Privacy Policies

1. Adults - Privacy Policy

This Privacy Policy explains how we collect and use personal data about you during and after your participation on our Integrated Healthy Lifestyle Service (“the programme”) with us, in accordance with the Data Protection Act 2018 (“DPA”). In collecting this information and providing the services to you on behalf of Westminster City Council (“WCC”) and the Royal Borough of Kensington and Chelsea Council (“RBKCC”), we are acting as a data processor, whilst WCC and RBKCC are acting as independent data controllers.

This notice applies to all service users on this programme. This notice does not form part of any other contract to provide services. We may update this notice at any time but if we do so, we will provide you with an updated copy of this notice as soon as reasonably practical.

It is important that you read and retain this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information and what your rights are under the DPA. We only use your personal data for the purposes permitted by WCC and RBKCC in order to deliver the programme.

Details of how WCC process your personal data, what they do with it and why, are set out in their data protection pages, which are available at: www.westminster.gov.uk/data-protection

Details of how RBKCC process your personal data, what they do with it and why, are set out in their data protection pages, which are available at: www.rbkc.gov.uk/data-protection/data-protection

We may update this notice at any time but if we do so, we will provide you with an updated copy of this notice as soon as reasonably practical.

Who are we?

We are Reed Wellbeing Limited (“RW”). Our address is Academy Court, 94 Chancery Lane, London, WC2A 1DT. You can contact us by post at the above address or by email at [email protected].

Any queries about how your personal data is being processed should be made to the RW directly by using the postal or email address listed at the beginning of this section.

What information do we collect about you?

WCC and RBKCC have commissioned Reed Wellbeing Limited to deliver the Integrated Healthy Lifestyle Service which primarily aims is to improve the health and wellbeing of individuals through direct healthcare intervention services.

The personal data that we collect either directly from yourselves, or from your healthcare provider to deliver the programme includes:

  • Identity Data includes names, title, date of birth, age, NHS number
  • Demographic Data includes employment status, gender, religion, and ethnicity/race.
  • Contact Data includes home address, email address and telephone numbers and contact details for your next of kin or emergency contact/carer.
  • Clinical categories of data includes details about your pregnancy, mental health, health conditions, substance use history, blood pressure, carbon monoxide readings, weight and height.
  • Anonymised outcomes of the programme will be shared securely with WCC & RBKCC.

Third Parties

Reed in Partnership Limited provide business services to RW and have access to process your data in order for Reed in Partnership to provide business services.

We may also share your personal data with third party service providers who assist us in carrying out our business activities. These third parties act as our data processors and are bound by strict contractual provisions to only process your personal data under our instructions and for the limited purposes we permit them. These third parties include (but are not limited to) evaluation, research and market research and analysis service providers, and all other outsourced service providers (such as communication providers) that assist us in the provision of our services.

We may also share your personal data with courts, tribunals, regulators and other governmental and public authorities (such as the police or tax authorities) to: (i) to comply with legal process, (ii) to comply with applicable law, and (iii) to respond to requests from public and governmental bodies.

We do not share your personal data with any other third parties, apart from where it is necessary to do so in order to deliver the programme as described above, and we will never sell your data. Where your data is stored (electronically or otherwise) it is held securely in the UK and will not be transferred outside the EEA.

Why do we collect this information?

We only collect this data because it is required to deliver the programme on behalf of WCC and RBKCC. The lawful basis for this processing is consent.

Any data which is collected by RW which is not prescribed by WCC or RBKCC is collected under the grounds of legitimate interests, as without this information, RW would be unable to provide you with the service and support you require in order to partake in the programme.

In order to provide you with additional support, we may also ask for your consent to share your personal data with a network of organisations. The consent form will provide you with the ability to control the personal data you are prepared to share as well as the organisations you are prepared to share it with. You are able to withdraw your consent at any time.

What do we do with your information?

We only use your personal data to deliver the programme to the standard required by WCC and RBKCC, for audit purposes and to track the effectiveness of our service delivery.

It will also be used to confirm your progress on the Programme. Your personal data will only be shared with such organisations to the extent that it is necessary to deliver the programme.

