Privacy policy

Who we are

The website www.mindwell-leeds.org.uk is operated by Volition and Thrive by Design. The MindWell website is maintained for your personal use and viewing. It is funded by NHS Leeds Clinical Commissioning Group (CCG) to promote positive self-help and self-care and provide access to up-to-date information about support available to adults in Leeds.

Where we use “we”, “our” or “us” in this privacy notice, we mean Volition and Thrive by Design unless we say otherwise. Where we use “site” or “website” in this privacy notice, we mean www.mindwell-leeds.org.uk.

Mindwell is produced by a partnership of Volition (charity number 1092126) and Thrive by Design and funded by NHS Leeds CCG.

The information we collect about you

Each time you visit our site, we may automatically collect information about you and the device you are using, including:

Operating system (eg Windows, IOS, Android).
Browser (eg Chrome, Safari, Firefox).
Service provider (who provides the broadband connection eg Sky, BT).
Screen resolution of device (the size of the device screen in pixels eg 960×600).
Language (the language setting of the browser you are using).
Geographic data (country and nearest city to location when viewing the site).
If a user is new to the site or has visited it before.
What pages have been visited.
Time spent viewing pages that are visited.
The date and time of day when the user visited MindWell and its pages.

We also collect any information you provide to us directly for example by filling in our survey forms, by sending us emails and by signing up to our newsletters. This information may include:

• your name

• your email address

The website will never ask you to input any personal details to allow you to access or use the website.

Please see our Cookie notice for details of the cookies we use on our site.

Where do we get your information from?

We collect the information you provide to us directly for example by filling in our survey forms, by sending us emails, by signing up to our newsletters and from other third party directories. We may collect photos or film footage at our events with your consent.

We collect information directly from your device. We also use cookies to collect some of this information. Please see our Cookie notice for details of the information we collect through our site.

You do not have to give us any information or confirm that the information we have obtained from other sources is correct.

How do we use your information?

Monitoring user behaviour

It’s important for us to collect and monitor server statistics. We use the data collected to help us understand user behaviour and to improve the experience of visitors using the site. If, for example, we find that users have spent a lot of time on one particular page we may choose to make a link to that page more prominent from the site homepage so that users can find it more easily. The server statistics are not designed to collect any individually identifiable information and the reports we receive are generally numerical and in graph format. Alongside the server statistics, our Content Management System collects information on popular pages, resources and search terms used on the website. This allows us to arrange our pages better.

HotJar

This site uses Hotjar to make informed decisions to improve and optimise the user experience on our website. The services provided include heat map tracking, surveys, and customer feedback about the features and functionalities of the site. Hotjar is designed to test the usability of certain pages. Anonymously, user-behaviour metrics are collected. Hotjar stores this information on our behalf in a pseudonymised user profile. Hotjar is contractually forbidden to sell any of the data collected on our behalf. You can delete Hotjar cookies in your browser at any time. In addition, you have the option to opt out of the tests altogether via this link: https://www.hotjarcom/opt-out. For further details, please see the ‘Hotjar’ section in our Cookie Policy. More information about HotJar privacy can be found here: https://www.hotjarcom/privacy.

Surveys and MindWell evaluation activities

We may direct you to survey forms to help us understand and evaluate the impact of MindWell. These surveys may be hosted by a partner organisation and may require you to submit some personal information, for example, an email address or telephone number if you agree to participate in a follow up interview about your experience of using MindWell. The information you enter into these forms will be seen and processed by Volition and Thrive by Design staff members, or staff members at our partner organisation. Personal information will only be used to help us improve our website. Partner organisations will provide data and privacy information regarding their own platform. We will not share personal information collected through surveys with any other third parties.

MindWell Gmail

Site users can contact the MindWell team with service updates, feedback and engagement/event requests via the contact request form on the website. MindWell is not a clinical service or connected to a clinical service and unfortunately, we are not able to respond to queries about individual situations, give advice or answer clinical queries from professionals. We are also unable to respond to commercial requests.

