Privacy Policy

 

1. Introduction

 

1.1 We are committed to safeguarding the privacy of our website visitors; in this policy we explain how we will treat your personal information.

 

1.2 When you complete forms on our website, we will retain your information in accordance with our Data Protection Policy on the basis that the retention and processing is necessary for our contract with you, or because you have asked us to take specific steps before entering into a contract.

 

1.3 We will ask you to consent to our use of cookies in accordance with the terms of this Privacy Notice when you first visit our website.

 

1.4 The Data Controller for Ethos Family Solutions is Paula Tanner who can be contacted on paula@ethosfamilysolutions.co.uk.

 

1.5 Your data is not shared with any third parties and is not transferred outside the UK except as provided in this Privacy Policy.

 

2. Collecting Personal Information

 

2.1 We may collect, store and use the following kinds of personal information

(a) information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths). This is to help improve and monitor our website and services;

(b) information that you provide to us when registering with our website (including your name and email address);

(c) information that you provide when completing our website contact form (including your name, telephone number, postcode and any details you provide in respect of your enquiry)

(d) information you provide in your dealings with, or instructions to, us (including but not limited to the following; your and your ex/partner’s/spouse’s/children’s names, dates of birth, addresses, information about court proceedings, social services records, police records including PNC reports, property ownership details, financial details)

(e) information contained in or relating to any communication that you send to us (including the communication content and metadata associated with the communication); and

(f) any other personal information that you choose to send to us.

 

2.3 All information we hold on you (including sensitive information) is stored electronically in password-protected files.  Any hard-copy data we hold on you is stored in a locked filing cabinet accessible only to the data controller.

 

2.4 Before you disclose to us the personal information of another person, you must obtain that person’s consent to both the disclosure and the processing of that personal information in accordance with this policy.

 

3. Personal Data of Children

 

3.1 Our website and services are expected to be used by persons over the age of 16.

 

3.2 If we have reason to believe that we hold personal data of a person under that age, such data will be deleted unless required for the purposes of our dealings with someone over 16 (for example, the details of the children of the parties to a divorce or separation). Such data will be stored in accordance with our Data Protection Policy, a copy of which is available on request.

 

4. Using Personal Information

 

4.1 Personal information submitted to us through our website will be used for the purposes specified in this policy or on the relevant pages of the website.

 

4.2 We may use your personal information to:

(a) administer our website and business;

(b) enable your use of the services available on our website or as otherwise provided;

(c) provide the services requested by you;

(d) send you non-marketing commercial communication;

(e) send you email, phone, sms (or other messenger service) or post notifications that you have specifically requested;

(f) send you marketing communications relating to our business which we think may be of interest to you, or where you have specifically agreed to this, by email or similar technology (you can inform us at any time if you no longer require marketing communications);

(g) provide third parties with statistical information about our users (but those third parties will not be able to identify any individual user from that information);

(h) deal with enquiries and complaints made by or about you relating to our website;

(i) keep our website secure and prevent fraud; and

(j) verify compliance with the terms and conditions governing the use of our website;

 

4.3 We will not, without your express consent, supply your personal information to any third party for the purpose of their or any other third party’s direct marketing unless you have specifically chosen to.

 

4.4 All our website financial transactions are handled through our payment services provider, PayPal and Stripe. You can review the provider’s privacy policy at https://stripe.com/gb/privacy and https://paypal.com/uk/webapps/mpp/ua/privacy-full. We will share information with our payment services provider only to the extent necessary for the purposes of processing payments you make via our website, refunding such payments and dealing with complaints and queries relating to such payments and refunds.

 

4.5 All on-site transactions are handled through our payment services provider, iZettle. You can review the provider’s privacy policy at https://www.izettle.com/gb/privacy-policy. We will share information with our payment services provider only to the extent necessary for the purposes of processing payments you make via our website, refunding such payments and dealing with complaints and queries relating to such payments and refunds.

 

4.6 Telephone calls may be answered by an answering service, The Answer Centre.  Employees of The Answer Centre may take your name, telephone number and such details of your matter as you wish to reveal in order to pass on a brief message to us.  You can view The Answer Centre's privacy policy at https://www.theanswercentre.co.uk/privacy-policy/. 

 

5. Disclosing Personal Information

 

5.1 We may disclose your personal information to any relevant staff members, officers, insurers, professional advisers, agents, suppliers or subcontractors in so far as reasonably necessary for the purposes set out in this policy.

 

5.2 We may disclose your personal information:

(a) to the extent that we are required to do so by law;

(b) in connection with any ongoing or prospective legal proceedings;

(c) in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk);

(d) to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.

 

5.3 Except as provided in this policy, we will not provide your personal information to third parties.

 

6. Retaining Personal Information

 

6.1 This section sets out our data retention policies and procedures, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal information.

 

6.2 Personal Information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

 

6.3 Notwithstanding the other provisions of this section, we will retain documents (including electronic documents) containing personal data:

(a) to the extent we are required to do so by law;

(b) if we believe that the documents may be relevant to any ongoing or prospective legal proceedings; and

(c) in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).

 

7. Security of Personal Information

 

7.1 We will take technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.

 

7.2 We use Freeola to host our website. As a result, any information submitted to our website is stored in Freeola Servers. You can view Freeola’s Privacy Policy here; https://freeola.com/legal/privacy_policy.php?_ga=2.196173162.797408628.1523438905-328403351.1478283286.

