Privacy Notice
Last updated: September 2026
Willow Clinical & Care Consultancy (“Willow”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.
This Privacy Notice explains how we collect, use, store and protect personal information when you visit our website, contact us, make an enquiry, engage our services or otherwise interact with Willow.
We handle personal information in accordance with applicable UK data protection legislation, including the UK GDPR and Data Protection Act 2018, as applicable.
- Who We Are
Willow Clinical & Care Consultancy
Email: info@willowclinicalcareconsultancy.com
For applicable data protection purposes, Willow is responsible for deciding how and why personal information is processed where Willow acts as the data controller.
- Information We May Collect
Depending on how you interact with us, we may collect:
Contact information
This may include your:
- Name
- Email address
- Telephone number
- Job title
- Organisation details
- Other contact information you choose to provide
Enquiry and service information
We may collect information you provide when making an enquiry or engaging our services, including information relating to your organisation, service requirements, consultancy needs or project.
Professional information
Where relevant, we may collect information relating to your professional role, qualifications, organisation, experience or other information necessary to provide our services.
Health and care information
Some Willow services may involve information relating to an individual’s health, care needs or circumstances.
Health information is considered special category personal data and will only be processed where an appropriate lawful basis and condition under applicable data protection law apply.
Website and technical information
When you use our website, technical information may be collected, such as your IP address, browser type, device information, pages visited and information about how you use the website.
The information collected will depend on the website technology, analytics and cookies in use.
- How We Collect Information
We may collect personal information:
- Directly from you;
- From your organisation or employer;
- From a professional or organisation acting on your behalf;
- Through referrals;
- Through our website;
- Through enquiry forms;
- By email or telephone;
- From publicly available professional or organisational information; or
- From service providers supporting our business.
Where we receive personal information from another source, we will provide appropriate privacy information where required by law.
- How We Use Personal Information
We may use personal information to:
- Respond to enquiries;
- Provide consultancy and professional services;
- Communicate with clients and prospective clients;
- Prepare proposals, reports and other documents;
- Arrange consultations, meetings or training;
- Provide clinical, care and business consultancy;
- Conduct audits, reviews or assessments;
- Manage client relationships;
- Process payments and invoices;
- Maintain appropriate business records;
- Improve our services;
- Operate and improve our website;
- Send relevant communications where permitted;
- Comply with legal and regulatory obligations;
- Protect the rights and safety of individuals; and
- Establish, exercise or defend legal claims.
We will only use personal information where there is a lawful and appropriate basis for doing so.
- Lawful Bases for Processing
Depending on the circumstances, we may rely on one or more of the following lawful bases:
Contract
Where processing is necessary to enter into or perform a contract with you.
Legal obligation
Where processing is necessary for us to comply with a legal or regulatory obligation.
Legitimate interests
Where processing is necessary for our legitimate interests or those of a third party, provided those interests are not overridden by your rights and interests.
Consent
Where you have provided consent for us to process your information for a particular purpose.
Where we rely on consent, you may withdraw your consent at any time.
Vital interests
In limited circumstances, information may be processed where necessary to protect someone’s vital interests.
- Special Category Information
Some of our services may involve special category personal data, including health information.
We will only process this information where an appropriate lawful basis and special category condition apply.
We will take appropriate steps to protect this information and restrict access to those who have a legitimate need to access it.
- Who We May Share Information With
Depending on the nature of the service, we may share relevant information with:
- Clients and authorised representatives;
- Healthcare professionals;
- Care professionals;
- Case managers;
- Commissioners or relevant organisations;
- Professional advisers;
- IT and software providers;
- Secure document and communication providers;
- Accountants and other business support providers;
- Regulators or public authorities where required;
- Insurers or legal advisers where appropriate; and
- Other parties where you have authorised us to share information or where disclosure is otherwise lawful.
We only share personal information where there is an appropriate and lawful reason to do so.
- International Transfers
Some technology or service providers we use may process personal information outside the United Kingdom.
Where personal information is transferred outside the UK, we will take appropriate steps to ensure that the transfer is lawful and that appropriate safeguards are in place where required.
- How We Protect Your Information
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration, disclosure or destruction.
Access to confidential information is restricted to people who have a legitimate reason to access it.
However, no method of electronic transmission or storage can be guaranteed to be completely secure.
- How Long We Keep Information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including where necessary to meet legal, regulatory, accounting, insurance or reporting requirements.
Retention periods may vary depending on the type of information and the nature of our relationship with you.
When information is no longer required, we will securely delete, destroy or anonymise it where appropriate.
- Cookies
Our website may use cookies and similar technologies.
Some cookies may be necessary for the website to function. Other cookies may be used for purposes such as analytics, functionality or marketing.
Where consent is required for non-essential cookies, we will provide an appropriate mechanism for managing your preferences.
You can also manage cookies through your browser settings.
- Your Data Protection Rights
Depending on the circumstances and applicable law, you may have the right to:
- Be informed about how your personal information is used;
- Request access to your personal information;
- Request correction of inaccurate or incomplete information;
- Request erasure in certain circumstances;
- Request restriction of processing in certain circumstances;
- Object to certain processing;
- Request data portability where applicable; and
- Withdraw consent where we rely on consent.
These rights are subject to applicable legal conditions and exemptions.
To exercise a relevant right, please contact us using the details below.
- Marketing
We may contact you about Willow’s services where we have a lawful basis to do so.
Where consent is required for marketing communications, we will obtain appropriate consent.
You can unsubscribe from marketing communications at any time by contacting us or using the unsubscribe option provided in the communication.
- Third-Party Websites
Our website may contain links to third-party websites.
Willow is not responsible for the privacy practices, security or content of third-party websites.
We recommend reviewing the privacy notice of any third-party website you visit.
- Children’s Information
Where Willow processes information relating to children or young people as part of an agreed service, we will take appropriate steps to ensure that the information is handled lawfully, fairly and securely.
Where appropriate, privacy information will be communicated in a clear and understandable way.
- Automated Decision-Making
We do not currently use personal information to make solely automated decisions that produce legal or similarly significant effects on individuals.
If this changes, we will update this Privacy Notice and provide any information required by applicable data protection law.
- Changes to This Privacy Notice
We may update this Privacy Notice from time to time to reflect changes in our services, technology, legal requirements or how we process personal information.
The latest version will be published on this website.
Last updated: September 2026
- Contact Us
If you have questions about this Privacy Notice or how Willow handles personal information, please contact:
Willow Clinical & Care Consultancy
Email: info@willowclinicalcareconsultancy.com
- Complaints
If you have concerns about how we have handled your personal information, please contact us first so that we can investigate and respond.
You also have the right to complain to the UK’s data protection regulator, the Information Commissioner’s Office (ICO).
We encourage you to contact us first so that we have an opportunity to address your concerns.