How long do we keep your information for?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once we are no longer contractually required to keep your data we will securely destroy your personal information in accordance with our Retention Policy.

Your rights over your information

By law, you can ask us what information we hold about you, and you can ask us to correct it if it is inaccurate. Under certain circumstances you have the right to request that we either delete or restrict the processing of your personal data or can request the transfer of your personal data.

Requests can be submitted to WCC by email at: [email protected]
Or by post to: Data Protection Officer, Bi-Borough Legal Services, The Town Hall, Hornton Street, London, W8 7NX

Requests can be submitted to RBKCC by email at: [email protected]

Your right to complain

If you have a complaint about our use of your information, you can contact the Information Commissioner’s Office via their website at www.ico.org.uk/concerns or write to them at:

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Changes to this Privacy Notice

We reserve the right to update this privacy notice at any time, and we will provide with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

This notice was last updated on 8 November 2024.

2. Under 18s - Privacy Policy

What is a Privacy Policy?

A Privacy Policy tells you what personal data we (Reed Wellbeing) collects about you, how we use it and what you can do about it. Personal data means any information that can be used to identify you, such as your name, address or date of birth. This privacy policy is designed to be read by children and young people; you might want to read it with your parents, guardians, or a teacher. If you still have questions, you can ask us directly by contacting your coach or emailing [email protected]

Privacy Policy

This Privacy Policy explains how we collect and use personal data about you during and after your participation on our Integrated Healthy Lifestyle Service (“the programme”) with us, in accordance with the Data Protection Act 2018 (“DPA”). In collecting this information and providing the services to you on behalf of Westminster City Council (“WCC”) and the Royal Borough of Kensington and Chelsea Council (“RBKCC”), we are acting as a data processor, whilst WCC and RBKCC are acting as independent data controllers.

A Data Controller is in charge of the personal data collected about you. A Data Processor uses the data collected about you for the reasons outlined by the Data Controller.

This notice applies to all service users on this programme. This notice does not form part of any other contract to provide services. We may update this notice at any time but if we do so, we will provide you with an updated copy of this notice as soon as reasonably practical.

It is important that you read and retain this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information and what your rights are under the DPA. We only use your personal data for the purposes permitted by WCC and RBKCC in order to deliver the programme.

Details of how WCC process your personal data, what they do with it and why, are set out in their data protection pages, which are available at: www.westminster.gov.uk/data-protection

Details of how RBKCC process your personal data, what they do with it and why, are set out in their data protection pages, which are available at: www.rbkc.gov.uk/data-protection/data-protection

We may update this notice at any time but if we do so, we will provide you with an updated copy of this notice as soon as reasonably practical.

Who are we?

We are Reed Wellbeing Limited (“RW”). Our address is Academy Court, 94 Chancery Lane, London, WC2A 1DT. You can contact us by post at the above address or by email at [email protected]

Any queries about how your personal data is being processed should be made to the RW directly by using the postal or email address listed at the beginning of this section.

What information do we collect about you?

WCC and RBKCC have commissioned Reed Wellbeing Limited to deliver the Integrated Healthy Lifestyle Service which primarily aims is to improve the health and wellbeing of individuals through direct healthcare intervention services.

The personal data that we collect either directly from yourselves, or from your healthcare provider to deliver the programme includes:

  • Identity Data includes names, title, date of birth, age, NHS number
  • Demographic Data includes employment status, gender, religion, and ethnicity/race.
  • Contact Data includes home address, email address and telephone numbers and contact details for your next of kin or emergency contact/carer.
  • Clinical categories of data includes details about your pregnancy, mental health, health conditions, substance use history, blood pressure, carbon monoxide readings, weight and height.
  • Anonymised outcomes of the programme will be shared securely with WCC & RBKCC

Third Parties

Reed in Partnership Limited provide business services to RW and have access to process your data in order for Reed in Partnership to provide business services.

