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PRIVACY (&CONSENT) NOTICE FOR CLIENTS AND STUDENTS

YOUR PERSONAL INFORMATION - GENERAL DATA PROTECTION REGULATION (GDPR)

GDPR is bringing in new legal protection for personal information from May 2018. This tells you what personal information I gather via my website, and why, and what your rights are.

Calming Influences Information

Name/Identity: Jackie James

Telephone No: 0780 5278 620 / 02380 406672

Email address: jackie@calminginfluences.com

Address: Oakside, Pylands Lane, Bursledon, So31 1BH

Data Controller Contact Details: Jackie James

The purpose of processing Student and Client Data

Therapy School

In order for you to safely receive treatments during the course, I will need to gather and retain potentially sensitive information about your health. I will only use this information for informing your treatments and associated recommendations concerning aspects of health and wellbeing which I will offer to you.

Additionally I take I basic contact details to allow me to complete the administration of your booking, and to contact you during your coures.

Additionally for courses which involve third party certification, I will provide the third party (VTCT) will information to allow them to identify you on their systems and issue your certificate.

Therapist

In order to give professional holistic treatments, I will need to gather and retain potentially sensitive information about your health. I will only use this information for informing your treatments and associated recommendations concerning aspects of health and wellbeing which I will offer to you. I also taje basic contact details to allow me to contact you and handle bookings.

Website Client

In order to provide a service to my website clients I am required to keep contact details. These are only used to contact you with refererence to your website.

Lawful Basis for holding and using Student and Client Information

Therapy School

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 :

a) my legitimate interests i.e.my requirement to retain the information in order to provide you with the best possible treatment options 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.

For students, I also hold information to be able to process registering students with VTCT and providing certificates.

Therapist

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 :

a) my legitimate interests i.e.my requirement to retain the information in order to provide you with the best possible treatment options 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

Therapist School

In order to ensure you can receive treatments safely, and to ensure that if you are on a course which has third party certification you can receive the appropriate certificate, I collect and keep the following information.

• Your contact details including past surnames if you wish to share this information
• Date of Birth
• Medical history and other health-related information

I will NOT share your information with anyone else (other than as required for legal process) without explaining why it is necessary, and getting your explicit consent.

Therapies

In order to ensure you can receive treatments safely, and to ensure you get the best from your treatments, I collect and keep the following information.

• Your contact details including past surnames if you wish to share this information
• Medical history and other health-related information
• Treatment description for each treatment received

I will NOT share your information with anyone else (other than as required for legal process) without explaining why it is necessary, and getting your explicit consent.

How Long I Retain Your Information

I will keep your information for the following periods:

a. 'claims occurring' insurance: (records to be kept for 7 years after last treatment)
b. law regarding children's records (records to be kept until the child is 25 or if 17 when treated, then 26)

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

Website clients - I will retain your data only as long as you have an active website with me.

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

• Your training course
• Additional training courses you may be interested in
•Appointment times including training sessions and tutorials
• Holistic 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

CALMING INFLUENCES RIGHTS

Please note:

• if you don't agree to Calming Influences keeping records of information about you and your treatments, or if you don't allow us to use the information in the way we need to for treatments, we my not be able to treat you
• If you don't agree to your information being provided to the Awarding Body on certificate courses, it will not be possible for you to be issued with a certificate for these courses
• Calming Influences can move records between their computers and IT systems, as long as your details are protected from being seen by others without your permission.

 

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