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 YOUR PERSONAL INFORMATION - GENERAL DATA PROTECTION REGULATION (GDPR)

GDPR (implemented by DPA 2018 in the UK) 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. 

 

Therapist’s Contact Details:

 

Therapist’s Name: Lynsey Gallimore

 

Telephone No: 07772180087

 

Email address: lynseygallimore@outlook.com

 

Address: 66 Leeward Lane, Torquay, Devon, TQ2 7GB

 

Data Controller Contact Details: Lynsey Gallimore

The Purpose of processing Client Data 

In order to give professional reflexology treatments, I will need to gather and retain potentially sensitive information about your health. I will only use this information for informing reflexology treatments and associated recommendations concerning aspects of health and wellbeing which I will offer to you.  I take basic contact details and information via my websie , email, phone to allow me to contact you and handle bookings. Any information you give me via Facebook or Instagram will also be covered.

 

Lawful Basis for holding and using Client Information

 

As a full member of the Association of Reflexologists (AOR), I abide by the AOR Code of Practice and Ethics. The lawful basis under which I hold and use your information is:​

my requirement to hold your information for the following legal reasons:

  • Claims occurring’ insurance

  • Law regarding children’s records

  • CNHC requirements to retain information

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.

 

For more information see GDPR special topics lawful basis.

 

What information I hold and what I do with it

 

In order to give professional reflexology treatments, I will need to ask for and keep information about your health. I 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)

 

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)

  • CNHC requirements to retain information for 8 years.

 

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

 

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 we collect from you. I am also registered with the Information Commissioner's office (ICO).

 

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

  • Appointment times                                                                               

  • Reflexology information or information related to your health    

  • Special offers and promotions   (you may unsubscribe from this at any time)

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

 

 

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.

TERMS AND CONDITIONS OF BUSINESS

1. Appointments

I have health requests of my clients as follows;

·       If you have a cough, a fever or loss of taste and smell or have been in touch with anyone with these symptoms. Have any signs of sickness or loose stools, please contact me as we may need to postpone your appointment.

·       If you have been involved in a higher risk activity such as attendance at a large event or air travel, please contact me as we may need to postpone your appointment.

.In return I will apply these high standards to myself. Should I feel unwell, unable to treat or if it is not advisable for me to treat, I will explain the situation to you as soon as possible before your treatment.

 

2. Fees

·       My fees are £40.00 per 1 hour session of Reflexology or Indian Head Massage or combined treatments.

·       My fees are £60.00 per 1 1/2-hour session of Reflexology, Indian Head Massage or combined treatments.

·       My fees are £25 per 30 minutes for a Taster session of Foot, Hand, Facial Reflexology.

·       My fees are £20 per 30 minutes of Child Reflexology. If the child is a teenager and would prefer 1 hour Reflexology after initial consultation and treatment of 30 minutes this can be accommodated and my fees are 1 hour £40.

·       My fees are payable in full at the time of treatment. I accept payment by cash, card or by bank transfer.

.I reserve the right to choose to use discretion regarding the application of any discounts.

 

 3. Cancellation and Late Arrivals Policy

.I have a 24-hour cancellation policy. As you are aware my business is dependent on the number of clients, I can see in my clinic hours. Therefore, if you are unable to make a previously arranged appointment, I request that you provide me with at least 24 hours’ notice. This will allow me the option to re book the time slot with someone on my waiting list.

.Cancellation with less than 24 hours’ notice may result in me charging a 50% fee of the treatment cost. This fee will be required to be settled prior to any future bookings.

.Please note that if you arrive late for your appointment, you will be charged in full for the treatment session, but your treatment time will be reduced.

 

4. Deposits

I do not currently take deposits on booking of appointment; however, this is subject to review.

·       I reserve the right to request a deposit of 50% of the treatment cost from all clients at the time of booking. Appointments made under this deposit scheme are able to be rescheduled with more than 24 hours’ notice. With less than 24 hours’ notice the deposit will be withheld as stated in my cancellation policy above.

 

5.  Vouchers

I can offer the option to buy vouchers for treatments. These may be given as gifts.

·       These treatments can be booked during my normal working hours.

·       Where an appointment is booked using a voucher and missed, or if the customer arrives late for the appointment, my cancellation and late arrivals policy above will apply.

·       When booking an appointment using a voucher customers should state their intention to use a voucher as payment and the voucher must be presented on arrival at the appointment.

·       These vouchers are non-refundable and cannot be exchanged for cash.

·       Lost, stolen or destroyed vouchers will not be exchanged or refunded.

·       These vouchers are required to be used within one year from the date of purchase. Vouchers will not be accepted past the expiry date shown on the voucher, which are12 months from the date of purchase. This also includes any vouchers I donate as raffle prices or for charities.

 

6. Use of background music

I only play Royalty free music within my business and therefore I am not required to have a Music License. 

7. Ethical commitment - Eco friendly therapist

I will minimise unnecessary purchasing in my practice, use up exisiting things before buying new. Ensure products I use  are produced in an environmentally and sustainable way and will consider the carbon footprint of items and products used in my practice.  Minimise the waste generated by my practice and make sure anything generated is recyclable or compostable. I will be using paper that is recycled/carbon balanced/FSC or PEFC certified. I will minimise the impact of my travel on the environment.

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