Privacy Policy SWFT Clinical Services Ltd (a wholly owned subsidiary company of South Warwickshire University NHS Foundation Trust) is committed to protecting and respecting your privacy. The purpose of this Privacy Policy is to clearly communicate our practices concerning collection, use, storage and the disclosure of personal data that we collect from you and/or hold about you, and your rights in relation to that data. Please read the following carefully to understand how we process your personal data. By providing your personal data to us, or by using our services, website or other online or digital platform(s), you are accepting the practices described or referred to in this Privacy Policy. For the purposes of Data Protection Laws, the Data Controller is SWFT Clinical Services Limited, with a registered address at: 2nd Floor Management Corridor, Warwick Hospital, Lakin Road, Warwick, Warwickshire CV34 5BW. Definitions: When we refer to ‘we’, ‘us’ and ‘our’ we mean SWFT Clinical Services Ltd. When we refer to ‘personal information’ or ‘data’ we mean information which relates to or is obviously about you, from which you can be identified. What personal data may we collect from you? When you use our website or contact us online, we may collect: • Your Name • Email address • Telephone number • Postal address, if you provide it • Any information you include in a message or online form. We may also collect technical information about your visit, such as: • Internet address • Browser type and version • Device and operating system • Pages visited • Date and time of visit • How you used the website • Page response times • Website errors or performance information. We do not use this website to collect health information unless this is clearly explained at the point the information is collected. How and why do we collect personal data? We use your information to: • Respond to your enquiry • Manage online forms and requests • Provide website content and functionality • Keep the website secure • Understand how the website is used • Improve the website • Send updates or marketing, where you have agreed to receive them • Meet legal or regulatory requirements. Our lawful basis We use personal information where this is necessary to: • Respond to your request • Provide a service you have asked for • Meet a legal obligation • Support our legitimate interests in running, securing and improving our website. How long do we keep your personal information? We keep personal information only for as long as needed for the purpose for which it was collected, including to meet legal, regulatory and operational requirements. Retention periods vary depending on the type of information and why we hold it. Who may we share your personal information with? We may share personal information with trusted suppliers that support our website and digital services, such as providers of hosting, maintenance, security and website analytics, and with other organisations where required by law. Where a supplier processes personal information on our behalf, it may use it only for agreed purposes and must protect it under the terms of its contract with us. How do we protect your personal information? We use appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse or damage. We regularly review these measures and limit access to people who need the information for their role. Cookies Our website uses cookies and similar technologies. Some cookies are needed for the website to work. Others help us understand how people use the website so we can improve it. Where required, we will ask for your consent before using non-essential cookies. You can change your cookie choices at any time through the website cookie settings. Your rights You have the right to access your information and to ask us to correct any mistakes, delete and restrict the use of your information. You also have the right to object to us using your information, to ask us to transfer information you have provided; to withdraw permission you have given us to use your information and to ask us not to use automated decision-making which will affect you. Your rights, in more detail, are as follows (certain exceptions apply): • Right of access: refer to 'accessing your personal information and exercising your rights' below • Right to rectification: the right to have inaccurate information about you corrected or removed • Right to erasure ('right to be forgotten'): the right to have certain personal about you erased • Right to restriction of processing: the right to request that your personal information is only used for restricted purposes • Right to object: the right to object to processing of your personal information in cases where our processing is based on the performance of a task carried out in the public interest, or where we have let you know the processing is necessary for our or a third party’s legitimate interests. You can object to our use of your information for profiling purposes where it is in relation to direct marketing • Right to data portability: the right to ask for the personal information you have made available to us to be transferred to you or a third-party in machine-readable formats • Right to withdraw consent: the right to withdraw any consent you have previously given us to handle your personal information. If you withdraw your consent, this will not affect the lawfulness of our use of your personal information prior to the withdrawal of your consent, and we will let you know if we will no longer be able to provide your chosen product/service • Right in relation to automated decisions: you have the right not to be subject to a decision based solely on automated processing which produces legal effects concerning you or similarly significantly affects you, unless it is necessary for entering into a contract with you, it is authorised by law, or you have given your explicit consent. We will let you know when such decisions are made, the lawful grounds we rely on and the rights you have. Please note Other than your right to object to the use of your data for direct marketing (and profiling to the extent used for the purposes of direct marketing), your rights are not absolute: they do not always apply in all cases and we will let you know in our correspondence with you how we will be able to comply with your request. Accessing your personal information and exercising your rights You can find out if we hold any personal information about you by making a ‘Subject Access Request’. If we do hold any information about you we will: • Give you a description of it • Tell you why we are holding it • Tell you who it could be disclosed to; and • Let you have a copy of the information in an intelligible form. To make a ‘Subject Access Request’ for any personal information we may hold about you, or to exercise any of the rights listed above, or to make a complaint about privacy issues, you may address your request to: Data Protection Officer, SWFT Clinical Services Ltd, 2nd Floor Management Corridor, Warwick Hospital, Lakin Road, Warwick, Warwickshire CV34 5BW. Alternatively you can email the Data Protection Officer at: swftcsdpo@swftcs.nhs.uk. If you make a request, we will ask you to confirm your identity if we need to, and we may ask you to provide further information that helps us to understand your request better. If we cannot meet your request, we will explain why. Requests are free of charge, unless manifestly unfounded or excessive in which case a reasonable charge will be made. Request will be processed within one month of receipt, but this might be extended to two months in case of a complex request or if the identity of the requestor cannot be verified. In all cases where we expect to exceed one month in order to process a request, we will inform the requestor of this within the first month, at which point we will provide an estimated date of completion. If you are unhappy with how we handle your request, you can contact our supervisory authority, the Information Commissioner’s Office, via telephone (0303 123 1113) or their website: www.ico.org.uk. How do you make a complaint? If you are unhappy with the way in which your personal data has been processed you may in the first instance contact the Data Protection Officer via email: swftcsdpo@swftcs.nhs.uk or in writing to: Data Protection Officer, SWFT Clinical Services Ltd, 2nd Floor Management Corridor, Warwick Hospital, Lakin Road, Warwick, CV34 5BW. If you remain dissatisfied then you have the right to apply directly to the Information Commissioner’s Office for a decision. The Information Commissioner’s Office can be contacted via their website or at: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Changes to our Privacy Policy We keep our Privacy Policy under regular review and as a result it may be amended from time to time without notice. As a result we encourage you to review this Privacy Policy regularly. This Privacy Policy was last updated in July 2026.