Version: 1.2

Effective Date: 1st November 2023

Introduction

At COPE Occupational Health Services Ltd ("COPE"), we are committed to ensuring the privacy and protection of personal data collected through our website. This privacy notice explains how we collect, process, and retain personal data when you interact with our website in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018).

What Data Do We Collect and Why?

• Contact Forms:
  When you use our contact form, you provide basic contact details such as your name, email address, and any message you include. This information is emailed directly to us and is used solely for the purpose of establishing business communication regarding our services. We do not store this data on our website server.
• Cookies:
  Cookies are small text files that are stored on your device to enhance your experience on our website. We use cookies in the following ways:
• Comments: If you leave a comment (if comments are enabled), you may opt-in to saving your name, email address, and website in cookies. This is for your convenience so that you don’t need to re-enter the details when posting another comment. These cookies will remain on your device for one year.
• Login: If you have an account on our site, we use cookies to manage your login status and screen preferences. Login cookies last for two days, while screen preference cookies last for one year. If you select "Remember Me," your login status will persist for two weeks. When you log out, the login cookies will be removed.
• Content Management: If you edit or publish an article, a cookie will be stored in your browser indicating the post ID of the edited article. This cookie contains no personal data and expires after one day.
• Embedded Content:
  Articles on our site may include embedded content from third-party websites (e.g., videos, images). Embedded content behaves the same way as if you visited the third-party website directly. These external sites may collect data, use cookies, and monitor your interactions with the embedded content, particularly if you have an account and are logged in on the third-party site.
• Analytics:
  We may use analytics services to monitor website traffic and assess the effectiveness of our online advertising. The data collected by analytics tools is anonymized and helps us improve user experience and service promotion.
  

Who We Share Your Data With

We do not share personal data collected through our website with third parties. Any data collected is solely for internal use unless otherwise disclosed (e.g., through embedded third-party content).

Data Retention

• Comments: If you leave a comment (if this option is enabled), the comment and its metadata are retained indefinitely. This allows us to recognize and approve any follow-up comments without holding them in a moderation queue.
• User Accounts: For users who register on our website (if this feature is enabled), we store the personal information provided in your user profile. Registered users can view, edit, or delete their personal information at any time, except for the username. Website administrators can also access and manage this data.
• Contact Form Data: Information submitted through the contact form is not stored on the public website server. It is sent directly to our secure email system and is retained as long as necessary to fulfill the purpose of the communication.

Where Your Data Is Sent

• Contact Forms: Information submitted via the contact form is sent directly to our secure email server.
• Spam Detection: If comments are enabled, visitor comments may be checked through an automated spam detection service.
• International Transfers: We do not transfer personal data outside of the UK.

Complaints and Queries

If you have any questions or concerns about how we handle your data, please contact us at data.protection@copeohs.com. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe we have not complied with data protection regulations.