This document tells you what personal information I hold and why, and what your rights are.
The purpose of processing client data
We need your contact details, your name, phone number, address, postcode, and email address. We also need information about your age and health in order for a treatment to go ahead. I take basic contact details and information via my website to allow me to contact you and handle bookings. In order to provide therapies to clients, I will need to gather and retain potentially sensitive information about your health and wellbeing. I will only use this information for the purpose of therapy with you and associated recommendations concerning aspects of health and wellbeing which I will offer to you.
Why do we need it, how will we use it, and how long will we retain it?
We need all the details above in order to ensure that is safe for us to provide the treatments you ask for and also for insurance purposes. We will store your information for 8 years after the date of your treatment, or for 8 years after you have reached the age of 18 if you are/were under 18 when your treatment took place.
The legal basis for holding and using client information
Our lawful basis for processing this information is ‘contract’, this means that we have a legal reason to ask you for your data because we need it for contractual reasons. You do not have to share your personal data with us, but if you do not we cannot offer you a treatment with Isobel McArthur. You must fulfill your side of the contract (share your personal information) in order for us to fulfill ours (carry out the treatment).
Special category data
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 fulfill my role as a healthcare practitioner.
What information I hold and what I do with it
In order to provide professional therapies, I will need to ask for and keep information about your health. I will only use this for therapy purposes 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 the first consultation)
- treatment details and related notes (which I will take after each consultation)
I will not share your information with anyone else (unless required as part of a legal process) without explaining why it is necessary, and getting your explicit consent. Your data will not be transferred outside the EU without your consent.
We would also like to send you information about the products and services we offer using the information you have shared with us, but you do not have to agree to this for treatment to go ahead. If you agree to be contacted for marketing purposes using the following methods, please tick the relevant boxes to give your consent. You may withdraw this consent at any time by emailing us at firstname.lastname@example.org or call us on 077 202 48593
This information will be given to you at first contact to enable you to opt in or opt out of the above.
Will we share your information
We will not share your information
Protecting your personal data
I am committed to ensuring that your personal data is secure. In order to prevent unauthorized access or disclosure, I have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information I collect from you.
I will contact you using the preferences you give me in relation to:
- appointment times
- therapy information or information related to your health
- special offers, workshop details, or information related to your health (you may unsubscribe from this at any time)
Who can I complain to if I feel you are not handling my data correctly?
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 ICO if you feel your details are incorrect if they are not being used in a way that you have given permission for, or if they are being stored whey 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 are dissatisfied with the response you can complain to the Information Commissioners office; their contact details are at http://www.ico.org.uk
If you do not agree to your therapist keeping records of information about you and your treatments, or if you do not allow them to use the information in the way they need to for treatments, the therapist may not be able to work with you. Your therapist has to keep your records of treatments for 8 years for insurance purposes. This may mean that even if you ask them to erase any details about you, they may have to keep the details until after that period has passed. Your therapist can move their records between computers and IT systems as long as your details are protected from being seen by others.