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Welcome to the Vital Leaf Privacy Notice

This document has been prepared to help you understand how Vital Leaf collects, uses, and shares personal information, as well as your legal rights and how to exercise them.

We encourage you to take the time to read this notice carefully. We have made every effort to keep it clear and straightforward. Should we change how we handle your personal data, we will notify you immediately.

Vital Leaf is committed to protecting your information, and we urge you to review our practices. If you have any questions or find anything in this notice unclear, please do not hesitate to reach out to us.

Who is the data controller?

We are Vital Leaf.

Registered address: Suite 5, 1843 Greenfield Avenue, Birmingham, B27 7QX
Registration number: Y

In this document, Vital Leaf may be referred to as “we”, “us”, or “our”.

What categories of personal information does Vital Leaf handle?

Vital Leaf collects personal information for various purposes. Below is a list of the types of personal information we may gather, either directly from you or other sources, to fulfil these purposes:
  • Application, temporary, volunteer, intern, contact information, and resume
  • Patient or subject name, title, addresses, phone numbers, personal email addresses, NHS number, nationality, gender, and date of birth
  • Details about caregivers and next of kin, including contact information and emergency contacts
  • Professional contact: Name, email, telephone number, and role
  • Supplier or vendor: Contact details and bank information

Why does Vital Leaf gather personal information?

Legal requirements

Vital Leaf primarily uses your personal information to fulfil any agreements we have with you. If we request personal data to enter into or perform a contract, you must provide it. Without this information, we may not be able to deliver the products or services you require. In such cases, the necessity of processing personal data to fulfil a contract serves as our legal basis.

We are also required by law to process personal data for the following purposes:

  • To meet financial obligations or report to relevant financial authorities.
  • To comply with self-regulatory programs and regulatory standards.
  • To conduct necessary business operations and due diligence.
  • To report illegal activities, prevent fraud, or cooperate with authorities.
  • To investigate insurance claims, allegations of discrimination, harassment, wrongful dismissal, or other claims against the organisation.

Consent

When we have your consent, Vital Leaf may process personal data for specific purposes, such as:

  • Contacting your general practitioner (GP) to collect medical data or requesting your permission to complete a medical questionnaire. To ensure the safety of your care and treatment, we will need your consent to gather sensitive personal information about you as a patient.

You have the right to withdraw your consent at any time. However, after receiving your request, we may need to contact you to confirm it.

Withdrawing consent will not affect the lawfulness of any processing that occurred before the withdrawal.

Legitimate interests

Vital Leaf processes personal data for the following purposes, which we consider to be within our legitimate business interests:
  • Fulfilling requests for products and services.
  • Informing clients about products, services, or offers that may interest them.
  • Notifying individuals who have requested updates on specific topics.
  • Inviting individuals to participate in research or activities aligned with their interests.
  • Improving service quality by gathering feedback, reviewing evaluations, or conducting surveys.
  • Notifying customers of changes to products or services that may affect them.
  • Conducting market research, statistical analysis, and measuring client engagement.
  • Recognising returning clients.
  • Supporting research initiatives.
  • Enhancing our website and content delivery.
  • Strengthening security measures to protect the information we manage.
  • Safeguarding the organisation’s assets.

Vital or public interests

Your vital interests or the public interest may require Vital Leaf to process your personal information, such as:
  • Responding to medical emergencies (vital interest).
  • Complying with public health reporting requirements, such as the Report of Diseases and Dangerous Occurrences (RIDDOR).

Special category personal data

Vital Leaf may process the following types of personal data in special categories:
  • Race or ethnicity.
  • Religious or philosophical beliefs.
  • Biometric or genetic data.
  • Health information.
  • Sexual orientation or sex life details.
When processing special category data, we rely on one or more of the following legal bases:
  • Explicit consent has been provided.
  • Processing is necessary for occupational or preventive medicine, medical diagnosis, employee capacity evaluation, health or social care delivery, or in accordance with a contract with a health professional.

Where does Vital Leaf obtain personal data from?

We collect personal information directly from you through various means, such as online forms or interactions with Vital Leaf representatives.

Who will Vital Leaf share your personal data with?

For the purposes outlined above, we may share your personal data with specific third parties. We take reasonable steps to ensure these third parties comply with data protection laws.

Examples of third parties we may share your data with include:
  • Organisations involved in providing products or services.
  • Entities assisting with resource setup or management.

Where is your personal data stored by Vital Leaf?

Vital Leaf will only transfer your personal information to countries that have received an adequacy ruling under the General Data Protection Regulation (GDPR).

In some cases, we may share your data with third-party organisations that transfer it further. We will ensure such third parties adhere to data protection standards.

How long does Vital Leaf retain your personal information?

We only keep your personal information for as long as it takes to accomplish the goals for which we collected it.

The retention period depends on factors such as:

  • Legal or financial obligations requiring us to keep the data.
  • Regulatory requirements mandating data retention.
  • The ongoing relevance of the original purposes for collecting the data.

Your rights, our commitment

When you provide us with your personal information, you gain certain rights. At Vital Leaf, we are committed to respecting and upholding these rights.

The right of access

You can verify that we are processing your personal data and learn how.

If you wish to access the personal data we hold about you, please contact us using the details provided below.

The right to rectification

You can request that we correct or complete any inaccurate or incomplete personal data we hold about you. We will respond to such requests as quickly as possible.

The right to erasure

Also known as the “right to be forgotten,” this allows you to request the deletion of your personal data.

This right is not absolute. If you ask us to delete your data, we will do so to the extent possible. However, we may need to retain certain information for legal or regulatory reasons.

If we must retain some data, we will make sure to only use it when absolutely necessary.

The right to object

You have the right to object to how we process your personal data at any time.

The right to data portability

You can request that we provide your personal data in a machine-readable format, or you can transfer it directly to another organisation of your choice.

The right to complain

We strive to maintain the highest standards and earn your trust. If you have any concerns, please bring them to our attention first so we can investigate thoroughly. If you wish to lodge a complaint with a regulatory authority, please contact your local data protection supervisory authority.

Vital Leaf contact details

For further information or to exercise your rights, please contact us here.

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