Privacy Policy

Last updated: 11th August 2025

1. Introduction

Al Aafiya Mental Health & Wellbeing Services CIC (“we”, “our”, “us”) is committed to protecting your privacy and safeguarding your personal information.

This Privacy Policy explains how we collect, use, and protect your information in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and applicable health confidentiality standards.

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2. About Us

• Company Name: Al Aafiya Mental Health & Wellbeing Services CIC
• Company Number: 13257256
• Registered Office: 5 Appledore Terrace, Walsall, England, WS5 3DU
• Email: info@alaafiyamentalwellbeing.org.uk
• Data Protection Officer (DPO) / Contact: Mohammed Farooq

We are a “data controller” for the purposes of data protection law.

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3. What Information We Collect

We may collect the following types of information:

a. Personal identification details:

• Name, date of birth, contact details, emergency contact information

b. Health and wellbeing information (special category data):

• Mental health history
• Medical records relevant to your care
• Session notes and assessments

c. Technical data:

• IP address, browser type, operating system (when you use our website)

d. Communication data:

• Emails, forms, and other correspondence you send us

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4. How We Collect Your Information

We collect information from:

• Direct interactions (forms, phone calls, emails, therapy sessions)
• Referrals from healthcare professionals (with your consent)
• Website usage (via cookies or analytics tools – see Section 10)

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5. Legal Basis for Processing

We process your personal data under the following UK GDPR lawful bases:

• Consent – where you have given clear consent for us to process your data
• Contract – to provide the services you have requested
• Legal obligation – where we are required by law to process your data
• Vital interests – where processing is necessary to protect your life or the life of another person
• Public task – where we are performing a task in the public interest
• Special category data – processed under Article 9(2)(h) for the provision of health or social care

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6. How We Use Your Information

We use your data to:

• Provide mental health and wellbeing services
• Maintain accurate health records
• Communicate with you about appointments or services
• Ensure the safety of clients and staff
• Meet our legal and regulatory obligations

We will never sell your data to third parties.

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7. Who We Share Your Information With

We only share your information when necessary and lawful, including with:

• Other health professionals involved in your care (with your consent)
• Regulators or safeguarding authorities (where required by law)
• IT service providers who support our secure systems

All partners are required to comply with UK GDPR.

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8. How We Store and Protect Your Data

• Electronic records are stored in encrypted, password-protected systems
• Paper records are kept in locked cabinets in secure premises
• We retain your data only as long as necessary (typically 7 years after your last contact, unless otherwise required by law)

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9. Your Rights

You have the right to:

• Access your data (subject access request)
• Request correction of inaccurate data
• Request deletion of your data (where legally permissible)
• Restrict or object to processing
• Data portability
• Withdraw consent at any time (where processing is based on consent)

To exercise your rights, contact us at [Insert Contact Email].

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10. Cookies and Website Analytics

Our website may use cookies to improve your browsing experience. You can control cookie settings through your browser. See our Cookie Policy for more details.

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11. Data Breaches

If a data breach occurs that risks your rights and freedoms, we will inform you and the Information Commissioner’s Office (ICO) within the required legal timeframes.

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12. Changes to This Policy

We may update this Privacy Policy periodically. The latest version will always be available on our website.

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13. Contact Us

If you have any questions or concerns about this Privacy Policy or how your data is handled, please contact:

Data Protection Contact
Al Aafiya Mental Health & Wellbeing Services CIC
5 Appledore Terrace, Walsall, England, WS5 3DU
Email: info@alaafiyamentalwellbeing.org.uk

You also have the right to lodge a complaint with the ICO at www.ico.org.uk.