PRIVACY NOTICE
Therapist’s name: Rhoda Baxter (therapiesbyrhoda.com)
Therapist’s contact details: T: 07980208222 E:
Self-employed therapist working at Calmblue Holistic Clinic, Edinburgh; Revitalize Massage Therapies, Edinburgh and other venues/locations.
Client name…………………………………. Date of birth……………
As required by UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 in this Privacy Policy Notice, I explain the type of personal and health-related information we collect from you, why we do so, how it is stored, who it may be shared with, how long the information is kept for, and what your rights are.
Type of information I collect: To provide professional treatments we need to ask you for and store information about your health. We use this information to assess whether treatment is appropriate, provide you with the most suitable treatments and advice, and to keep accurate records. As a full member of the Federation of Holistic Therapists (FHT) and the Association of Reproductive Reflexologists (ARR), Rhoda Baxter abides by their Codes of Practice and Ethics. Therapists are required by law to gather, retain and process your personal data so we can provide you with the best possible treatment programme & support.
UK GDPR categorises health information as special category data. The Information Commissioner’s Office (ICO) confirms that health data is special category data requiring an Article 6 lawful basis and an Article 9 condition.
The information stored
Contact & Personal Information: your name, address, phone number(s), email address and date of birth so we can contact you, manage appointments, and keep appropriate treatment records.
Medical history and other health-related information: All clients need to complete consultation forms which include relevant medical history and other health or lifestyle-related information. Treatment records include relevant notes about assessments, agreed treatment plans or advice, treatments given, client feedback and responses.
Marketing and newsletters: The clinics I work in and myself will only use your data for marketing and newsletters if you give consent.
Sharing your data: Your data will only be shared where necessary and appropriate. This may include sharing information:
- With another healthcare professional or therapist with your consent. Medical consent to treat certain clients or conditions may be required and will be sought if your consent is given.
- With my insurance provider, professional associations, legal adviser, regulator or relevant authority if needed for a complaint, insurance matter, legal claim or legal obligation.
- With a booking, payment or clinic management provider where appropriate. Please refer to the payment provider’s own privacy information where relevant.
Payment by card or online payment
PAYING VIA WEBSITE: your account name, last four digits of your card number, expiry date and name of bank
PAYING BY BANK TRANSFER OR CHEQUE: your account name, account number and sort code
PAYING BY SUMUP CARD MACHINE: transaction details and location.
How and where I store your data: Paper consultation forms and treatment records are stored securely in a locked drawer in a locked cabinet.
Digital records are stored securely using encrypted devices, password protected systems or secure clinic management systems.
Only those who need access for legitimate clinic, administrative, professional, legal or insurance purposes will have access to your information.
How long I keep your data: Client records are normally kept for a minimum of 7 years from the last treatment for adults. For clients under 18, records are kept until the client is 25. If a client is 17 when last treated, their records will be kept until they are 26.
Records may be kept for longer if required by an insurer, legal adviser, regulator or relevant authority.
After the relevant retention period, records will be securely destroyed or deleted.
YOUR DATA PROTECTION RIGHTS: Under UK GDPR, you have rights to:
- Access the personal data we hold about you.
- Request rectification of personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Request erasure of your data in certain circumstances.
- Restrict processing of your personal data in certain circumstances.
- Receive a copy of your data in a commonly used digital format where applicable
- Withdraw consent where consent is the lawful basis for processing.
- Data Portability: you have the right to ask that we transfer the personal information you gave to us to another organisation, or to you, in certain circumstances.
- Right to object to processing of your personal information in certain circumstances.
You are not required to pay any charge for exercising your rights. We have one month to respond to you, if you make a request. Some rights are not absolute. I may need to retain certain information for insurance, legal, regulatory, tax or complaint related reasons.
THERAPIST RIGHTS:
If you don’t agree to your therapist keeping records of information about you and your treatments, the therapist may not be able to treat you.
