Privacy Policy

1. Introduction

Welcome to My FHP Planner. This Privacy Policy explains how Jacks Office LTD (trading as "My FHP Planner", "we", "us", or "our") collects, uses, shares, and protects your personal information when you visit our website at myfhpplanner.com ("Website") or use our services.

We are committed to protecting your personal information and your right to privacy. If you have any questions about this Privacy Policy, please contact us at info@myfhpplanner.com.

2. About Us

Data Controller Information:

• Company Name: Jacks Office LTD (trading as My FHP Planner)
• Address: Suite 2B1, Avionics House, Gloucester, UK, GL2 2SN
• Email: info@myfhpplanner.com
• Phone: 01452224818

3. Information We Collect

3.1 Information You Provide to Us

We may collect the following types of information when you register for an account, submit forms on our website, or interact with our services:

• Identity Information: Your name, clinic name, and professional credentials
• Contact Information: Email address, phone number, postal address
• Account Information: Username, password, and account preferences
• Business Information: Details about your practice and services
• Payment Information: Payment card details, billing information (if you subscribe to our paid plans)
• Communication Information: Messages, feedback, and other information you provide when contacting us

3.2 Information We Collect Automatically

When you visit our Website, we may automatically collect certain information about your device and your interaction with our Website:

• Usage Data: Information about how you interact with our Website, including pages visited, time spent on pages, and other analytical data
• Technical Data: IP address, browser type and version, operating system, device information, and other technology identifiers
• Cookies and Similar Technologies: We use Microsoft Clarity analytics to understand how visitors use our site. This service may collect information through cookies. For more information, see our Cookies section below.

4. How We Use Your Information

We use your personal information for the following purposes:

• To provide our services: Set up and manage your account, process payments, and deliver the features of My FHP Planner
• To improve our services: Analyze usage patterns, troubleshoot issues, and enhance user experience
• To communicate with you: Respond to your inquiries, provide customer support, and send service-related notifications
• To send marketing communications: Inform you about new features, updates, and promotional offers (where you have given consent)
• To ensure security: Protect our Website, services, and users from fraud, unauthorized access, and other security threats
• To comply with legal obligations: Meet regulatory requirements and respond to legal requests

5. Legal Basis for Processing

Under the UK GDPR and EU GDPR, we process your personal information based on the following legal grounds:

• Contract: Processing necessary for the performance of our contract with you
• Legitimate Interests: Processing necessary for our legitimate business interests, provided those interests don't override your rights and freedoms
• Consent: Processing based on your specific consent (e.g., for marketing communications)
• Legal Obligation: Processing necessary to comply with our legal obligations

6. Data Sharing and Disclosure

We may share your personal information with:

• Service Providers: Third-party vendors who perform services on our behalf (e.g., payment processors, hosting providers, analytics services)
• Professional Advisors: Legal, accounting, and other professional advisors as necessary
• Legal Authorities: Government bodies, regulators, law enforcement, or other third parties where required by law
• Business Transfers: Parties involved in potential or actual business transfers, mergers, or acquisitions

We require all third parties to respect the security of your personal information and to treat it in accordance with the law.

7. Cookies and Similar Technologies

Our Website uses cookies and similar tracking technologies to collect and store certain information. We use Microsoft Clarity analytics to understand how visitors use our site.

Types of Cookies We Use:

• Essential Cookies: Necessary for the Website to function properly
• Analytical/Performance Cookies: Allow us to recognize and count visitors and see how they move around our Website (Microsoft Clarity)

Your Cookie Choices:

You can set your browser to refuse all or some browser cookies or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of the Website may become inaccessible or not function properly.

8. Data Security

We have implemented appropriate technical and organizational measures to protect your personal information from accidental loss, unauthorized access, alteration, or disclosure. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

9. Data Retention

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

To determine the appropriate retention period, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorized use or disclosure, and applicable legal requirements.

10. Your Data Protection Rights

Under data protection laws, you have the following rights:

• Right to Access: Request access to your personal information
• Right to Rectification: Request correction of inaccurate personal information
• Right to Erasure: Request deletion of your personal information in certain circumstances
• Right to Restrict Processing: Request restriction of processing in certain circumstances
• Right to Data Portability: Receive your personal information in a structured, commonly used format
• Right to Object: Object to processing based on legitimate interests and direct marketing
• Rights Relating to Automated Decision-Making: Challenge automated decisions and request human intervention

If you wish to exercise any of these rights, please contact us at info@myfhpplanner.com.

11. International Data Transfers

We primarily store and process your information within the UK and European Economic Area (EEA). However, some of our service providers may be based outside these regions. When we transfer your personal information outside the UK or EEA, we ensure a similar degree of protection by implementing appropriate safeguards, such as:

• Using standard contractual clauses approved by the UK or EU authorities
• Transferring to countries with adequacy decisions
• Implementing binding corporate rules for transfers within our group of companies

12. Children's Privacy

Our Website and services are not intended for children under 16 years of age. We do not knowingly collect personal information from children. If you are a parent or guardian and believe we may have collected information about your child, please contact us.

13. Third-Party Links

Our Website may contain links to third-party websites. We are not responsible for the privacy practices or content of these websites. We encourage you to read the privacy policy of each website you visit.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be indicated by an updated "Last Updated" date at the top of this Privacy Policy. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal information.

15. How to Contact Us

If you have questions or concerns about this Privacy Policy or our privacy practices, please contact us:

• Email: info@myfhpplanner.com
• Phone: 01452224818
• Mail: Jacks Office LTD (My FHP Planner), Suite 2B1, Avionics House, Gloucester, UK, GL2 2SN

16. Complaints

If you have a concern about our privacy practices, including the way we handled your personal information, you can report it to the Information Commissioner's Office (ICO), the UK regulatory authority for data protection issues (www.ico.org.uk).

For users in Ireland, you can contact the Irish Data Protection Commission (www.dataprotection.ie).

17. Governing Law

This Privacy Policy is governed by and construed in accordance with the laws of the United Kingdom.