PRIVACY POLICY

AromaReflex Health & Wellbeing holds some information about you. This document outlines how that information is used, who we may share that information with and how we keep it secure. This notice does not provide exhaustive detail. However, we are happy to provide any additional information or explanation needed. Any requests for this should be emailed to aromareflexsomerset@gmail.com

We keep our Privacy Notice under regular review. This Privacy Notice was last reviewed on 13th February 2022.

 

1.     What We Do

Aromareflex Health & Wellbeing is a complementary therapy business, which includes reflexology and aromatherapy.

2.     How We Obtain Your Personal Data

Information provided by you.

You may provide us with personal data in the following ways:

  • By completing an assessment questionnaire

  • By signing a terms of engagement form

  • Prior to or during a complementary therapy session

  • Via a website contact form, through email, over the telephone or by post

  • By taking online payments, or via SumUp

This may include the following information:

  • basic details such as name, address, contact details

  • details of contact we have had with you such as referrals and appointment requests

  • health information including your previous medical history, dietary, lifestyle, supplement and medicine details, health improvement plans

  • GP contact information

 

We use this information to provide you with the appropriate treatment plan. This means that the legal basis of our holding your personal data is for legitimate interest.

Following completion of your healthcare we retain your personal data for a period of 7 years, after which time it will be destroyed. This enables us to process any complaint you may make. In this case the legal basis of our holding your personal data is for contract administration.

Information we get from other sources

We may obtain sensitive information from other healthcare providers or therapists.  The provision of this information is subject to you giving us your express consent. If we do not receive this consent from you, we will not be able to coordinate your treatment with that provided by other providers which means the healthcare provided by us may be less effective.

3.     How we use your personal data

We act as a data controller for use of your personal data to provide direct healthcare. We also act as a controller and processor regarding the processing of your data from third parties such as other healthcare providers.

We undertake at all times to protect your personal data, including any health and contact details, in a manner which is consistent with our duty of professional confidence and the requirements of the General Data Protection Regulation (GDPR) concerning data protection. We will also take reasonable security measures to protect your personal data storage.

We may use your personal data where there is an overriding public interest in using the information e.g., in order to safeguard an individual, or to prevent a serious crime. Also, where there is a legal requirement such as a formal court order. We may use your data for marketing purposes such as newsletters, but this would be subject to you giving us your express consent.

4.     Do you share my information with other organisations?

We will keep information about you confidential.  We will only disclose your information with other third parties with your express consent with the exception of the following categories of third parties:

  • Any registrant bodies such as the Federation of Holistic Therapists, for the processing of a complaint made by you.

  • Any contractors and advisors that provide a service to us or act as our agents on the understanding that they keep the information confidential

  • Anyone to whom we may transfer our rights and duties under any agreement we have with you

  • Any legal or crime prevention agencies and/or to satisfy any regulatory request

We will seek your express consent before sharing your information with your GP or other healthcare providers.  However, if we believe that your life is in danger then we may pass your information onto an appropriate authority (such as the police, social services in the case of a child or vulnerable adult, or GP in case of self-harm) using the legal basis of vital interests.

We may share your case history in an anonymised form with our peers for the purpose of professional development.  This may be at clinical supervision meetings, conferences, online forums, and through publishing in medical journals, trade magazines or online professional sites.  We will seek your explicit consent before processing your data in this way.

5.     What are your rights?

Every individual has the right to see, amend, delete or have a copy, of data held that can identify you, with some exceptions. You do not need to give a reason to see your data.

If you want to access your data you must make a subject access request in writing to AromaReflex Health & Wellbeing. Under special circumstances, some information may be withheld. We shall respond within 30 working days from the point of receiving the request and all necessary information from you.  Our response will include the details of the personal data we hold on you including:

  • Sources from which we acquired the information

  • The purposes of processing the information

  • Persons or entities with whom we are sharing the information

You have the right, subject to exemptions, to ask to:

  • Have your information deleted

  • Have your information corrected or updated where it is no longer accurate

  • Ask us to stop processing information about you where we are not required to do so by law or in accordance with the FHT guidelines.

  • Receive a copy of your personal data, which you have provided to us, in a structured, commonly used and machine readable format and have the right to transmit that data to another controller, without hindrance from us.

  • Object at any time to the processing of personal data concerning you

We do not carry out any automated processing, which may lead to automated decision based on your personal data.

If you would like to invoke any of the above rights, then please write to the Data Controller at AromaReflex Health & Wellbeing or email aromareflexsomerset@gmail.com

6.     What safeguards are in place to ensure data that identifies me is secure?

We only use information that may identify you in accordance with GDPR. This requires us to process personal data only if there is a legitimate basis for doing so and that any processing must be fair and lawful.

Within the health sector, we also have to follow the common law duty of confidence, which means that where identifiable information about you has been given in confidence, it should be treated as confidential and only shared for the purpose of providing direct healthcare. We will protect your information, inform you of how your information will be used, and allow you to decide if and how your information can be shared.

We also ensure the information we hold is kept in secure locations, restrict access to information to authorised personnel only, protect personal and confidential information held on equipment such as laptops with encryption (which masks data so that unauthorised users cannot see or make sense of it). We ensure external data processors that support us are legally and contractually bound to operate and prove security arrangements are in place where data that could or does identify a person are processed.

7.     How long do you hold confidential information for?

All records held by the AromaReflex Health & Wellbeing will be kept for a period of 7 years.

 

8.   About cookies

A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server. Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed. Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

9. Cookies used by our service providers

Our service providers use cookies and those cookies may be stored on your computer when you visit our website.We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google’s privacy policy is available at: https://www.google.com/policies/privacy/.

 

10. Managing cookies

Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:

(a)    https://support.google.com/chrome/answer/95647?hl=en (Chrome);

(b)    https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox);

(c)    http://www.opera.com/help/tutorials/security/cookies/ (Opera);

(d)    https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);

(e)    https://support.apple.com/en-gb/guide/safari/sfri11471/mac (Safari); and

(f)    https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).

Blocking all cookies will have a negative impact upon the usability of many websites.

If you block cookies, you will not be able to use all the features on our website.

11.     Complaints

If you have a complaint regarding the use of your personal data, then please contact us by writing to the Data Controller at Aromareflexsomerset@gmail.com and we will do our best to help you.

 

12.   Our details

This website is owned and operated by AromaReflex Health & Wellbeing.

Our principal place of business is at 31 Watermead, Tatworth, South Chard TA20 2QN

You can contact us:

(a)    by post, to the postal address given above.

(b)    using our website contact form.

(c)    by telephone, on 07596108900

(d)    by email on our contact page

13. Data protection officer

Our data protection officer’s contact details are, Paula Haynes, 31 Watermead, Tatworth, South Chard, TA20 2QN.