YOUR PERSONAL INFORMATION - GENERAL DATA PROTECTION REGULATION (GDPR)
GDPR brought in 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.
Therapist’s Name: Nicola Williams, The Zen Den, Chippenham.
Telephone No: 07846531305
Email address: firstname.lastname@example.org
Address: 75 Waters Edge, Pewsham, Chippenham, Wilts, SN15 3GF.
Data Controller: Nicola Williams (as above)
Data Protection Officer: Nicola Williams (as above)
The Purpose of processing Client Data
In order to give professional reflexology treatments, The Zen Den will need to gather and retain potentially sensitive information about your health. The Zen Den will only use this information for informing reflexology treatments and associated recommendations concerning aspects of health and wellbeing which I will offer to you. This applies to other treatments The Zen Den provides.
Lawful Basis for holding and using Client Information
As a full member of the Association of Reflexologists, The Zen Den abide by the AoR Code of Practice and Ethics. The lawful basis under which we hold and use your information is our legitimate interests i.e. our requirement to retain the information in order to provide you with the best possible treatment options and advice.
As The Zen Den hold special category data (i.e. health related information), the Additional Condition under which we hold and use this information is: for The Zen Den to fulfil their 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 reflexology treatments, The Zen Den will need to ask for and keep information about your health. We will only use this for informing reflexology 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)
The Zen Den will NOT share your information with anyone else (other than within our 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
The Zen Den will keep your information for 7 years after last treatment. Children’s records will 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 Data
The Zen Den 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.
We will contact you using the contact preferences you give me in relation to appointment times, reflexology or Indian head massage information, or information related to your health, and special offers and promotions (you may unsubscribe from this at any time)
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 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 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.