Privacy Policy
This privacy policy explains how Wellbeing Group (UK) Ltd collects and uses personal information when you visit this website, contact us, create an account, order products or arrange demonstrations, installation, servicing or technical support.
Who we are and how to contact us
Wellbeing Group (UK) Ltd is the controller responsible for the personal information described in this policy. Our company number is 09237964. You can write to us at Severn House, Bromyard Road, Crown East, Worcester, WR2 5TR, email sales@thewellbeinggroup.co.uk, or telephone 01905 337187. Please mark privacy enquiries “Data protection”.
This policy covers thewellbeinggroup.co.uk. It does not cover the separate privacy practices of websites linked from our site.
1. Personal information we collect
Depending on how you interact with us, we collect your name, business name, job role, email address, telephone number, billing and delivery addresses, and the information you include in enquiries, quotations, demonstration bookings, support requests and feedback. Please avoid providing sensitive personal information that we do not need.
If you create an account or place an order, we also process account details, order history, delivery instructions, invoices and transaction records. Installation and servicing requests may include site contact details, equipment information, access instructions and appointment records. Payment information collected at checkout depends on the payment method used; the relevant payment provider’s notice also applies.
Website operation and security may involve technical information such as your IP address, browser and device details, request times, pages requested and error logs. Cookies and embedded services are explained below.
We receive information directly from you, through your use of the website and, where relevant, from your employer or colleagues arranging purchases or servicing on your behalf, and from providers supplying payment, delivery or service-status information.
2. Why we use your information
Enquiries, quotes and bookings: to answer questions, recommend suitable equipment and arrange demonstrations. Where you are entering a contract personally, we rely on steps necessary before entering that contract. For business representatives, we rely on our legitimate interest in responding to enquiries and managing business relationships.
Orders, accounts and servicing: to fulfil orders, administer accounts, arrange delivery, installation and maintenance, and provide customer support. We rely on performance of a contract with you, or our legitimate interest in fulfilling our commitments to your organisation where you act as its representative.
Administration and security: to maintain records, protect the website, prevent misuse and manage complaints or legal claims. We rely on our legitimate interests in operating a secure, effective business, and on legal obligations where applicable, including accounting and tax requirements.
Marketing: where we send product news, offers or updates, we rely on consent where required. Business marketing may rely on legitimate interests where permitted by law. An enquiry or order does not automatically amount to consent to all marketing. You can unsubscribe using the link in a marketing email or contact us directly.
Where we rely on legitimate interests, we consider the effect on your rights and reasonable expectations. Where consent is our basis, you may withdraw it at any time without affecting the lawfulness of earlier processing.
You do not have to provide optional information. If you do not provide information needed to respond to a request, process an order or arrange a service, we may be unable to fulfil that request.
3. Cookies and services embedded in the website
Cookies and similar technologies can support login sessions, shopping baskets, security and preferences. Blocking these in your browser may affect account or checkout functions.
Analytics, advertising and some embedded services can also collect device identifiers and information about website use. Where consent is required, these technologies must only be used after you agree, and you must be able to withdraw that agreement. A privacy policy does not itself provide cookie consent.
The website includes external resources and may display reviews, maps or videos. Providers can receive technical information such as your IP address when your browser connects to them, and may use their own cookies. Links to social media or other external websites are governed by those services’ privacy notices.
To complete before publication: add a cookie list describing the names, providers, purposes and durations of technologies actually used, and explain how visitors can change their choices. Specify any analytics or advertising providers and their privacy notices. Do not describe a consent control as available until it has been verified.
4. Who receives personal information
Where necessary for the purposes above, recipients may include website hosting and IT support providers, email and customer-management services, payment providers, couriers, equipment suppliers, installers and service engineers. Professional advisers, insurers, regulators or public authorities may receive information where required to meet legal obligations or manage claims.
The information shared should be limited to what each recipient needs. Providers acting on our behalf must process information under appropriate contractual arrangements. Some providers, such as payment services, may act as separate controllers for their own purposes.
5. International transfers
To complete before publication: confirm whether hosting, email, payment, embedded content or other providers transfer personal information outside the UK. For each relevant transfer, explain the applicable adequacy arrangements or contractual safeguards and how people can obtain information about them. Do not assume that a UK business address means all processing takes place in the UK.
6. How long we keep information
Retention depends on the purpose of the record. Enquiry records should be kept for the time needed to handle the enquiry and any relevant follow-up. Account, order and servicing records should be kept for the customer relationship and the period needed for warranties, disputes and legal obligations. Accounting records must be retained for applicable statutory requirements.
Marketing records should be retained while the relevant permission or lawful basis continues. A limited suppression record may be needed to honour an opt-out. Security logs and backups should be kept according to operational and security needs and then deleted or overwritten.
To complete before publication: confirm these criteria against actual practice and insert established retention periods where available, including account deletion, abandoned orders, unsuccessful enquiries, logs and backups.
7. Your rights
Depending on the circumstances and our lawful basis, you may request access to your personal information, correction of inaccurate information, deletion, restriction of processing or transfer of information in a portable format. These rights are subject to legal conditions and exceptions. You may also withdraw consent where we rely on it.
Your right to object: you may object to processing based on legitimate interests, giving reasons related to your circumstances. You have an unconditional right to object to use of your personal information for direct marketing, including related profiling.
Contact us using the details above to exercise your rights. We may need proportionate information to verify your identity. We normally respond within one month; the law allows extensions or adjustments in certain circumstances. Requests are normally free of charge.
8. Security
Personal information should be protected using appropriate technical and organisational measures, including access controls and secure systems proportionate to the risks. No internet transmission is completely secure. Keep account credentials private and contact us promptly if you suspect unauthorised use.
9. Questions and complaints
Please contact us if you have concerns about your personal information. You also have the right to complain to the Information Commissioner’s Office (ICO). Visit ico.org.uk/make-a-complaint/ for information about making a complaint.
10. Changes to this policy
We will update this policy when our services or information-handling practices change. The published version will show its latest revision date. Where required, we will bring material changes to your attention.
