The Healing Company Reflexology and Reiki for Cheltenham

Privacy Notice

YOUR PERSONAL INFORMATION - GENERAL DATA PROTECTION REGULATION (GDPR)

GDPR is bringing in new legal protection for personal information from 25th May 2018.
This tells you what personal information we hold and why, and what your rights are.

Data Controller Contact Details:
Janie Whittemore
The Healing Company
Telephone: 07807 914817
Address: 5, Alstone Mews, Cheltenham GL51 8EU
Email: [email protected]

The Purpose of Processing Client Data
We hold and use client data to provide you with the best possible treatment options, support and advice. The treatments currently under offer are: Reiki, Reflexology, Coaching and Havening techniques, or a combination of these.

Lawful Basis for holding and using Client Information


The lawful basis under which we initially hold and use your information is a contract, because you have requested my services or information about them.
“Please be aware that if you send me any sensitive medical/health information, we will only hold and use this if we proceed to treatment, at which time we will require explicit consent from you to hold this data. If we do not proceed to treatment we will erase this information.”
If three months elapses with no contact, the lawful basis under which we may contact you with further information about our services is that of legitimate interest.
As we hold special category data (i.e. health related information), the Additional Condition under which we hold and use this information is: for me to fulfil my role as a health care practitioner bound under

  • for Reflexology: Confidentiality as defined in the AoR Code of Practice and Ethics and in case of legal challenge.
  • for Reiki: Confidentiality as defined in the UK Reiki Federation Code of Ethics and professional Practice and in case of legal challenge.
  • for Havening: Confidentiality as defined in the Havening Techniques® Code of Conduct and Ethics for Certified Practitioners and in case of legal challenge.

    What information we hold and what we do with it

    In order to give professional Reflexology, Reiki and Havening Techniques treatments, we will need to ask for and keep information about your health. We will only use this for informing said treatments and any advice we give as a result of your treatment. The information to be held is as follows:
  • Your contact details
  • Medical history and other health-related information
  • Treatment details and related notes
  • Financial information

    We will keep your information for 7 years in line with the lawful basis required by membership of the associations listed above. We destroy data after the required period of time by shredding it.
    We will not knowingly transfer your date outside the EU without your consent.

    Protecting Your Personal 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.
    We will contact you using the contact preferences you have given us.
    Your data will only be seen by the practitioner or administration staff working for the Company.
    We will not share your information with anyone else (other than within the practice, or as required by other legal requirements) without explaining why it is necessary and getting your explicit consent.
    Paper records of your personal data are kept in a locked cabinet.
    The digital systems we use for data processing say they are GDPR compliant. These are: Mailchimp, Dropbox, Gmail, Hubspot, iCloud, Paypal and Setmore.
    We keep all our IT up to date and install required updates whenever necessary. We use up-to-date anti-virus software on all devices that access your data.

    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 email [email protected]
    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.

    Note: for children under 16 a parental or guardian signature is required.


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