Updated Monday 5 April 2021. Please do read this Privacy Statement, and I will ask you to sign a hardcopy of the same before your first appointment with me.
You are likely aware that new legal protection for personal information, General Data Protection Regulation (GDPR), came into force on 25 May 2018.
In keeping with this, I need to let you know how I use your personal information when you contact me. In summary:
- Please be assured that I will only use your contact details to reply to your initial enquiry ; to confirm appointments and to provide any information agreed during a treatment.
- I do not use contact details to canvass clients
- At all times, your information remains strictly confidential
- Consultation forms, taken during the first treatment, are anonymised and stored in a locked cabinet between treatments
- Consent forms, which necessarily contain contact information, remain stored in a locked cabinet at all times, along with the signed Privacy Statement
- Answers to COVID questions, collected the day before your appointment with me, are purely used to inform your treatment with me, as required by my membership bodies and insurer. This information is kept secure and will not be shared with anyone else.
- Please do let me know if you would rather I did not keep your contact details on my phone.
YOUR PERSONAL INFORMATION – GENERAL DATA PROTECTION REGULATION (GDPR)
The GDPR brings new legal protection for personal information from May 2018. This tells you what personal information I hold and why, and what your rights are. Once you have read it please complete and sign the declaration at the bottom.
Who I am and how to contact me:
M: 07597 696986
Data Controller Contact Details:
The Purpose of processing 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 the treatments I provide, and for any associated recommendations or aftercare related to your health and wellbeing which I may offer you. I take basic contact details and will only use these to contact you about your appointment, other relevant information related to your treatment, or other information about clinic. Depending on the platform you use to contact me, I may hold additional contact details for you (such as your email address or Facebook profile), these are all retained securely.
Lawful Basis for holding and using Client Information:
As a full member of the Association of Reflexologists (AoR), Massage Training Institute (MTI) and International Federation of Professional Aromatherapists (IFPA), as well as being a provider registered with the Complementary and Natural Healthcare Council (CNHC), I abide by the Codes of Practice and Ethics associated with each of these regulatory bodies. The lawful basis under which I hold and use your information is:
a) my legitimate interests i.e. my requirement to retain the information in order to provide you with the best possible treatment options and advice.
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; MTI; IFPA and CNHC Confidentiality as defined in their Codes 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 the treatments I offer, and any advice I give as a result of your treatment. The information to be held is:
1)Your contact details. 2) Medical history and other health-related information (which I will take from you at first consultation, and at subsequent treatments) 3) Treatment details and related notes (which I may take after subsequent treatments).
I will NOT share your information with anyone else (other than as required for legal process) without explaining why it is necessary, and getting your explicit consent. Note: If I am contacted by a C19 Contact Tracer, for the purposes of identifying clients who have attended my clinic, I am bound to provide these contact details.
How Long I Retain Your Information for:
I will keep your information for the following periods:
Law regarding children’s records: for which I am required to keep my records until the child is 25, or if 17 when treated then until they are 26
Registration with The Complementary and Natural Health Care Council: for which I am required to retain information for 8 years after the last treatment.
I will not transfer your data outside the UK without your consent, although you need to be aware that my email provider, GMail by Google, are based outside of the UK. They have committed to complying with all applicable privacy laws, including the GDPR.
Protecting Your Personal Data:
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 I collect from you.
I will contact you using the contact preferences you give me in your first contact with me, and during our first consultation, in relation to:
Your appointment, relevant information about clinic, or Information related to your health.
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 therapist’s records of your personal information, so you know what is held about you and can verify it.
The right to rectification: To tell your therapist 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 your therapist to erase any information they hold about you
The right to restrict processing of personal data: You have the right to request limits on how your therapist uses 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 therapist you don’t want them 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.
Full details of your rights can be found on the ICO’s website.
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
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
A link to this document will be sent to you once you have booked an appointment with me, post C19 lockdown. I ask that you read this Privacy Notice and at your next appointment a hard copy of this document for you to sign that you have understood and accepted my privacy statement, and your rights under the GDPR.
Candace Nicholson MAR, MTI, MIFPA
Fully Insured and Member of :
Massage Training Institute (MTI)
Association of Reflexology (AoR)
International Federation of Professional Aromatherapists (IFPA)
Registered Provider with the Complementary and Natural Healthcare Council (CNHC)