We may also share your personal data with third party service providers who assist us in carrying out our business activities. These third parties act as our data processors and are bound by strict contractual provisions to only process your personal data under our instructions and for the limited purposes we permit them. These third parties include (but are not limited to) evaluation, research and market research and analysis service providers, and all other outsourced service providers (such as communication providers) that assist us in the provision of our services.

We may also share your personal data with courts, tribunals, regulators and other governmental and public authorities (such as the police or tax authorities) to: (i) to comply with legal process, (ii) to comply with applicable law, and (iii) to respond to requests from public and governmental bodies.

We do not share your personal data with any other third parties, apart from where it is necessary to do so in order to deliver the programme as described above, and we will never sell your data. Where your data is stored (electronically or otherwise) it is held securely in the UK and will not be transferred outside the EEA.

Why do we collect this information?

We only collect this data because it is required to deliver the programme on behalf of WCC and RBKCC. The lawful basis for this processing is consent. This means that in order to process your data, we need you to give us permission to do so.

Any data which is collected by RW which is not prescribed by WCC or RBKCC is collected under the grounds of legitimate interests, as without this information, RW would be unable to provide you with the service and support you require in order to partake in the programme.

In order to provide you with additional support, we may also ask for your consent to share your personal data with a network of organisations. The consent form will provide you with the ability to control the personal data you are prepared to share as well as the organisations you are prepared to share it with. You are able to withdraw your consent at any time.

What do we do with your information?

We only use your personal data to deliver the programme to the standard required by WCC and RBKCC, for audit purposes and to track the effectiveness of our service delivery.

It will also be used to confirm your progress on the Programme. Your personal data will only be shared with such organisations to the extent that it is necessary to deliver the programme.

How long do we keep your information for?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once we are no longer contractually required to keep your data we will securely destroy your personal information in accordance with our Retention Policy.

Your rights over your information

You have the right to:

  • Be told how we use your information
  • Ask to see the information we hold about you
  • Ask us to change your information you think is wrong
  • Ask us to remove information we hold about you when it’s not needed anymore
  • Ask us to only use your information in certain ways
  • Tell us you don’t want your information to be processed

Important things to remember

The law allows us to get and use your information. We may share your information with others and will ask for your permission to share your information whenever you have a choice. You can tell us not to share your information, even when you have said yes before. If you have any questions please contact us at [email protected]

Requests can be submitted to WCC by email at: [email protected]
Or by post to: Data Protection Officer, Bi-Borough Legal Services, The Town Hall, Hornton Street, London, W8 7NX

Requests can be submitted to RBKCC by email at: [email protected]

Your right to complain

If you have a complaint about our use of your information, you can contact the Information Commissioner’s Office via their website at www.ico.org.uk/concerns or write to them at:

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Changes to this Privacy Notice

We reserve the right to update this privacy notice at any time, and we will provide with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

This notice was last updated on 26 November 2024.

3. 13 Years and Over - Terms & Conditions

We deliver the Integrated Healthy Lifestyle Service in Kensington and Chelsea and Westminster and work with other organisations and partners to make sure that you receive all the services you need, when you need them. We want to focus on your needs to make sure that you get the right support.

Processing and sharing your information will help us to support you better by:

  • Helping you achieve your health goals by providing advice and guidance.
  • Provide Nicotine Replacement Therapies if you require help quitting smoking.
  • Helping partners understand how they can improve services to you.
  • Allowing the team to contact you to provide help and support with any problems you may have or which may worry you
  • Offering help and support to you by talking about your needs and how we and our partners can help.

To help us do this, we need to gather and process your personal information. The information we may gather and process includes:

  • Your name; date of birth; NHS Number, address, contact telephone number and contact email address
  • Next of kin details
  • Employment Status
  • Gender
  • Ethnicity/race
  • Religion
  • Clinical data including: Pregnancy Details; Mental Health Details; Health Conditions; Substance Use History; Blood Pressure; Carbon Monoxide Readings; Height and Weight

The other agencies we will work with are:

  • NHS England
  • Royal Borough of Kensington and Chelsea Council
  • Westminster City Council
  • Reed in Partnership

We will only share your personal information for reasons mentioned above unless the law says we are required to share it for another reason, or as believe we must share the information to protect you or others.

