PRIVACY NOTICE

Bodyscape Therapies is committed to protecting your privacy. Any information collected, is collected lawfully and in accordance with the Data Protection Act 1998 and the GDPR which came into effect in May 2018.

YOUR PERSONAL INFORMATION – GENERAL DATA PROTECTION REGULATION (GDPR)

GDPR added new legal protection for personal information in May 2018. The following document tells you what personal information I hold and why, and what I do with the personal information in order to provide you (my client) with the services I offer and to meet my legal/insurance obligations. It also provides more information about your enhanced rights and how to exercise them.

Therapist’s Name: Debbie Rice t/a Bodyscape Therapies formally known as Baby, Body and Sole
Telephone No: 07989 867839
Email Address: hello@bodyscape.co.uk

Purpose of processing the information I hold

In order to give professional and safe treatments, baby classes and Pilates classes which meet your needs, I will need to gather and retain potentially sensitive information about your health. The purpose of holding and using the information I retain is to provide you with the best possible treatment or class.

I take basic contact details and information via my website and social media accounts (Facebook, messenger and Instagram) to allow me to contact you and handle bookings and enquiries.

Lawful basis for holding and using client information

As a full member of the Association of Reflexologists, I abide by the AoR Code of Practice and Ethics. The lawful basis under which I hold and use your information is “my legitimate interests” I .e.my requirement to retain the information in order to provide you with the best possible treatment options, classes 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 Confidentiality as defined in the AoR Code of Practice and Ethics.

What information I hold and what I do with it

To provide professional treatments and classes, I will need to ask for and keep information about you and your health. I will only use this for informing my sessions and any advice I give as a result of your treatment/class. The information to be held is: 

• Your contact details
• Medical history and other health-related information (which I will take from you at your first treatment consultation or in advance of your first class)
• Treatment details and related notes (which I take after each consultation)

I will not share your information with anyone else (other than within my own practice/the clinic I work within, 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 a period of 7 years (after your last appointment date), as per the terms of my insurance and AoR Code of Practice and Ethics.

Protecting your personal data

I am committed to ensuring that your personal data is secure. 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. Information may be held securely online and hard copies in a locked cabinet which are brought to each appointment/class. Card payment details are held by the card payment processor, not myself.

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

• appointment/class times and confirming these
• appointment/class information relevant to the class/appointment you are attending or have attended recently
• treatment/class information or information related to your health
• news, special offers and promotion (you may unsubscribe from this at any time)

I will sometimes take photos for use on my website, social media pages and other on and offline marketing materials. You have the choice to either ‘opt-in’ or ‘opt-out’ of photos being used in this manner.

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 records of your personal information, so you know what is held about you and can verify it. 

• The right to rectification:

To tell me 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 me to erase any information I hold about you 

• The right to restrict processing of personal data:

You have the right to request limits on how I use 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 me you do not want me 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/.

My rights

Please note: 

• If you don’t agree to me keeping records of information about you and your treatments/classes, or if you don’t allow me to use the information in the way I need to for treatments/classes, I may not be able to treat you or have you attend a class
• I have to keep your records for a certain period, as described above, which may mean that even if you ask me to erase any details about you, I might have to keep these details until after that period has passed
• I can move your records between my electronic devices and from home to the clinic/class location and vice versa, as long as your details are protected from being seen by others without your permission.

Last updated in May 2018.