 

7.3 All electronic financial transactions entered both through our website and on-site will be protected by encryption technology. Ethos Family Solutions’ employees cannot view your card details.

 

7.4 We have taken all steps necessary to ensure that any information transmitted through our website is encrypted and fully protected by using a SSL certificate on all areas of our website.

 

7.5 Information submitted to us on-site, via email or via telephone may be stored electronically in OneDrive via the Microsoft server and encrypted via Boxcryptor.  The respective privacy policies can be viewed here: https://privacy.microsoft.com/en-us/privacystatement and https://www.boxcryptor.com/en/privacy-policy/.

 

8. Amendments

 

8.1 We may update this policy from time to time by publishing a new version on our website.

 

8.2 You should check this page occasionally to ensure you are happy with any changes to this policy.

 

8.3 We may notify you of changes to this policy by email, telephone or in person.

 

9. Your Rights

 

9.1 You may instruct us to provide you with any personal information we hold about you; there is no charge for this but provision of such information will be subject to:

(a) the supply and appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address).

 

9.2 We may withhold personal information that you request to the extent permitted by law.

 

9.3 You may instruct us at any time not to process your personal information for marketing purposes.

 

9.4 In practice, you will need to expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes at any time by emailing family@ethosfamilysolutions.co.uk.

 

10. Third party websites

 

10.1 Our website includes hyperlinks to, and details of, third party websites

 

10.2 We have no control over, and are not responsible for, the privacy policies and practices of third parties

 

11. Updating Information

 

11.1 Please let us know if the personal information that we hold about you needs to be corrected or updated.

 

12. About Cookies

 

12.1 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

 

12.2 Cookies may either be “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

 

12.3 Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

 

12.4 Cookies can be used by web servers to identify and track users as they navigate different pages on a website and identify users returning to a website

 

13. Our Cookies

 

13.1 We use both session and persistent cookies on our website.

 

13.2 The names of the cookies that we use on our website, the purposes for which they are used, and their expiration dates are set out below:

  1. Cookie Name

    Used By

    Description

    Expiration

    _gat_gtag_UA_88266543_1

     

    Google Analytics

     

    Visitor Info

     

    1 minute

     

    _ga

     

    Google Analytics

     

    Used to distinguish between website users in Google Analytics

     

     

    2 years

     

    _gid

     

    Google Analytics

     

    Visitor info

     

    1 day

     

    -has_visited

     

    Google Analytics

     

    Visitor info

     

    9 hours

     

    PHPSESSID

     

    Google Analytics

     

    Visitor info

     

    When the browsing session ends

     

    cookies_accepted

    Ethos Family Solutions

    Records that you have accepted cookies

     

    3 months

     

14 Analytics Cookies

 

14.1 We use Google Analytics to analyse the use of our website.

 

14.2 Our analytics service provider generates statistical and other information about website use by means of cookies.

 

14.3 The analytics cookies used by our website have the following names: _ga, _gat, _gid, PHPSESSID

 

14.4 The information generated relating to our website is used to create reports about the use of our website.

 

14.5 Our analytics service provider’s policy is available at: http://www.google.com/policies/privacy/

 

15. Blocking Cookies

 

15.1 Most browsers allow you to refuse to accept cookies; for example:

(a) in Internet Explorer (version 11) you can block cookies using the cookie handling override settings available by clicking “Tools”, “Internet Options”, “Privacy” and then “Advanced”.

(b) in Firefox (version 47) you can block all cookies by clicking “Tools”, “Options”, “Privacy”, selecting “Use custom settings for history” from the drop-down menu, and unticking “Accept cookies from sites”; and

(c) in Chrome (version 52) you can block all cookies by accessing the “Customise and control” menu, and clicking “Settings”, “Show advanced settings” and “Content settings”, and then selecting “Block sites from setting any data” under the “Cookies” heading.

 

15.2 Blocking all cookies will have a negative impact upon the usability of many websites.

 

15.3 If you block cookies, you will not be able to use all of the features on our website

 

16. Deleting Cookies

 

16.1 You can delete cookies already stored on your computer; for example:

(a) in Internet Explorer (version 11), you must manually delete cookie files (you can find instructions for doing so at http://windows.microsoft.com/en-gb/internet-explorer/delete-manage-cookies#ie=ie-11);

(b) in Firefox (version 47), you can delete cookies by clicking “Tools”, “Options” and “Privacy”, then selecting “Use custom settings for history” from the drop-down menu, clicking “Show Cookies”, and then clicking “Remove All Cookies”; and

(c) in Chrome (version 52), you can delete all cookies by accessing the “Customise and control” menu, and clicking “Settings”, “Show advanced settings” and “Clear browsing data”, and then selecting “Cookies and other site and plug-in data” before clicking “Clear browsing data”.

 

16.2 Deleting cookies will have a negative impact on the usability of many websites.

 

17. Our details

 

17.1 This website is owned and operated by Ethos Family Solutions.

 

17.2 You can contact us:

 

(a) by post, to Ethos Family Solutions, 5th Floor, West Glamorgan House, 12 Orchard Street, Swansea, SA1 5AD;

 

(b) using our website contact form;

 

(c) by telephone, on the contact number published on our website from time to time; or

 

(d) by email, using the email address published on our website from time to time.