Your personal information will be stored securely and retained for the duration of the contract. Your data may be stored for a longer period if required by the commissioner for audit purposes.

By engaging and participating in the service you are providing Reed with consent to process your data as outlined above. You may withdraw your consent for us to process and share your information by contacting your Case Manager or by emailing [email protected]

4. Parents of Under 13 Year Olds - Terms & Conditions

We deliver the Integrated Healthy Lifestyle Service in Kensington and Chelsea and Westminster and work with other organisations and partners to make sure that your child receives all the services they need, when they need them. We want to focus on their needs to make sure that they get the right support.

Processing and sharing your child’s information will help us to support them better by:

  • Helping them achieve their health goals by providing advice and guidance.
  • Provide Nicotine Replacement Therapies if they require help quitting smoking.
  • Helping partners understand how they can improve services to your child.
  • Allowing the team to contact you and your child to provide help and support with any problems your child may have, or which may worry them
  • Offering help and support to your child by talking about their needs and how we and our partners can help.

To help us do this, we need to gather and process your child’s personal information.

The information we may gather and process includes:

  • Your child’s name; date of birth; NHS Number, address, contact telephone number and contact email address
  • Next of kin details
  • Employment Status
  • Gender
  • Ethnicity/race
  • Religion
  • Clinical data including: Pregnancy Details; Mental Health Details; Health Conditions; Substance Use History; Blood Pressure; Carbon Monoxide Readings; Height and Weight

The other agencies we will work with are:

  • NHS England
  • Royal Borough of Kensington and Chelsea Council
  • Westminster City Council
  • Reed in Partnership

We will only share your child’s personal information for reasons mentioned above unless the law says we are required to share it for another reason, or as believe we must share the information to protect your child or others.

Your child’s personal information will be stored securely and retained for the duration of the contract. Your child’s data may be stored for a longer period if required by the commissioner for audit purposes.

By allowing your child to engage and participate in the service you are providing Reed with consent to process your child’s data as outlined above. You are also consenting to be your child’s Designated Person. Please read the Designated Person - Privacy Policy and the Designated Person - Terms & Conditions. You may withdraw your consent for us to process and share your or your child’s information by contacting your child’s health coach or by emailing [email protected]

5. Designated Person - Privacy Policy

This Privacy Policy explains how we collect and use personal data about you during and after your participation with our Integrated Healthy Lifestyle Service (“the programme”) with us, in accordance with the Data Protection Act 2018 (“DPA”). In collecting this information and providing the services to you on behalf of Westminster City Council (“WCC”) and the Royal Borough of Kensington and Chelsea Council (“RBKCC”), we are acting as a data processor, whilst WCC and RBKCC are acting as independent data controllers.

This notice applies to all individuals who have been selected as third party individual to act as a designated person by a service user on the program, allowing consent to share any personal, identity, contact and special category data with Reed Wellbeing. This notice does not form part of any other contract to provide services. We may update this notice at any time but if we do so, we will provide you with an updated copy of this notice as soon as reasonably practical.

It is important that you read and retain this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information and what your rights are under the DPA. We only use your personal data for the purposes permitted by WCC and RBKCC in order to deliver the programme.

Details of how WCC process your personal data, what they do with it and why, are set out in their data protection pages, which are available at: www.westminster.gov.uk/data-protection

Details of how RBKCC process your personal data, what they do with it and why, are set out in their data protection pages, which are available at: www.rbkc.gov.uk/data-protection/data-protection

We may update this notice at any time but if we do so, we will provide you with an updated copy of this notice as soon as reasonably practical.

Who are we?

We are Reed Wellbeing Limited (“RW”). Our address is Academy Court, 94 Chancery Lane, London, WC2A 1DT. You can contact us by post at the above address or by email at [email protected]

Any queries about how your personal data is being processed should be made to the RW directly by using the postal or email address listed at the beginning of this section.

What information do we collect about you?

WCC and RBKCC have commissioned Reed Wellbeing Limited to deliver the Integrated Healthy Lifestyle Service which primarily aims is to improve the health and wellbeing of individuals through direct healthcare intervention services.