Website users, whether members of the public or professionals, should not send any clinical queries or personal or sensitive information to this email address – it is not connected to a clinical service and is not secure. PLEASE BE AWARE that if you choose to send us unsolicited sensitive personal information, including requests for mental health related support, we may share your email and personal information with an organisation, service or healthcare professional who will respond directly to you.

We will never share your personal information with a third party for reasons such as marketing purposes.

Mailing list

All website users are invited to join our mailing list to receive regular updates about our activities, news, campaigns, events and content developments. We will ask you to provide some personal information to join our mailing list (Mailchimp) such as your email address and name. Before joining the mailing list, it will be made clear to you how your personal information will be used, stored and kept safe. You will be able to unsubscribe from this mailing list at any time by clicking the unsubscribe option on email communications. We will never share your personal information provided for the mailing list with a third party for any reason such as marketing

Personal data that you input into social media platforms may transfer from those platforms to us, however we do not collect personal information through our social media platforms unless you respond to an invitation to take part in a survey or join our mailing list. You should note that social media platforms have their own privacy policies and it is up to you as the user of those platforms to satisfy yourself that your privacy settings are appropriate. We will not share any personal data that you supply to us privately through social media with third parties. We may, however, share posts you have already made public on our social media platforms. Read our full social media terms and conditions.

We use Google analytics to collect details of how you use our site, as well as anonymous data that you enter into our forms. We do this to help us analyse how visitors use our site (including behaviour patterns and the tracking of visits across multiple devices). All the information that is collected is anonymous and is only used to improve how our site works. Please see our Cookie notice for more details about Google analytics.

We sometimes share some of your information with other organisations. We also use a number of carefully selected third parties to supply us with certain services. We will only share your information with these third parties when it is necessary for them to provide us or you with services we or you require.

Where is your information stored?

Your information is generally stored on servers and filing systems in the UK. From time to time it may be stored in or accessed from countries outside the UK. Where this may happen, we always make sure that there are appropriate safeguards in place, such as the model contract clauses, to guarantee that your information – and your rights – are protected to the same high standard as under UK law.

Our site may, from time to time, contain links to and from the websites of third parties. If you follow a link to any of these websites, please note that these websites have their own privacy notices and cookie notices and we do not accept any responsibility or liability for those notices or your use of those websites.

Unfortunately sending information via the internet is not totally secure. Although we do our best to protect your information, we cannot guarantee the security of any information you transmit to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to prevent unauthorised access.

How long do we keep your information for?

We will only store your personal information for as long as necessary to fulfil the purposes for which it was provided. That length of time may vary depending on the reasons for which we are processing your personal information.

Do we carry out profiling and automated decision making?

Please see our Cookie notice for more details about Google analytics.

We do not carry out any other profiling or automated decision-making in respect of the information we automatically collect about you when you visit our site.

What rights do you have?

Under the data protection rules, you have a number of rights in respect of your information, which include the right to:

access your information
withdraw your consent to the processing of your information at any time
ask us to make changes to the information we hold about you to make sure that it is accurate and up to date
delete or erase your information (sometimes called the right to be forgotten)
stop or restrict our processing of your information
object to our processing your information
not be subject to automated decision-making and
request the transfer of some of the information we hold about you (known as data portability).

If you would like to exercise any of your rights, please contact us in writing at Office C24, Joseph’s Well, Hanover Lane, Leeds LS3 1AB. Please note that an archive copy of any information provided to us may be retained by us for our records and for audit purposes.

YouYou have the right to request a copy of the information we hold about you by sending your request in writing to us.

You can unsubscribe from our emails at any time by clicking on “unsubscribe” at the bottom of the email.

Making a complaint

If you have any questions, concerns or complaints about the way we process your personal information, please contact us.

If you are not happy with the way we have handled your complaint or are still concerned about our handling of your personal information, you have a right to take your complaint to the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF and www.ico.org.uk

Changes to this notice

We will regularly review this notice and keep it updated to make sure that the information we provide you with is accurate and up to date.

Any changes to this notice will be highlighted on our site so that you can see what has been changed.

This notice was last reviewed and updated in September 2022.