Privacy Notice

for

Holistic practitioner

This Privacy Notice describes how I, Tina Terrell, collect, use, share, retain and safeguard personal information in the running of my business as a Holistic Practitioner. It provides information about your rights. These are explained in more detail below, but in summary these rights include your right to know what information is held about you, how this information is processed and how you can place restrictions on the use of your information.

Personal information is information relating to a person. Examples include an individual’s name, age, address, date of birth, gender and contact details. There are also special categories of personal information such as information relating to an individual’s health, racial or ethnic origin, political opinions, religious or philosophical beliefs and sexual orientation and other such information.

Use of your personal information

You may provide me with personal information when we meet face to face, via the telephone, when emailing me or where I provide you with forms for completion or I complete a form in conjunction with you. If we communicate by email or phone a record of the conversation may be kept.

I collect contact details and certain other personal information during or before a session with you for the following purposes:

Contact information plus background information, including a brief medical history to determine the most appropriate technique or therapy to be used for you.
Information regarding the therapies or techniques used and a summary of what was worked on and any outcomes. This information may be used in preparation for and during any subsequent session. It may also be referred to when providing additional advice and information.
Email, mobile and home numbers may be used to contact you about your appointment or to provide follow-up information.
As a record for the establishment, exercise or defence of legal claims.

The information above is kept for a minimum of 7 years following the last appointment. For minors the information is kept for a minimum of 7 years after they reach the age of 18 years. The information is kept for this period as specified within insurance policies held by my business.

Your personal information will not be passed onto any third parties unless in extenuating circumstances, such as where there is considered to be a potential risk to life or there is a legal requirement to provide the information.

Marketing communications

If you want to receive information from me about new therapies, offers, events and other information that might be of interest to you, including offers and events from other therapists, you will need to give formal consent for me to use your contact details for this purpose. I will not pass your contact details to third parties, except where I may use an automated marketing service to send out emails. Any such company will be prohibited from using your personal information except to provide these services to my business and they would be required to maintain the confidentiality of your information.

This contact information for marketing purposes will be kept as long as I continue the business as a Holistic Practitioner or until you advise me that you no longer wish to receive this type of promotional or marketing communication. You are free to do this at any time. I will remove you from my marketing list within one month of your request.

Use of 'cookies'

Most websites use cookies which are small pieces of data sent from the website to your computer to recognise you when you return to the same site and record your preferences. Cookies also collect statistical data on page visits and browsing actions and patterns. Apparently, this statistical information is anonymous and does not identity you individually. However, this is not my area of expertise, so please seek advice elsewhere if this concerns you. There is an option on my website to turn them off.

Where I store your personal information

I will do my upmost to keep your personal information private and confidential. Hard copies of my client records are kept in a locked box at my business premises. The electronic versions of these records are kept on an encrypted password protected memory stick at my business premises. Contact details are held within my Google contacts database which is password protected.

What lawful bases do I rely on to use your personal information?

I rely on ‘legitimate interest’ as the lawful basis for processing your personal information. I believe that it is in both our interests that I know enough about you, your medical history and any medications you are taking so I can work with you safely and effectively, and recommend the best therapy or technique for you…or refer you to someone else if I think that is more appropriate. I am also required to keep records for insurance purposes.

Special category information: With regards to what is known as special category information (more sensitive information, for example relating to your health, sex life, sexual orientation or religion) which you may choose to disclose to me, I process this information under the following condition described in the General Data Protection Regulation:

processing is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity.

This is because it is a requirement of an insurance policy that client’s records are kept.

I will require specific consent from you to use your contact information for marketing purposes. Consent for marketing purposes is NOT required for you to become a client.

To be informed

This Privacy Policy provides information about the personal information I collect, why I collect it and what I do with it.

I will provide you with summary information about your privacy at your first appointment with me, referring to this Privacy Notice if you want more information. This Privacy Notice will be available on request at that time or at any time in the future. It will also be available on my website at www.tinaterrell.co.uk

Right of access

You have the right to ask if I am processing any of your personal information and request a copy of the personal information that I hold on you. I will respond within one month of your request. Generally this information will be provided free of charge. I will always advise you in advance if there is a charge and this would only be if the requests were excessive or repeated frequently. I will only provide the information to the email address I have on my records for you. If you have changed email address, I may ask for further verification of your identity before sending you the information.

Right to rectification

I aim to keep the information about you as accurate as possible. If you would like to review or change the details you have supplied to me, please contact me. I will make the appropriate changes within one month of your request.

Right to erasure

You have the right to request that your personal information is erased 7 years after your last appointment, unless there are any relevant legal proceedings imminent or ongoing. For children under 18, this period is extended to 7 years after you have reached the age of 18. I will respond to this request within one month.

Right to restrict processing

During your appointment or before that you may be asked if you want to receive information by phone or email for marketing purposes. You can opt out of this service then or at any time in the future, verbally or by email. Please state UNSUBSCRIBE as the title for the email. Within one month of your request I will delete you from my marketing list. There may be other circumstances where it is appropriate to restrict the processing of your information within this Regulation.

The right to data portability

This is not so relevant to my type of business. However, I will provide a copy of the information I hold on you as a PDF or Microsoft Word document within one month of your request.

Right to object

You can request that I stop using your contact details for marketing purposes at any time.

Contact information

Email: tina@tinaterrell.co.uk

Phone: +44 (0)7786 610736

I welcome your comments regarding this Privacy Notice. If you believe that I am not adhering to GDPR or my interpretation of it as it relates to my business as described in this Privacy Notice, please contact me at tina@tinaterrell.co.uk . I will use my best endeavours to remedy the situation as required within the Regulation. If you require any further information about GDPR that I am not able to help with, please seek guidance from the Information Commissioner’s Office (ICO) www.ico.org.uk