Privacy Notice

Please read this Privacy Notice. It relates to how I hold and process your information (data) in line with GDPR regulations effective from May 2018.

Who I am and contact details

Kim Holmes

Yorkshire Body Clinic

07850 268762

Rooms @ 1900, 19 Rushton Street, Calverley, Leeds, LS28 5NJ

yorkshirebodyclinic@gmail.com

Data Controller

Kim Holmes

Reasons for Processing Client Data

In order to give professional treatments to you of the services/treatments you have sought and requested from me, I need to gather potentially sensitive information about you and your health. I have and will, continue to use this information only for the purpose of informing you of the treatments I offer and associated recommendations to ensure I provide the most appropriate treatments to you and give you the best possible service.

It is a condition of my Professional Insurance to take and retain client records.

Lawful Basis for Holding and Using Client Information

As a Registrant of the Complementary and Natural Healthcare Council (CNHC), full member of the Bowen Therapy Professional Association (BTPA), full member of the Association of Reflexologists (AoR), and an Associate of the International Federation of Professional Aromatherapists (IFPA), I abide by their Codes 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 and advice.

There is an Additional Condition under which I hold and use the information as I hold the special category data of health related information. I need this information to fulfil my role as a health care practitioner bound by confidentiality under CNHC, BTPA, AoR and IFPA Codes of Practice and Ethics.

What information I hold and what I do with it

As a professional therapist, I will need to ask for and keep information about your health. I will only use this for providing the treatments requested 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 first consultation)
Treatment details and related notes (which I will take after each consultation)

I DO NOT and 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 keep your information

I will keep your information for the following periods under the legitimate interests of the CNHC Code, and Professional Insurance conditions:

Adult clients records will be kept for 8 years following the last occasion a treatment was given
In the case of treatment to minors records will be kept until his or her 25th birthday, or 26th birthday if the client was age 17 when the treatment ended

Protecting your personal data

I continue to be committed to ensuring your personal data is secure, and have appropriate procedures in place to prevent unauthorised access or disclosure and safeguard and secure the information I collect from you.

I will contact you using the contact details/preferences you give me in my first contact with me and during our first consultation in relation to

Appointment times including any changes I may need to make
Treatment information or information related to your health
To get treatment response feedback between sessions (where agreed between us)
News, special offers, Christmas card and vouchers (you may unsubscribe from this at any time)

Your rights

Under GDPR rules you have certain rights which include

The right to be informed about the holding and use of your information (this privacy notice)
The right of access to see copies of the data I hold about you
The right to rectification of that data if it is incorrect or incomplete
The right to erasure for you to request that your therapist erases information they hold about you
The right to restrict processing of personal data
The right to object – to be able to tell your therapist you don’t want them to use certain parts of your information, or to use it only for certain purposes
The right to lodge a complaint with the Information Commissioners’s Office if you feel your details are incorrect, not being used in the way you have given your permission for, or if they are being stored when they don’t have to be

If you wish to exercise any of these rights please use the contact details above

Therapist’s Rights

If you do not agree to me taking and keeping information about you and your treatments, or if you do not allow me to use the information in the way I need to for treatments, I may not be able to treat you.
I need to keep your records of treatment for a certain period as described above which may mean that even if you ask me to erase any details about you I may need to keep those details until the end of that period

This document will be reviewed periodically, and I reserve the right to amend the document as required or necessary. You can request a copy of the up to date privacy notice at any time using the above contact details

DECLARATION

I have seen, read and understood this document, and understand that you will hold and use my personal information in order to provide me with the best possible treatment options and advice in line with the statements above. I have received a copy of this document and understand a copy will be kept on my file.

Client Name (please print): …………………………………………………………………………

Client signature: ………………………………………………………………………….

Date: ………………………………………………………………………….

(Please note: for children under 16 a parent or guardian signature is required)

Therapist Name: ………………………………………………………………………….

Therapist Signature: …………………………………………………………………………….

Date: …………………………………………………………………………….