The personal data that we collect you to deliver the programme includes:

  • Identity Data includes names and title
  • Contact Data includes home address, email address and telephone numbers
  • Anonymised outcomes of the programme will be shared securely with WCC and RBKC

Third Parties

Reed in Partnership Limited provide business services to RW and have access to process your data in order for Reed in Partnership to provide business services.

We may also share your personal data with third party service providers who assist us in carrying out our business activities. These third parties act as our data processors and are bound by strict contractual provisions to only process your personal data under our instructions and for the limited purposes we permit them. These third parties include (but are not limited to) evaluation, research and market research and analysis service providers, and all other outsourced service providers (such as communication providers) that assist us in the provision of our services.

We may also share your personal data with courts, tribunals, regulators and other governmental and public authorities (such as the police or tax authorities) to: (i) to comply with legal process, (ii) to comply with applicable law, and (iii) to respond to requests from public and governmental bodies.

We do not share your personal data with any other third parties, apart from where it is necessary to do so in order to deliver the programme as described above, and we will never sell your data. Where your data is stored (electronically or otherwise) it is held securely in the UK and will not be transferred outside the EEA.

Why do we collect this information?

We only collect this data because it is required to deliver the programme on behalf of WCC and RBKC. The lawful basis of processing is consent.

Any data which is collected by RW which is not prescribed by WCC and RBKC is collected under the grounds of legitimate interests, as without this information, RW would be unable to provide you with the service and support you require in order to partake in the programme.

What do we do with your information?

We only use your personal data to deliver the programme to the standard required by WCC and RBKC, for audit purposes and to track the effectiveness of our service delivery.

How long do we keep your information for?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once we are no longer contractually required to keep your data we will securely destroy your personal information in accordance with our Retention Policy.

Your rights over your information

By law, you can ask us what information we hold about you, and you can ask us to correct it if it is inaccurate. Under certain circumstances you have the right to request that we either delete or restrict the processing of your personal data or can request the transfer of your personal data.

To submit a request by email or post please use the contact information provided above.

Your right to complain

If you have a complaint about our use of your information, you can contact the Information Commissioner’s Office via their website at www.ico.org.uk/concerns or write to them at:

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Changes to this Privacy Notice

We reserve the right to update this privacy notice at any time, and we will provide with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

This notice was last updated on 21 November 2024.

6. Designated Person - Terms & Conditions

Informed Consent Statement

We deliver the Integrated Healthy Lifestyle Service and at times, may be required to communicate with service users via their designated person. A service user’s designated person may act as a communicator on their behalf and will be privy to some of the service user’s personal data that is held by Reed. The designated person may also be able to communicate updated personal details for the service user or update on their progress on the program to Reed on behalf of the service user.

NOTE: The designated person will NOT be able to make decisions on behalf of the service user and any Nicotine Replacement Therapy products, pharmaceutical products or e-cigarettes must be issued directly to the service user and not via a designated person.

Designated Person Personal Data Gathering, Storage and Processing

To ensure that we are speaking to the correct designated person, and for us to contact the correct designated person, Reed will need to gather and store the following personal data:

  • Designated Person’s First Name
  • Designated Person’s Last Name
  • Designated Person’s Contact Number
  • Designated Person’s Contact Email
  • Designated Person’s Address
  • Designated Person’s relationship to you

This data will be stored alongside the service user’s record on Reed’s CRM system. This data will not be shared with any other third parties.

This data will be used to conduct Identity and Verification checks with the designated person when they contact Reed and may be used to contact the designated person about the service user’s programme related activities.

We will only process the designated person’s personal information for the reasons mentioned above unless the law says we are required to process or share it for another reason, or as if we must process or share the information to protect any individuals.

The designated person’s personal information will be stored securely and retained for 7 years after the end of the Integrated Healthy Lifestyle Service contract (as required by our commissioner). The data may be stored for a longer period if required by the commissioner for audit purposes.

A designated person may withdraw their consent for us to process their information by contacting the service user’s Health Coach or the Reed data team by emailing [email protected]