Privacy Policy

Effective Date 1st May 2025

Introduction

This privacy policy sets out the Workplace Health MOT Ltd (WHM) protocol regarding collection, use, disclosure and storage of personal information (as defined below) that may be provided to WHM either directly or via the WHM website. This policy should be read in its entirety before information is submitted to WHM either directly or via the WHM website. WHM reviews this privacy policy regularly and reserves the right to make changes at any time to take account of changes in its business and legal requirements. The “effective” date above indicates when the policy was last reviewed.

Personal Information

Information collected by WHM may include names, business addresses, e-mail addresses and telephone numbers. Some of the information collected by WHM may relate to an identifiable person, for example, the contact person in an organisation liaising with WHM in the course of its business.

Processing of Personal Information

WHM will take all necessary steps to ensure that all personal information held by WHM is processed fairly and lawfully. WHM will take all necessary steps to implement and maintain this privacy policy. All WHM employees, sub-contractors and data processors that have access to personal information are contractually obliged to respect the confidentiality of all personal information collected.

Collection of Personal Information and purpose thereof 

WHM collects and stores information about every organisation (including personal information that may relate to an identifiable person as specified above), that requests a quote or books a health check service to enable efficient provision of the requested service. WHM uses information about its clients and their workplace service requirements and activity to provide or enhance the service(s) available to clients; to communicate with clients about additional services which may be of value or interest; to satisfy WHM legitimate business interests; to accomplish legitimate corporate billing, accounting, and HMRC functions; and to comply with all published Government regulations applicable to WHM. Any personal information that WHM collects will be used solely for the purpose of providing the services and of communicating with clients about additional services which may be of value or interest, and it will not be stored for any longer period than is legally permissible and required for this purpose. Any email communication sent by WHM to notify and inform clients about new or additional services will include an option to unsubscribe from future email communications sent for that purpose.

Access, correction and “right to be forgotten”

Clients of WHM can ask what personal information is held by contacting WHM in writing (including email). WHM will acknowledge and comply with any such request within one month. Should WHM be prevented from disclosing personal information it will advise the reason(s) for any such refusal. To keep personal information accurate, current, and complete, clients should inform WHM about any incorrect information and WHM undertake to update or correct personal information in its possession whensoever informed. WHM both acknowledges and respects the “right to be forgotten” and will comply with any written (including email) request for deletion of personal information within the provisions of all published Government regulations applicable to WHM.

Data Subject access requests

WHM has processes in place to ensure that it can facilitate any request made by an individual to exercise their rights under data protection law. 

All individuals who are the subject of personal data held by WHM are entitled to: 

• Ask what information WHM holds about them and why
• Ask how to gain access to it.•Be informed how to keep it up to date.
• Be informed how the WHM is meeting its data protection obligations.

Cookies

A cookie is a small file which asks permission to be placed on the users computer’s hard drive. Once the user agrees, the file is added and the cookie helps analyse web traffic or lets the user know when the user visits a particular site. Cookies allow web applications to respond to the user as an individual. The web application can tailor its operations to the users needs, likes and dislikes by gathering and remembering information about the users preferences. WHM uses traffic log cookies to identify which pages are being used. This helps WHM analyse data about web page traffic and improve the website in order to tailor it to client needs. WHM only use this information for statistical analysis purposes and then the data is removed from the system. Overall, cookies help WHM provide users with a better website, by enabling WHM to monitor which pages users find useful and those of less interest. A cookie in no way gives or allows WHM access to any users computer or any information about vistors to the website, other than the data a user chooses to share with WHM. Users can choose to accept or decline cookies. Most web browsers automatically accept cookies, but a user can usually modify browser settings to decline cookies if preferred. This may prevent some functionality of the website and alter the user experience.

Security

WHM takes all steps reasonably possible to protect personal information as collected by WHM either directly or via its website and to protect such personal information from loss, misuse, and unauthorised access, disclosure, alteration, or destruction. It should be borne in mind that internet transmission is not 100% secure or error-free. In particular, e-mail sent to or from any website may not be secure, and clients should take special care in deciding what information is sent to WHM via e-mail.

Links to other websites

The WHM website may contain links or references to other websites as a convenience to the user. Clients should be aware that WHM is not responsible for the privacy practices or the content of such other websites and this Privacy Policy does not apply to those websites. WHM recommends that clients read the specific privacy policy of each web site visited. It should be noted that internet transmission can never be completely secure, error or risk free. In particular, email sent to or from any website and/or to or from any individual email account may not be secure. Clients are encouraged to take special care when deciding what information is sent to WHM via either email or the website, are reminded that computer viruses may be transmitted or downloaded via any email or internet communication either way, and that WHM clients have a shared responsibility to take any local action necessary to prevent computer viruses being transmitted in this way.

Responsibility for the processing of personal data

If you have any concerns or wish to exercise any of your rights under the GDPR, then you can contact the Data Protection Officer; Data Protection Officer
Workplace Health MOT Ltd
St Stephens House, Arthur Road,
Windsor, Berkshire,
SL4 1RU
Email: info@workplacehealthmot.co.uk
Telephone: 01753 972686 

How to complain

If you have any concerns or wish to make a complaint, you can make a complaint to the Data Protection Officer. Data Protection Officer Workplace Health MOT Ltd St Stephens House, Arthur Road, Windsor, Berkshire, SL4 1RU Email: info@workplacehealthmot.co.ukTelephone: 01753 972686You can also complain to the ICO if you are unhappy with how WHM have used your data.The ICO’s address:
Information Commissioner’s Office
Wycliffe House Water Lane
Wilmslow, Cheshire
SK9 5AF
Helpline number: 0303 123 1113 ICO
website: https://www.ico.org.uk