Your therapist must keep your records of treatment for a certain period as described in this Privacy Notice. If you ask them to erase any details about you, they might have to keep these details until after that period has passed.
Your therapist can move their records between their computers and IT systems without your permission if your details are protected from being seen by others.
Complaints:
If you have a concern about how I handle your data, please contact me first so I can respond. You can request a copy of my GDPR Complaints Procedure.
You also have the right to complain to the Information Commissioner’s Office.
ICO website: https://ico.org.uk
ICO telephone: 0303 123 1113
How to contact me:
If you have any questions about the use of your data or your rights, please contact me:
T: 07980208222
Email:
PLEASE TICK TO CONFIRM:
☐ I understand that my therapist needs to hold my contact and personal details to manage appointments, communication and treatment records.
☐ I understand that completing a health consultation form is necessary so my therapist can assess whether treatment is appropriate and keep accurate records.
☐ I understand that my therapist needs to keep clinical notes and treatment records for professional, insurance and legal purposes.
☐ Optional: I consent to being contacted with relevant clinic updates, marketing and newsletters. I can unsubscribe or withdraw consent at any time.
☐ I understand that my data may be shared where necessary for professional, insurance, legal or regulatory reasons, or with my consent where another professional or third-party supplier is involved.
☐ I consent to my details being shared with certain service or product suppliers for product delivery or another service I have requested.
ACKNOWLEDGEMENT:
Please sign below to confirm that you have received and understood this Privacy Notice, including what personal and health information is held about you, why it is held, how and where it is stored, how long it is kept, who it may be shared with, your rights, and how to raise a concern. I understand that I can request a copy of the GDPR Complaints Procedure or Privacy Notice for Rhoda Baxter.
Name: ……………………………………………….. Date of birth: ……………………
Signature: …………………………………………………………. Date: ………………………..
Website Disclaimer:
The aim of this website is to offer information on the therapies available and to provide general information on topics related to the therapies. The information contained in this website and related Facebook page, blog, podcasts, and any videos, is for general information purposes only.
No material should be considered as advice or diagnosis. The content is not a substitute for personal, professional medical care or diagnosis. You must consult your doctor or primary medical care provider regarding any health condition or issue.
We make no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability or availability with respect to the website or the information, services, blog posts, podcasts, videos, or related graphics contained in the website material, including Facebook, blog posts and videos. Any reliance you place on such information is strictly at your own risk and your own responsibility.
We will not be liable, in any event, for loss or damage including without limitation, indirect or consequential loss or damage, or any loss or damage whatsoever arising from loss of data or profits arising out of, or in connection with, the use of this website or linked sites.
The inclusion of any linked sites does not imply a recommendation or endorse the views expressed within them. We do not accept any liability in relation to the information or policies of linked sites or third party information.
This website may have links to linked websites, with some information from third parties. This information including the content information of linked sites, the price of goods and services supplied, is the responsibility of those third parties. You, in turn, undertake to separately adhere to and review the terms and conditions/ data privacy policies of each linked site.
We do not endorse or otherwise recommend any of these third party websites, references, or the products, services, or information offered by them. We may disable any hyperlink to the site. We have the right but are not obligated to monitor third party websites and hyperlinks to the site.
The information on this website is intended for adult use. Children under 18 years may access this website but consent of a parent or guardian is recommended.
Security
The security of this website and your information matters greatly to us. We have in place reasonable security measures to protect the loss, misuse and alteration of your information under our control. We do not make assurances to prevent any such loss, misuse or alteration, and we have no liability to you or a third party for any loss, misuse or alteration. I do not warrant that your access to the website is secure.
Our privacy policy ensures we only send marketing communications to existing clients and in the way they have chosen to receive such communications, or to users to the site who have requested to receive emails about our services and products and to answer their enquiries. We do not buy or sell email lists or use purchased or harvested email lists. If you no longer wish to receive communication from us, please email Rhoda at .
Cookies Policy
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