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PRIVACY NOTICE

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 YOUR PERSONAL INFORMATION - GENERAL DATA PROTECTION REGULATION (GDPR)

 

GDPR regulates legal protection for personal information from May 2018. This tells you what personal information we hold and why, and what your rights are. By checking boxes to say you have read and agree to the privacy policy on the website you will be accepting this policy.

 

Data Controller & Owners Name: Helen Robinson

 

Contact Details:

 

Telephone No: 07826 514803

 

Email address: helen@holistic-woman.co.uk

 

Address: 37 Main Street, Scothern, Lincoln, LN2 2UJ

 

THE PURPOSE OF COLLECTING CLIENT DATA

 

In order to give professional treatments, I will need to gather and retain potentially sensitive information about your health. I will only use this information for informing treatments and associated recommendations concerning aspects of health and wellbeing which I will offer to you. I take basic contact details and information when you contact me, to allow me to contact you and handle bookings. The 10to8 online booking system is also GDPR compliant and you will need to ‘OPT in’ when you use this facility.

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LAWFUL BASIS FOR COLLECTING AND HOLDING CLIENT INFORMATION

 

As a full member of the Association of Reflexologists and the Federation of Holistic Therapists, I abide by their Codes of Practice and Ethics. The lawful basis under which I hold and use your information is my legitimate interests i.e.my requirement to retain the information in order to provide you with the best possible treatment options and advice and also due to my insurance requirement to hold your information for 7 years post treatment.

 

As I hold special category data (i.e. health related information), the Additional Condition under which I hold and use this information is: for me to fulfil my role as a health care practitioner bound under the AoR Confidentiality as defined in the AoR Code of Practice and Ethics.

 

WHAT INFORMATION I HOLD AND WHAT I DO WITH IT 

 

In order to give professional treatments, I will need to ask for and keep information about your health. I will only use this for informing treatments and any advice I give as a result of your treatment. The information to be held is:

  • Your contact details

  • Medical history and other health-related information (which I will take from you at first consultation)

  • Treatment details and related notes (which I will take after each consultation)

 

I will NOT share your information with anyone else (other than within my own practice, or as required for legal process) without explaining why it is necessary, and getting your explicit consent.

 

HOW LONG I RETAIN YOUR INFORMATION FOR

 

I will keep your information for the following periods

  • Claims occurring insurance: (records to be kept for 7 years after last treatment)

  • Law regarding children’s records (records to be kept until the child is 25 or if 17 when treated, then 26)

 

Your data will not be transferred outside the EU without your consent. 

 

PROTECTING YOUR PERSONAL DETAILS

 

I am committed to ensuring that your personal data is secure. In order to prevent unauthorised access or disclosure, I have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information we collect from you.

 

I will contact you using the contact preferences you give me in relation to:

  • Appointment times                                                                                        

  • Treatment information or information related to your health      

 

My company is hosted on the Wix.com platform. Wix.com provides us with the online platform that allows us to sell our products and services to you. Your data may be stored through Wix.com’s data storage, databases and the general Wix.com applications. They store your data on secure servers behind a firewall. 

All direct payment gateways offered by Wix.com and used by our company adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, MasterCard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of credit card information by our store and its service providers.      

 

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PROTECTING YOUR DATA

 

We are committed to ensuring that your personal data is secure. In order to prevent unauthorised access or disclosure, we have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information we collect from you.

 

YOUR RIGHTS

 

GDPR gives you the following rights:

 

  • The right to be informed:
    To know how your information will be held and used (this notice).

  • The right of access:
    To see your records of your personal information, so you know what is held about you and can verify it.

  • The right to rectification:
    To tell your us  to make changes to your personal information if it is incorrect or incomplete.

  • The right to erasure (also called “the right to be forgotten”):
    For you to request we erase any information we hold about you

  • The right to restrict processing of personal data:.
    You have the right to request limits on how your we use your personal information

  • The right to data portability: under certain circumstances you can request a copy of personal information held electronically so you can reuse it in other systems.

  • The right to object:
    To be able to tell your us you don’t want us to use certain parts of your information, or only to use it for certain purposes.

  • Rights in relation to automated decision-making and profiling.

  • The right to lodge a complaint with the Information Commissioner’s Office:
    To be able to complain to the ICO if you feel your details are not correct, if they are not being used in a way that you have given permission for, or if they are being stored when they don’t have to be.

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THERAPIST’S RIGHTS

Please note:

  • if you don’t agree to your therapist keeping records of information about you and your treatments, or if you don’t allow them to use the information in the way they need to for treatments, the therapist may not be able to treat you  

  • Your therapist has to keep your records of treatment for a certain period as described above, which may mean that even if you ask them to erase any details about you, they might have to keep these details until after that period has passed

  • Your therapist can move their records between their computers and IT systems, as long as your details are protected from being seen by others without your permission.

 

 

DECLARATION

 

By submitting forms, emails and contacting us you give us permission to use your data as described above, if you come for a treatment you will need to sign a paper copy of our GDPR form.

 

Full details of your rights can be found at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.

If you wish to exercise any of these rights, please use the contact details given above.

 

If you are dissatisfied with the response you can complain to the Information Commissioner's Office; their contact details are at:  www.ico.org.uk

 

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Changes to the policy

We reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you here that it has been updated, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we use and/or disclose it. You will always be able to request previous versions of the policy.

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