1. Introduction
This privacy notice explains how NovoGen collects, uses, stores, and protects personal information submitted through the NovoGen Workplace Wellbeing app.
The app is intended to provide employees with a simple way to access wellbeing resources, request support, and submit general wellbeing concerns or feedback.
This app is not an emergency service, medical service, counselling service, or crisis response service. If you or someone else is in immediate danger, or there is a risk of serious harm, you should contact emergency services immediately by calling 999.
2. Who Is Responsible For Your Information?
The organisation responsible for your personal information is:
NovoGen
Unit 57, 2 Mallusk Dr
Newtownabbey, BT36 4GN
info@novogen.co.uk
028 9099 3552
For questions about this privacy notice or how your information is handled, please contact:
Petra Hola
petra@novogen.co.uk
3. What Information We Collect
Depending on how you use the app, we may collect the following information:
- Your name
- Your email address
- Your phone number
- Your preferred contact method
- Your preferred time to be contacted
- The information you choose to provide in a support request
- Any general feedback or wellbeing concerns you choose to submit
- The date and time of your submission
- Basic technical information needed to operate and secure the app
We will only ask for information that is necessary for the purpose of responding to your request or managing the app safely.
You should avoid including unnecessary medical details, diagnosis information, or highly personal information unless you feel it is necessary for the support request you are making.
4. Mental Health And Sensitive Information
Some information submitted through the app may relate to mental health, stress, wellbeing, or personal circumstances. This type of information may be treated as sensitive personal information.
We will handle this information carefully, confidentially, and only for the purposes explained in this notice.
5. Why We Use Your Information
We use information submitted through the app to:
- Respond to wellbeing support requests
- Contact you if you have asked for someone to get in touch
- Signpost you to relevant internal or external support
- Review general workplace wellbeing themes
- Improve wellbeing support within the company
- Maintain the security and proper operation of the app
- Act where necessary to protect someone from serious harm
We will not use the app to diagnose mental health conditions, monitor employees, make employment decisions, or replace professional medical advice.
6. Lawful Basis For Using Your Information
We process personal information submitted through the app because you have chosen to provide it for the purpose of requesting support or submitting feedback.
Where the information includes sensitive health or mental health information, we will only process it where a valid legal basis and special category condition applies.
In most cases, this will be because you have chosen to submit the information and have given clear consent for us to use it to respond to your request.
In an emergency or serious safeguarding situation, we may use or share relevant information where necessary to protect your vital interests or the vital interests of another person.
7. Who Can Access Your Information?
Access to identifiable information submitted through the app will be restricted to authorised people who need access for the purpose of responding to the request or managing the app.
This may include:
- The company mental health first aider or wellbeing champion
- A nominated senior manager or HR contact, where appropriate
- The person responsible for maintaining the app, where technical access is required
- Emergency services or appropriate external support services, if there is a serious and immediate risk of harm
We will not share your information more widely within the company unless there is a clear need to do so and it is appropriate, necessary, and proportionate.
8. Use Of Supabase
Information submitted through the app is stored securely using Supabase, a third-party database and hosting service.
Supabase acts as a third-party service provider that stores and processes information on behalf of NovoGen. We remain responsible for deciding how and why the information is used.
We will use appropriate security settings, access controls, and account protections to reduce the risk of unauthorised access.
9. How Long We Keep Your Information
We will only keep personal information for as long as necessary.
Support request information will normally be kept for 6 months after the request has been closed, unless there is a clear reason to keep it longer.
Anonymous general feedback may be kept for longer where it does not identify an individual.
Information may be retained for longer where required for legal, safeguarding, insurance, employment, or health and safety reasons.
10. Your Rights
You have rights in relation to your personal information. These may include the right to:
- Ask for a copy of your personal information
- Ask for inaccurate information to be corrected
- Ask for information to be deleted in certain circumstances
- Ask us to restrict how we use your information
- Object to how we use your information in certain circumstances
- Withdraw consent where consent is being relied upon
To exercise your rights, contact petra@novogen.co.uk.
11. Security
We will take reasonable steps to protect the information submitted through the app. These steps may include:
- Secure database storage
- Restricted admin access
- Strong passwords and multi-factor authentication where available
- Limiting access to authorised people only
- Reviewing access permissions regularly
- Deleting information when it is no longer needed
No online system can be guaranteed to be completely secure. Users should avoid submitting unnecessary sensitive information.
12. Complaints
If you are unhappy with how your information has been handled, please contact petra@novogen.co.uk first so we can try to resolve the issue.
You also have the right to complain to the UK Information Commissioner's Office if you are concerned about how your personal information is being used.
13. Changes To This Notice
We may update this privacy notice from time to time. The latest version will be available within the app.
Last updated: 22/06/2026