Company information

ORTUS is operated by Maudsley Charity Trading CIC which is wholly owned by Maudsley Charity and is registered in England and Wales. Maudsley Charity is the charitable organisation which works in partnership with South London and Maudsley NHS Foundation Trust and the Institute of Psychiatry, Psychology and Neuroscience, King’s College London to promote positive change in the world of mental health. The Charity supports innovation, research and service improvement, working with patients and families, clinical care teams, researchers and community organisations with a common goal of improving mental health. Our full address is 82-96 Grove Lane, London SE5 8SN. Our company number is 08122704.

Maudsley Charity Trading CIC is registered and fully compliant with the UK Data Protection legislation (Reg. No: ZA615096) and acts as data controller when we collect personal data from our customers, prospective customers, and other stakeholders.

ORTUS is serviced by Vacherin Ltd as agent. As part of the relationship with Maudsley Charity Trading CIC, Vacherin Ltd acts in the capacity of data processor on behalf of Maudsley Charity Trading CIC who is the data controller. This means both organisations have access to, and control of how your personal and financial data is collected, used and stored.

Our approach to managing personal data

We collect personal data in the legitimate interests of supporting our work, and for some types of data collection for the performance of a contract. We will also ask for consent for data processing where appropriate.

How we collect data

Maudsley Charity Trading CIC collects personal data through:

• Booking enquiry forms
• New customer forms
• Contact forms
• Surveys
• Contact via phone or email
• Web analytics tools

We will ensure that all personal information supplied is held in accordance with the EU General Data Protection Regulation and UK Data Protection legislation.

Why we collect data

We collect this data in order to offer services (primarily meeting room and conference facilities, catering and a café) to our customers and the general public.

Principles we will maintain

• When we ask for personal data we will outline how we will use and manage it and, where appropriate, ask for your consent to do so.
• We will not use this personal data for other purposes without asking your permission.
• We will not keep this information for longer than necessary. We maintain organisational retention schedules which set out the retention periods for the data we collect.
• We will not use third parties to process your data without taking reasonable steps to ensure they comply with UK Data Protection legislation and EU General Data Protection Regulation.
• We will never sell your data to third parties.

Data location and security

Personal data is collected and stored securely subject to appropriate security measures and is protected against misuse.

Your personal data is primarily held in electronic form. Electronic data is held on secure servers, and in some circumstances, on servers owned by third-party contractors. Our online bookings system is hosted on Amazon Web Services, and data is held within EU. We ensure that any third-party contractors we use comply with the UK Data Protection legislation and EU General Data Protection Regulations. Data in paper form is held securely and destroyed securely.

Your rights over your data
Maudsley Charity Director of Finance and Operations will act as the data protection point of contact for all enquiries related to Maudsley Charity Trading CIC.

If you have any queries or complaints please in the first instance, contact Maudsley Charity.
Email: info@maudsleycharity.org
Tel: 020 3696 9760 (select option 4)

Should you wish to make a subject access request to view your personal data held by us, please contact Maudsley Charity.
Email: info@maudsleycharity.org
Tel: 020 3696 9760 (select option 4)

Should you wish to withdraw permission for use of your data or to update the data we hold for you, please contact Maudsley Charity.
Email: info@maudsleycharity.org
Tel: 020 3696 9760 (select option 4)

Cookies

Cookies are text files stored on your computer, and accessible only to the websites which create them.

Our website may from time to time use cookies and log files:

• for statistical analysis
• to understand user behaviour
• to administer the site
• to tailor the information presented to a user based on their preferences,
• and to improve the user experience.

Any information gathered by our use of cookies is compiled on an aggregate, anonymous basis.

Most web browsers automatically accept cookies. You may delete or disable cookies by following the instructions at https://www.allaboutcookies.org/manage-cookies/. Please note that you may not be able to take full advantage of a website if you disable cookies. Our website uses cookies to keep you logged in, so disabling cookies may impair your experience of the service.

Further information about cookies can be found on the Interactive Advertising Bureau’s website www.allaboutcookies.org.

Social media

If you share our content through social media, for example by liking us on Facebook or following or tweeting about us on Twitter, those social networks will record that you have done so. They may set a cookie for this purpose.

In some cases, where a page on our website includes content from a social network, such as a Twitter feed, or Facebook comments box, those services may set a cookie even where you do not click a button. As is the case for all cookies, we cannot access those set by social networks. Social networks cannot access cookies we set ourselves.

Log files

Our systems automatically gather some anonymous information about visitors, including IP addresses, browser type, language, and the times and dates of webpage visits. The data collected does not include personally identifiable information. It is used, as described above, for statistical analysis, to understand user behaviour, and to administer the site.

Google Analytics

Our website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). The information generated by the cookie about your use of our website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of our website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. Further information about Google’s privacy policy may be obtained from https://www.google.com/privacy.html.

Any changes we may make to our privacy notice in the future will be posted on this page and, where appropriate, notified to you by email.

Disclosure of your information:

We may disclose your personal information to third parties:

• In the event that Vacherin Limited is acquired by a third party, in which case personal data held about our customers will be one of the transferred assets.

If we are under a duty to disclose or share your personal data in order to comply with any legal obligation. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

Your rights:

• You have the right to ask us not to process your personal data for marketing purposes.
• You can use the unsubscribe button at the bottom of all marketing correspondence to opt out of receiving future
  communications or you can contact us via our email or postal address at any time.
• Access
• The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Provision of such information will be subject to the supply of appropriate evidence of your identity.

Third-party websites:

If you leave our site via a link or otherwise, you will be subject to the policy of that website provider.

We have no control over that policy, or the terms of the website and you should check their policy before continuing to access the site or providing any personal data to them.

Changes to this notice

We will review and update this notice in line with best practice and changes in legislation. We will always have an up-to-date version of the notice on this page or clearly signpost its location on the site under ‘Privacy policy’.