your personal information.

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If you have any questions about this Privacy Policy or how we process your personal information, please contact us at info@aromaforbirth.com.

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Who We Are

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Aromatherapy for Childbirth is operated by Time Wellness Ltd, who acts as the Data Controller for the purposes of UK data protection legislation.

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We are responsible for ensuring that your personal information is processed fairly, lawfully and securely in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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What Information We Collect

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Depending on how you interact with us, we may collect the following information.

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Contact Information

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• Name

• Email address

• Telephone number

• Postal address

• Organisation or NHS Trust

• NHS email address (where applicable)

 

Course Information

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When you enrol on one of our courses we may collect:

• Registration details

• Course progress

• Assessment submissions

• Quiz results

• Practical assessment photographs or videos

• Certification records

• CPD records

• Communications relating to your course

 

Shop Orders

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If you purchase products through our website we may collect:

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• Billing address

• Delivery address

• Products ordered

• Order history

• Transaction details

 

We do not store your credit or debit card details.

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Website Usage

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When you visit our website we may collect:

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• IP address

• Browser type

• Device information

• Pages visited

• Time spent on pages

• Referring website

• Cookies and similar technologies

 

 

How We Use Your Information

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We use your personal information to:

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• process course bookings and shop orders;

• deliver online courses and workshops;

• assess coursework and issue certificates;

• administer CPD records;

• respond to enquiries and provide customer support;

• improve our website, products and services;

• process payments;

• comply with legal and accounting obligations;

• detect fraud and protect our website;

• send marketing communications where you have consented or where permitted by law.

 

 

Our Lawful Basis for Processing

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Under UK GDPR we rely on one or more of the following lawful bases:

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Contract

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To fulfil your booking, process orders, deliver training and provide customer support.

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Legal Obligation

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To comply with tax, accounting and other legal requirements.

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Legitimate Interests

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To improve our services, manage our business, maintain website security and respond to enquiries.

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Consent

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Where you have agreed to receive marketing communications or where consent is otherwise required by law.​ You may withdraw your consent at any time.

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Marketing Communications

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If you choose to receive marketing emails, we may contact you with news, product updates, course information and special offers.

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You may unsubscribe at any time by clicking the unsubscribe link in any marketing email or by contacting us directly.Unsubscribing from marketing emails will not affect essential communications relating to your bookings or account.

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Cookies

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Our website uses cookies and similar technologies to improve your browsing experience, analyse website performance and remember your preferences.

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You can control cookies through your browser settings, although disabling certain cookies may affect the functionality of the website.

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Where required by law, we will ask for your consent before placing non-essential cookies on your device.

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Assessment Photographs and Videos

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Some online courses require learners to submit photographs or videos demonstrating practical techniques. These submissions are used solely for assessment purposes.

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Assessment media is viewed only by authorised assessors and staff involved in course administration.

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We will never publish, distribute or use assessment photographs or videos for marketing purposes without your explicit written consent.

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How Long We Keep Your Information

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We retain personal information only for as long as necessary.

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Typical retention periods include:

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• Financial records - minimum six years in accordance with UK tax legislation.

• Course registrations and certification records - for as long as reasonably necessary to verify qualifications and respond to future enquiries.

• Assessment submissions - for as long as reasonably necessary to administer the course and maintain academic records.

• Marketing information - until you withdraw your consent or unsubscribe.

 

Where information is no longer required, it will be securely deleted or anonymised.

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Sharing Your Information

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We only share personal information where necessary.

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This may include:

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• payment providers;

• website hosting providers;

• learning platform providers;

• email marketing providers;

• IT support providers;

• professional advisers;

• regulatory authorities where required by law.

 

We never sell your personal information.

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Third-Party Service Providers

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We use trusted third-party providers to help operate our business.

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These may include:

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• Wix - website hosting

• Square - payment processing

• Mailchimp - email marketing

• Google Analytics - website analytics

 

These providers process information only as necessary to provide their services and are required to protect your information appropriately.

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International Transfers

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Some of our service providers may process personal information outside the United Kingdom.

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Where this occurs, appropriate safeguards are used to ensure your personal information remains protected in accordance with UK GDPR.

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Payment Information

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Payments are securely processed by Square.

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We never receive or store your full payment card details.

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Payment information is handled directly by Square in accordance with their own Privacy Policy and applicable payment security standards.

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Website Analytics

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We use Google Analytics to understand how visitors use our website and to improve our services.

Google Analytics collects anonymised information about website usage.

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You can control analytics cookies through your browser settings or cookie preferences.

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Website Security

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We take reasonable technical and organisational measures to protect your personal information.

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These measures include secure website hosting, encrypted connections (HTTPS), restricted staff access and appropriate security procedures.

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Although we work hard to protect your information, no internet transmission or electronic storage system can be guaranteed to be completely secure.

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Your Rights

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Under UK GDPR you have the right to:

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• request access to your personal information;

• request correction of inaccurate information;

• request deletion of your information where appropriate;

• request restriction of processing;

• object to certain processing activities;

• request transfer of your personal information to another provider where applicable;

• withdraw consent where processing is based on consent.

 

We may request proof of identity before responding to certain requests.

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Automated Decision Making

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We do not make decisions about individuals based solely on automated processing or profiling.

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Links to Other Websites

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Our website may contain links to third-party websites.

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We are not responsible for the privacy practices or content of those websites and encourage you to read their Privacy Policies.

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Children's Privacy

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Our services are intended for adults aged 18 years and over.

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We do not knowingly collect personal information from children.

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If we become aware that we have collected personal information from a child without appropriate authority, we will delete it as soon as reasonably practicable.

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Changes to This Privacy Policy

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We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or business practices.

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The latest version will always be published on our website with the revision date shown at the top of the page.

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Contact Us

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If you have any questions about this Privacy Policy or how we process your personal information, please contact us at info@aromaforbirth.com

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Complaints

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If you are unhappy with how we have handled your personal information, please contact us first so that we have the opportunity to resolve your concerns.

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You also have the right to complain to the Information Commissioner's Office (ICO).

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Information about making a complaint can be found at www.ico.org.uk.